Concepts & Key Terms
This guide provides an overview of essential HYS concepts, which will help you navigate the system, map your data, and fully leverage the platform’s features.
Whether you’re managing donor relationships, running sponsorship programs, or integrating with accounting tools, these key terms will be useful.
1. Program Types
Definition: In HYS, a Program is the primary unit for grouping and managing donation efforts. Programs can be used for ongoing sponsorships or targeted initiatives.
Contribution
Designed for initiatives where individual donors sponsor specific recipients (such as children, missionaries, or nurses) on a recurring basis.
Mechanism: A recipient is considered fully sponsored once a set contribution amount is reached.
Flexibility: Multiple donors can combine their contributions toward the required amount.
Example: If a program sets a target of $50 per month, the recipient is fully sponsored when, for instance, two sponsors each commit $25 per month.
Number of Sponsors
Ideal for programs that require a fixed number of sponsors for each recipient.
Mechanism: A recipient becomes fully sponsored once the predefined number of sponsors is assigned.
Example: If the program specifies that one sponsor is required, the recipient is fully sponsored when one sponsor is mapped to them.
Campaign
Suited for fundraising drives that may involve multiple allocation goals within a single initiative.
Mechanism: Supports both one-time donations and recurring contributions.
Example: A Capital Campaign for a new building project, where donors can choose to support specific sub-goals or sub-categories..
2. Designations
Definition: These are sub-divisions within a Campaign that allow donors to direct their contributions toward a particular aspect of the campaign. Example: In a Building Campaign, designations might include “Roof Replacement,” “New Dorm Wing,” and “Library Upgrade.”
3. Recipients
Definition: Recipients are the individuals or entities (e.g., children, nurses, missionaries) who benefit from a sponsorship or donation. They are the “target” of a Program.
Example: In a Child Sponsorship Program, each child is a Recipient whose profile (including details like age, location, and photo) is maintained to personalize the sponsorship experience.
4. Donors & Sponsors
Definition:
Donors: Individuals or organizations that contribute funds.
Sponsors: Often used interchangeably with donors, this term emphasizes the relationship aspect within the CRM—covering not only donation history but also communication preferences and engagement levels.
Example: A donor who sponsors a child might be referred to as both a donor and a sponsor, especially when tracking ongoing relationships or segmented communications.
5. Sponsorships
Definition: A Sponsorship represents the link between a Donor and a Recipient. It captures the ongoing relationship, including details like recurring donation amounts and schedules.
Example: When a donor signs up to sponsor a child, the system creates a sponsorship record that details the monthly contribution and links the donor to the specific child’s profile.
6. Additional Gifts
Definition: Additional Gifts are one-time contributions that may be given outside of the standard recurring donation or sponsorship. They can be used for special occasions like birthdays, holidays, or emergency support.
Example: A sponsor might give an extra donation during the holiday season specifically earmarked as an “Additional Gift” to support a child’s needs.
7. Sponsorships / Commitments
Definition: These refer to the regular, scheduled donations set up by donors, such as monthly or annual contributions. HYS automates the processing and tracking of these recurring transactions.
Example: A donor who commits to a $40 monthly sponsorship for a child will have a recurring donation profile that automatically logs the payment each month.
8. Data Migration & Import Tools
Definition: HYS offers robust import tools to help migrate data (e.g., donor records, recipients, sponsorship relationships) from legacy systems. This ensures a smooth transition without losing critical historical data.
Example: Using CSV import functionality, you can bulk upload your current donor list and map the relevant fields to HYS, minimizing manual entry.
9. Payment Processing & Gateways
Definition: HYS integrates with various payment gateways (e.g., Stripe, PayPal) to handle both one-time and recurring donations. This ensures secure and automated processing of contributions.
Example: Once a recurring donation is set up, HYS automatically processes monthly payments and logs transactions for financial reporting.
10. QuickBooks Integration
Definition: HYS can connect with QuickBooks to automatically sync donation and sponsorship data with your accounting system. This reduces manual reconciliation and streamlines financial reporting.
Example: When a donation is recorded in HYS, the integration pushes the transaction to QuickBooks, categorizing it under the appropriate fund or class for nonprofit accounting.
11. Auto Emails
Definition: HYS includes features for automated emails and notifications. These can be configured to send receipts, thank-you messages, and updates to donors after each transaction or at scheduled intervals.
Example: After a donation is processed, an automated customizable email is sent to the donor thanking them for their contribution, and an event based personalized update on the sponsored recipient’s progress can be triggered.
12. Reporting & Analytics
Definition: Built-in reporting tools in HYS allow users to generate detailed reports on donations, sponsorships, and donor engagement. These insights help in monitoring fundraising performance and donor retention.
Example: A report showing monthly donation totals by Program can help your team understand which areas are performing best and where additional efforts may be needed.
13. Custom Fields & Form Customization
Definition: HYS allows you to customize data forms by adding custom fields. This ensures that any specific information you need—beyond the standard data points—is captured during data entry.
Example: If your organization tracks the “preferred communication method” for each donor, you can add a custom field to capture this detail and use it for targeted engagement campaigns.
14. Widgets & Website Integration
Definition: HYS offers embeddable widgets and integration options for websites, allowing you to display live data (like sponsorship opportunities or recipient profiles) directly on your site.
Example: A widget on your homepage could show a gallery of children awaiting sponsorship, with a “Sponsor Now” button that links directly to the HYS donation form.
This comprehensive glossary should help you a new users and client to understand the full scope of HYS functionality. If you have any questions or need further clarification on any terms, please don’t hesitate to reach out to [email protected] or consult the detailed sections within our full documentation.
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