You can ensure that donors feel heard and understood by using their Preferred Name in the Employee Engagement Site and email communications. The Preferred Name feature will enable you to keep your CyberGrants Employee Engagement consistent with the multiple references to donor names you store in your other systems while retaining and using the employee’s legal name where required, such as tax receipts for client’s utilizing CGDS.
If the Preferred Name values are used, they will automatically display throughout the Employee Engagement site, standard emails sent to donors, and email merge fields (ie, {Donor First Name} and {Donor Last Name}) that reference the donor’s names. This includes emails that are sent to any recipient.
For corporations that maintain multiple references to their donor’s name within their HR system, CyberGrants allows you to keep your CyberGrants Employee Engagement system in sync with that information. HR systems can now send an alternate First and/or Last name separate from a donor's legal/given name, to be used by the Employee Engagement site and other communications. These standard fields follow the same configuration and management patterns as other donor profile name fields, can be populated by HR feeds or manually, and exported in Ad Hoc Reports under Preferred First Name and Preferred Last Name.
Use and configuration of one or both fields are at the client's discretion and corporate policies. The best practice is to have this sent to CyberGrants in the HR/Donor information feed, or just made available for administrators to enter in the Admin portal, if there are populations of users that are not managed in the HR feeds.
Some nuances to be aware of:
- IMPORTANT: The legal First Name and Last Name values are used for all CGDS tax receipts.
- Activity Feed posts and comments on photos will retain the original name value at the time of the post or comment. Newer posts and comments will use the current name values.
- Donor search will only support one name value; if a preferred name exists the donor will not be searchable by their legal name
- This does not change or update a donor code (used for manual login)
- This does not apply to Friends and Family / Donor Associates
- This is different than the recognition name fields, which can be used to control which information is shared with a non-profit organization per donation. See Donor Privacy Settings for more information.
Configuration and Updates to Add Preferred Name
- Schedule an update to your HR Feeds with CyberGrants to send this new information
Please reach out to your contacts at CyberGrants to discuss this configuration and update your HR feed.
- Update field configuration to make the new standard fields Active
- Update the field configuration to add the new fields to the Internal UI Donor Profile section, to allow administrators to view and/or edit
IMPORTANT: It is strongly recommended that the fields are added as editable only to the Admin UI, to allow for administrators to adjust values as needed. It is not recommended to have users update this name directly in their own CyberGrants profile, as it will be difficult to monitor donor-initiated changes to ensure compliance with your organization's HR policies. At this time CyberGrants does not allow for selectively making a field editable or read-only based on donor type, or how the user was created in CyberGrants.
- Schedule a review and update of any customizations to the employee portal.
Any custom areas created prior to Q4 2021 will need to be evaluated and updated, and are not automatically updated when these fields are used. Common areas may include custom Leaderboards or Activity Feed Posts, custom roster values, or custom email templates.
Future – Extending to Organization Portal, FrontDoor, and Administrative Application.
These Preferred Name values are not currently used in other areas of the CyberGrants at this time, including the Organization Portal, FrontDoor, Administrative Application, and Volunteer Match powered by Idealist integration, but may include these other areas in future phases.
Product management is interested in discussing your thoughts on this topic to understand how you use preferred names within your company today. Contact product@cybergrants.com to set up a conversation to discuss how your organization is implementing policies in this area.
