Manage A Giver's Profile & Giving Records

Most of the time, financial admins are focused on the numbers. But another important aspect is keeping the profiles of each Giver up to date. Nucleus offers several options to input personal information for each person to help maintain your people database in Nucleus Giving.

At the same time, admins can easily keep track and manage each person’s giving records in one location, rather than seeing them mixed in with everyone else’s in the Transactions Panel.

Let’s see how easy this is! To begin, you’ll want to go to your People Panel in Nucleus Giving. Click here for a quick link.

Note: This guide focuses on people records that are already created. To learn how people records are created in Nucleus Giving, click here.

Note: Nucleus Giving offers several different admin access levels, some of which prevents an admin from being able to see profile information attached to a donation (or vice-versa, be unable to see donation history attached to a profile). This is particularly true of the Pastoral admin access. Additionally, if you have View Only access, you will be able to access and view people records, but will be unable to make any edits. To learn more about admin access levels, click here.

In this guide, we'll cover the following topics. Click on any one to jump ahead.

Update & Augment Profile Information

Primary profile information is automatically updated in your database for digitally created records when the real human behind the record updates their information in their personal My Nucleus account. This includes their first & last name, primary email address, phone number, and postal address.

Any other types of profile information will be left blank until an admin adds that information in. Admin changes are more like profile notes and will appear only to those with admin access to their church's Nucleus Dashboard. These changes will not appear in the person's online My Nucleus account. This is because Nucleus allows for the best of both worlds:

  1. People can keep their profile updated and any new info they share via a Flow, etc. is automatically copied into the church’s version of the profile, updating previously saved info by the person, or adding brand new info that wasn't previously there.
  2. Information or notes the admin adds don’t sync back to the person so admins can keep their view the way they like it without deleting or removing something from a person’s personal account without their permission, or accidentally revealing internal notes.

To update a person’s profile information, find a person in your Giving people database and click the View Profile button beside their entry. Click here for a quick link.

Immediately, you’ll land on the person’s profile. (You’ll notice there are other options in the submenu. We’ll get to all that fun stuff later 😎)

At the top, you’ll see their Nucleus ID profile. This is where all primary profile information will be displayed. If this is a digitally created person record, this information can only be edited by the real person who owns it. If this is a manually created person record, then an admin can edit the information displayed in the Nucleus ID profile by augmenting the primary profile information for that person.

To input additional contact information, click the Edit button for that section of their profile.

Here, you can add email addresses, phone numbers, and postal addresses. Simply click the + Add New button for the piece of information you want to add.

While adding a new piece of information, you’ll also be able to add what type of email, phone number, or postal address you’re entering.

Once you’re done editing, make sure to Save your changes.

To go back to the main profile section, click the Back button.

To input additional personal information, click the Edit button for that section of their profile.

Here, you can add a profile picture, adjust their name, and add other helpful information like their birthday or anniversary.

As always, make sure to save your changes if you make any edits.

View & Manage All Giving Activity

Beside the Profile tab in the submenu, you’ll notice several other tabs available to click on pertaining to the person’s giving:

  • Digital Giving (not shown for manually created people records)
  • Offline Giving
  • Scheduled Giving (not shown for manually created people records)
  • Gift Entry
  • Unassigned (not shown for manually created people records)
  • Statements

Let’s take a look at what information you can see and actions you can take in each one 👇

Digital Giving

Clicking on Digital Giving will reveal a transactions table much like you’re used to seeing in your main Transactions Panel here. Only this time, it will only display that particular person’s digital giving (anything donated via the GivingFlow).

Offline Giving

Clicking on Offline Giving will reveal another transactions table that solely displays any manually entered donations that this person has given via cash or check.

For both transactions tables, you can download, search, filter, and view particular information for each donation in the exact same way as your Transactions Panel. For a review on how to manage transactions, click here.

Scheduled Giving

Clicking on Scheduled Giving will showcase any scheduled and recurring donations this person has set up.

You can view both active and inactive scheduled transactions, and even amend them on behalf of the Giver in exactly the same way you would in your Scheduled Panel here. For a review on how to manage scheduled transactions, click here.

Gift Entry

Next in the list of tabs is Gift Entry. In the same way you can add a manual donation in your Transactions Panel, you can manually enter a donation directly in a person’s record.

Simply add the gift’s details (amount, date given, fund given to, etc.) and save those changes.

Once added, you can return back to the Offline Giving tab and see your newly entered donation appear there. (Just make sure you have the correct dates showing.)

Unassigned

The Unassigned tab is for donations that are currently unclaimed (due to the Giver not being signed into the GivingFlow or not providing an email address with their donation). Nucleus bases this on particular pieces of information about the gift (e.g. a matching payment method with this particular person). If any donations appear here, you can manually review the donation and choose whether it does indeed belong to this person or not.

Most of the time, this tab will be empty, which is a good thing 😊

Statements

The last tab is Statements. Instead of getting ready to send out your annual giving statements using the Statements Panel here, you can view and print an individual person’s annual giving statement.

Admin Access & People Database Permissions

Because people records are available in most products, there are various levels of permission every admin can be granted, regardless of what products they have access to:

  • View
  • View & Edit
  • View, Edit, & Create

On top of this, if an admin has the highest level of people database permissions (View, Edit & Create) you can also give them the permission to hide people records.

If you don’t have the ability to manipulate a person record, it’s likely because you haven’t been granted the permission to do so.

Alternatively, you might also not have the correct admin access level in Nucleus Giving. There are four different admin access levels:

  • Manager - Access to view and manage everything
  • Pastoral - Access to view and manage everything but cannot see any personal Giver data
  • Assistant - Access to view and manage everything, except admins and settings
  • View Only - View only access, no access to admins/settings

If you are set to the Pastoral admin access level, you will be able to access the list of Givers in Nucleus Giving, but you won’t be able to see any donation information associated with their person records. (You will also be unable to view profile information attached to any gift throughout Nucleus Giving.)

If you are set to the View Only admin access level, you will be able to see and access the list of Givers in Nucleus Giving (as well as any personal Giver data elsewhere in Nucleus Giving), but you will be unable to manipulate or edit any information you see.

If you believe you should have greater access to view and/or edit people records, you’ll need to request additional permissions and/or admin access, which a higher level admin (or account owner of your Nucleus) can do. (If you’re the account owner, you can make this change to your own account.)

Note: If you’re also subscribed to Nucleus People, the permissions referenced above are different from general admin access to Nucleus People. Nucleus People is a product within your Nucleus Dashboard, but viewing and/or adjusting people database records can be done at some level in most Nucleus products. To learn how to invite people to access Nucleus People, click here.

What Next?

Wanting to learn more about how to manage your Givers? Check out these guides below:

Think you’re a master at managing individual Giver records? Take some time to review how to manage the rest of your Nucleus Giving account:

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