eMatch Portal Guide, Part 2: Features
Filters
On the right-side menu, you can find the filters. Filters allow you to select a field and sort donations by Amount, Potential, Date and Last Updated. Multiple filters can be applied to further refine your search. At any point in time, you can clear the search by clicking “Reset All Filters” above the list of filters.
Columns
Just below filters is a tab for the columns. From here you can select what data points you would like displayed on your dashboard. The columns can be adjusted in width by selecting the edge of the column header and making it longer or shorter. Additionally, the column can be rearranged by selecting the header and dragging it where you would like it to be placed.
Add Donation (Manually)
A single donation can be added by clicking the blue circle with a plus on the upper left hand of the page. The donation must be associated with a matching gift program/company. The Company field acts as a search and will auto-populate probable matches as you type. After completing the donation form, click add donation at the bottom.
Upload Tool
In the upper right-hand
corner of the dashboard there are icons for Uploading and Downloading
(respectively listed in left to right order).
The upload tool offers a direct method of passing a record file(s) to be
screened and imported to your Portal account. Most commonly, the upload feature
will be use in place of a direct integration when an integration is not
available or is being developed. If you
are unsure if you need this tool, check with your representative to see if
record screenings, such as AutoMatch, are included in your purchased products
suite.
Export Tool
The
export feature will create an excel file where each line corresponds to a donor
record. It allows the records exported to be sorted out by date or categorical
standing. This tool can also be used to tie the donor to your own CRM (Customer
Relationship Management). By assigning your donor ID’s (on upload or by
manually adjusting), the donor ID value can be used as a primary key to match
records from Portal to other systems.
Email Setup
Email
setup, located under the Matching Gift Engagement Plan tab, allows for
the customization of what logo is used, where the emails come from, if there
should be anyone copied on emails, and other similar adjustments. It is
important to note that changing the default email address will require
authenticating DNS records for the sake of security. You can read more about
the how to do this under Authentication Process below
Email Delivery
Email Delivery settings are located under the the Matching Gift Engagement Plan tab and are the most important customizations available (if you intended to use branded emails). This section will allow you to adjust the verbiage of your emails as well as fine tune the scheduling of automated emails. At the top of this section, you can enable or disable emails on a system-wide scale. Turning this feature off will turn off emails for all donors. Just below that point, you are presented with four tabs, Confirmation Email, Initial Reminder Email, Subsequent Reminder Emails, and Thank You Email. Each of these sections can be independently adjusted. This means changing the text of one email section will not update any of the remaining sections
- The confirmation email is the first email the donor receives after their thank you / receipt email. This will alert the donor of their gift’s matching eligibility. Typically, this email will thank the donor and proceed to provide the matching gift information. The confirmation email can be delayed by an adjustable number of hours. It is recommended that you delay your email by an hour or two in order to avoid confusion for the donor between donation receipt emails / thank you emails / and this email. The number of hours can be adjusted to fit your organization's needs.
- The initial reminder email will be sent only if the donor has not yet completed their matching gift paperwork. In this event, the donor will receive a gentle reminder email. If the donor has completed their matching gift paperwork, the system will automatically halt reminder emails for the completed paperwork. Similar to the confirmation email, this email can be delayed; however, the delay is by days rather than hours. Two common delays for the initial reminder are 7 or 14 days.
- Subsequent reminder emails will also stop at any point the donor completes their paperwork. This email will be sent at the end of intervals starting with the initial reminder email. Also, set-in number of days, the key addition is a limit to the number of reminders set. This allows you to control the maximum number of emails your donors receive as well as the interval of time that passes.
- The Thank You email is the final email engagement sent in a complete engagement cycle. Once a donor’s gift is confirmed as a match, they will receive an optional Thank you email. This email is typically the shortest and has the fewest adjustable settings.
A final schedule of reminder emails may go as follows: The donor receives their matching gift information email one hour after submitting a gift / their information. One week later, if the paperwork has not been completed, the donor receives a reminder email. Finally, the donor receives subsequent reminders every other week up to cap of 3 additional emails or until they complete their paperwork (in the event that the donor completes the paperwork, a thank you email may optionally be sent at this point).
API & Integrations
Donations can be added
automatically via an API connection.
This commonly used to take data from existing forms / payments / CRM’s
and populate eMatch Portal with no additional work from your staff or the
donor. For documentation and to have the
API enabled, please contact HEPdata: 800-681-4438 or support@hepdata.com. Just below the API setting you can find
Integrations. This is where integrations with software partners of HEPdata can
be enabled or disabled.
For more information, or to schedule a training demo, please contact us here:
https://support.hepdata.com / support@hepdata.com / 800-681-4438
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