Donor Tracking Guide
View, search, and understand your donors with automatic segmentation, giving metrics, and complete donation histories.
How donor tracking works
Thankly automatically builds donor profiles from your donation records. Every time you import donations via CSV, sync from Stripe, or connect Salesforce, donor profiles are created or updated.
Donors are identified by their email address. All donations from the same email are grouped together to show total giving, donation count, average gift, and more.
Donor segments
Every donor is automatically assigned one or more segments based on their giving patterns. These update in real-time as donations are added.
New Donors
Made their first donation within the configured number of days (default: 30 days). Helps you identify first-time supporters to welcome.
Active Donors
Made a donation within the configured number of months (default: 12 months). These are your engaged supporters.
Major Donors
Total lifetime giving meets or exceeds your major donor threshold (default: $1,000). Customize this in Settings.
Repeat Donors
Made 2 or more donations. These supporters have given multiple times.
Lapsed Donors
No donations in the last 12 months. Consider re-engagement outreach.
Configuring segment thresholds
Customize what each segment means for your organization in Settings:
- Go to your organization's Settings page
- Find the "Donor Segment Settings" section
- Adjust the thresholds:
- New donor window: Days since first donation to be considered "New"
- Active donor window: Months since last donation to be considered "Active"
- Major donor threshold: Minimum total giving to be considered "Major"
- Click Save to apply changes
Donor statistics
The Donors page displays summary statistics at the top:
Click any stat card to filter the donor list by that segment.
Searching donors
Use the search bar to find donors by name or email address. Results update as you type.
Filtering by segment
Use the segment dropdown to filter donors. Select New, Active, Lapsed, Major, or Repeat to see matching donors.
Viewing donor details
Click any donor row to open the detail panel. You'll see:
Donor information
Name, email address, and mailing address (if provided).
Giving metrics
Total amount given, number of donations, and average gift amount.
Giving timeline
First donation date and most recent donation date.
Donation history
Complete list of all donations with amounts, dates, and receipt status.
Segment badges
All applicable segment badges for this donor.
Sorting donors
Use the sort dropdown to order the donor list by:
Receipt status
The donor list shows which donors have unsent receipts with an indicator. In the donor detail panel, each donation shows its individual receipt status.
Use this to quickly identify donors who haven't been thanked yet and navigate to their donations to send receipts.
Pagination
The Donors page displays donors in pages. Use the pagination controls at the bottom to navigate between pages. You can also change how many donors appear per page (10, 25, 50, or 100).
Need help?
Can't find what you're looking for? Our team is here to help.