I would like to know an easy way to code employees of our organization in Raiser's Edge.  Our general manager wants to make sure our employees receive newsletters and direct mail so they can see what our donors are receiving.  How can I make sure they are not deleted or missed in mailings?  Is a constituent code, solicit code, annotation (could appear right when record is opened) or attribute effective?

 We use a constituent code for employees. When it comes time to generate mailing lists, we include that code with the other criteria that generates the list. Since we are a college we have Employees and Faculty as the 2 codes to designate employees.

 

When Employees and Faculty retire, they become Retired Employees and Retired Faculty and are pretty much kept in the mailings. If they leave the college and are not retiring, we use Former Employee & Former Faculty and generally do not include them in future mailings, unless they meet some of the other criteria for the mailing. 

 

HTH,

laura

 

Hi there, 

 

We also use the constituency codes to track employees and former employees.  Constituency codes, I believe, are a lot easier to retrieve from queries, reports and so on.

 

We also use a constituent code. Works well for criteria in queries/reports. We keep track of department or other info in attributes.

JoAnn

We also use a vareity of constitutent codes.  However not every employee is on RE.  Employees are not autmatically entered onto Raiser's Edge.  When doing a big mailing and I want to include employees, I have to get a spread sheet from payroll/personnel.  

We also use a Constituency Code. However we also add a Mail Attribute to employees who are not donors so they ONLY receive the Newsletter. When we pull mailings we generally use the Mail type attribute and not the constituency code. I'm not sure how your organization pulls mailings but if you just filter by last gift date and mail type you might want to consider adding a special mail type like "RECEIVE ALL MAIL"

We track our employees by using Attributes.  We have a Profile Code of Employee for them.  They can have multiple profile codes if they are an employee, Medical Staff, Board Member, etc. 

I would argue for either constituent code or attribute - either work well.  I am, however, going to have to disagree with Laura. 

I would never use a mail attribute to indicate that an employee is not a donor.  Whether or not someone is a donor can be queried from their gifts tab and having it in another place hard coded leaves room for error.  If that employee makes a gift, whose responsibility is it to remove that mail attribute? 

I also see no reason to have a "receive all mail" code.  If employees always receive all mail then just use the employee code - no need for 2 codes - again, it introduces the possibility for error.

We do the same thing - use attributes. Very easy to keep track of and report on. It also makes it easier to exclude/include them in mailings.

 

Lisa

AAMC

 We do it a little differently (if you do not want to set up another const. code).  In the Attributes Tab of the Const. Record under the "Category" column we have a qualifier called "Type of Individual" ("Individual" is one of only six const. codes we use, the other five: Board Member, Former Board Member, Foundation, Government, and Corporation).  Then under the "Description" column we have listed qualifiers like "employee" "former employee" "media contact" "Advisory Council", etc, etc.  This way we do not have a new const. code for every different group that comes along.  It keeps things more manageable, and then we can become very specific in queries and reports through "attributes" instead of "const. code".  Hope this helps!

We track all of our employees by both a constituent code and a constituent attribute code.  The constituent code is used for both querying and identifying sources of donations in our analytical reporting because it truly defines the constituents' relationship to our organization.  The constituent attribute code used for the employees makes it easy to specifically include or exclude the group from reports, exports, mailings, etc. and can also be used for querying purposes if we choose. When originally adding these codes the employees can be grouped into a query and then both codes added globally. When employees are updated we use a Default set which automatically adds the appropriate code and dates or range to the record.

I was curious for all of those wanting to keep track of employees so as to mail to them...how many employees do you have and how do you keep on top of new employees along with employees who leave? 

We have about 500 employees (mix of staff and faculty). Sometimes we mail to home and sometimes we send inter-office on campus and sometimes we leave them out altogether.

We get the updates about new hires, retirees and people leaving for other reasons from HR on a regular basis. The development office is on a list to get that info whenever HR sends the info to IT, Campus Security and whomever else needs to know.

 laura

 

Ahh see now that makes sense.  I was just curious because a few years ago (before my time) someone decided to enter employees into RE.  Well, we are a hospital foundation and what was entered was for that particular time was all hospital employees..we have over 8,000 employees.  They were entered for whatever reason and never kept up on...we have several hundered people coming and going every week.    Again, I don't know what the reasoning for our org was back in the day to do this but was wondering if anyone enters that high a number of employees, how and who keeps up on it.

 Thanks !

We also use the constituency code to identify staff, although this is not applied to all - only those that need to be a canvasser, so predominantly it is curators, development and directorate staff.   

Charlotte