The CyberGrants system supports automated donor creation through HR Feeds. However, there are situations where you may need to manually create a donor record, such as setting up test donors, supporting users who are not included in the HR Feed, or adding donors before HR data is available, when it is essential to do so.
The following explains how to manually create a donor in CyberGrants and highlights key fields you should understand before saving the record.
Step 1: Confirm prerequisites before creating a donor
Before manually creating a donor, confirm the following:
The donor does not already exist in the system.
You understand whether the donor is expected to be created or updated through the HR Feed and the potential impact of manual creation.
Important: If a donor is expected to arrive through the HR Feed, manually creating the donor may result in duplicate donor records or data conflicts.
Step 2: Navigate to Donors
Enter CyberGrants and view the Admin tab. From there, navigate to User Management > Donors, where you can view, search for, edit, or create donor records.
Always search for an existing donor before creating a new record to help avoid duplicates.
Step 3: Start a new donor record
Select Create New Donor to open a form where you can enter the donor’s information. All required fields must be completed before the donor record can be saved.
Step 4: Complete donor profile fields
Enter the donor’s identifying information. Field availability may vary by configuration, but commonly includes:
First name
Last name
Email address
Employee ID (if applicable)
Country
Status
Use accurate and consistent values, especially for email address, Donor ID, and Donor Code, as these fields are often used for donor matching, eligibility rules, and reporting.
Step 5: Review HR Feed–related settings
Exempt from HR Feed?
This field determines whether the donor record should be updated by HR Feed imports.
Checked - The donor will be excluded from HR Feed updates.
Unchecked - The donor may be updated or overwritten by future HR Feed imports.
Check the box when creating test donors, external users, or donor records that are intentionally not included in the HR Feed. If you manually create a donor who is expected to arrive through the HR Feed, review this setting carefully to avoid unintended overwrites or duplicate records.
Step 6: Assign donor eligibility and attributes
Depending on your configuration, additional fields may include program eligibility, employment status, custom donor attributes, and region or department values. These fields can affect eligibility rules, matching logic, and reporting, so confirm values carefully before saving.
Step 7: Save the donor record
Review all entered information for accuracy, then select Save to create the donor record. Once saved, the donor record becomes immediately available for giving activity, matching gifts, volunteer programs, and reporting. If the donor is later created or updated through the HR Feed, additional review may be required to resolve duplicates or data discrepancies.
