Adding Club Pledges to Donors

Use the Club Pledges tab on the Donors screen to add a Club Pledge to a donor. If you have not yet defined your Club Pledges, refer to the Defining Pledges section before continuing.

You can use the Filter button on the Donors screen to display only donors who are Club Pledge members. For more information, see the Donor Filter section.

If the donor you are viewing does not have an active Club Pledge, the Club Pledges tab will not appear by default. However, if you check the Show All Pledge Tabs check box in the lower right corner of the Donors screen, this will make the Club Pledges tab visible for all donors.

To add a Club Pledge to a donor

On the Donors screen, click the Club Pledges tab to open it.
The number in parentheses by the Pledges drop-down list indicates the total number of pledges that the donor is or has been participating in. <<NDP>> in this drop-down list indicates "No Defined Pledges" and <<NAP>> indicates "No Active Pledges".

If the donor has no active Club Pledges, only the Pledge drop-down list and the Add/Delete/Modify button appear.

You can select an inactive Club Pledge that the donor has had in the past from the Pledge drop-down list in the Club Pledges tab. The word Inactive appears next to any inactive Club Pledges in the list. When you do so, the Club Pledge information will be displayed.
Click the Add/Delete/Modify button in the Club Pledges tab.
Make sure you click the Add/Delete/Modify button on the Club Pledges tab and not the one at the top of the Donors screen.

This opens the Club Pledges - Add/Delete/Modify window.
Go the first blank record and open the Club Participation drop-down list.
Choose the Club Pledge fundraising activity (FRA) that you wish to add to this donor's record.
If you need to go back and set up this FRA, see the Defining Pledges section.
Click the Close button.

To define donor-specific information for a Club Pledge

Once you add a donor to a Club Pledge, only two fields on the Club Pledges tab are required: the Start Date and Pledge Per House fields. If only these fields are filled in for a donor, the pledge will continue until you mark the pledge inactive after the donor stops their pledge. Many donors, however, establish additional parameters for their pledge.

Open the Club Pledges tab for the donor you are working with.
If the Donors screen isn’t already open, open the Development tab in the Keystone ribbon and click Donors, then click the Club Pledges tab.
Enter the start date of the pledge in the Start Date field.
If the donor wishes to limit the pledge by putting an end date on the pledge, enter that in the End Date field.
If the donor wishes to limit their pledge by choosing the total number of houses or the number of houses per year to support, enter that number in the House Limit field and indicate whether this is a Total or Per Year limit.

If you enter an End Date or a Total House Limit, when that limit is reached, no more obligations will be posted to that pledge. When all obligations have been completed, that pledge will automatically be set to inactive.

If you enter a Per Year House Limit, when the number of event dates (groundbreaking or dedication) for the current calendar year reaches this limit, no more obligations will be posted for the remainder of the year. At the start of the next year, posting will resume.

If you specified an End Date or Total House Limit, set a Reminder Date in the Donors Log, then turn on reminders. This will remind you to call the donor to ask them to renew before the pledge runs out.
Enter how much the donor wishes to pledge per house in the Pledge Per House field.
Using the above information, Keystone calculates the Current Goal (the number of houses they have sponsored times their pledge per house), their Paid To Date amount, and the Balance Due for this donor toward their pledge.
If the donor has provided credit or debit card information to be used for the pledge, check the Use Credit/Debit Card check box.
This allows a different kind of acknowledgement to be sent to this donor. The donor’s credit or debit card numbers cannot be stored in Keystone.
At some point, if someone - for example, a specific member of the Development Committee - closes this pledge, you can select his or her name from the Who Closed drop-down list.

To enter donations toward donors’ pledges, see the Entering Donations for Club Pledges section.

Working with Houses and Club Pledges

Keystone allows you to choose whether you want to use the start or the completion of houses as the point at which you generate Club Pledge notifications on the Development tab of Affiliate Setup. When you choose to notify at the start of houses, the event date that initiates notifications is the groundbreaking date. When you choose to notify upon the completion of houses, the event date that initiates notifications is the dedication date.

When you enter the event date for a house on the Property Addresses screen, Keystone creates a pledge due record for every active club pledge member. On the donors' Club Pledges tab, this shows up in the Homeowner(s), Address, and Event Date (Ground Breaking or Dedication) fields of the club pledge, with the Notification Sent field left blank.

Keystone then informs you of the number of Club Pledge members it has set for notification, and reminds you that the Event Time needs to be entered before the notification can be sent.

If for some reason the Club Pledge donor should not be sent a notification for a particular pledge, check the NA (Not Applicable) box for that pledge.