When you create a campaign, you will naturally want to tailor the messaging (and/or channel) for each different group of people within your Donorfy account. This is essential for several reasons, such as:
Targeted Messaging.
Increased ROI.
Supporter Retention.
Cross-selling or up-selling of your charity’s services.
Increasing engagement.
In Donorfy the segmentation is achieved through using Campaign Segment Lists that which you then order within the Campaign Members tab of a Campaign.
Campaign Members: are all the constituents that you may contact as part of your campaign.
Campaign Segments: are the groups into which your campaign members are organised - typically you send a different message and/or use a different channel for each segment - you can have as many segments as you want.
Once the Campaign Segments are all ordered the way in which you want, within a click of a button your Constituents are categorised. A file (or files) is then available for download which contains the Constituent contact details.
Requirements
⚠️Important: Campaign Segmentation is a Professional-only feature. Essential and Starter plan subscribers, please contact us to find out more about upgrading.
Getting Started
A quick summary of the steps you need to complete:
Create your Campaign.
Create your Lists that you would like to use as the Campaign Segments.
Order your Segments.
Run the Segmentation.
Download the file(s) and add the detail to the Constituent Timeline (optional).
Setting up your Campaign
You can use an existing Campaign or create a new Campaign. Campaigns are located within the navigation to the left of your Donorfy.
A new Campaign can be created by following this guide.
Setting up your Lists
Lists are the Campaign Segments that you will need to create for your campaign. These will be based on the criteria which you set, for example: VIPs, Cash Donors by banding, High-Value Donors, Volunteers, Event Attendees, Staff, etc…
You can create new lists or use existing lists - if you need more information about lists you can follow this guide.
You will require one main List (Campaign Members) and then the various lists for your Segments:
Campaign Members
You will need a Constituent List that contains Campaign Members - i.e. everyone you might want to contact as part of your campaign
Often the filtering you use for your campaign members list will be quite general (e.g. All active individual constituents) this is so that the catchment is as wide as possible. You will use additional Lists for the various Segments (see below) to focus more tightly on the constituents you want to contact
Segments
You need a List for each Segment - this can be any type of List that contains constituent details - e.g. Constituent, Transaction, Activity lists, Membership...
To be included in the Campaign a Constituent has to be first in the Campaign Members list - this means your segment lists does not need to include the same filter(s) as the campaign members lists.
For example, your Campaign will have a message for active individual donors who have made a donation this year, and you would like to segment by low value and high value, you would build your Campaign as follows:
Campaign Members: Your List will include filtering for Individual Constituent types who are not archived.
Your first Segment to create, will be a List that contains everyone who has made a donation this year. The filters to use could be Total Amount this Year >500.
Your second Segment to create, will be a List that contains everyone who has made a donation this year. The filters to use could be Total Amount this Year <=499.
This segment Lists do not need a filter to check that the donation was made by an Individual Constituent as the Campaign Members list is performing that check.
Campaign Members
Now you have your Lists:
Open your Campaign, then click on the Campaign Members tab.
From the drop-down box, select the List you created which contains the Campaign Members for the Campaign.
In the Segments section of the Campaign Members page click the Add Segment button, then:
From the drop-down box choose the List you want to use for the segment
Change the Segment Name, if required.
Enter the Segment Code – this will be included in File Name of the files produced by Donorfy - so you can identify which file is which and also to assist with reporting.
Add as many Segments as you need – it does not matter at this stage about the order in which you are adding them.
Organise your segments
Campaign Segments are an order of hierarchy, e.g a Constituent enters in at the top and then flows through the hierarchy until it matches the criteria of the first segment that they flow in to.
For example, a Campaign may be ordered as follows:
Staff.
VIPs.
Volunteers.
High Value Donors (£500+).
Mid Tier Donors (£250 - £499).
Low Value Donors (<£250).
Interested in Charity.
An individual who donated £300 over the past year, and isn’t a staff member, VIP or Volunteer would end up in the Mid-Tier Donor Segment as they do not match the Segment criteria for any other above it.
If you need to, you can delete any segment by clicking Delete Segment.
Building the Segments
Once you have organised your Segments click on the Rebuild Segments button.
Donorfy will start working out which Constituents belong in each Segment.
If you have a lot of Constituents in your Donorfy, building the segments might take a while - Donorfy will send you an email when the Segment build is complete.
The total number of constituents in each Segment will be shown against each Segment:
Any constituents that are on the Campaign Members List but were not included in a Segment will be excluded from the results.
📌Note: f you want a 'catch all' or residual Segment you can add a Segment that uses the same list as the Campaign Members List - include this Segment as the last one in your list.
You can re-organise, add, delete or amend your List filtering criteria to suit your Campaign as you go. Once you have completed the amendment, deletion or addition, remember to Rebuild the Segments as detailed above.
Preparing the Download Files
Once you have built the Segments and are happy with the numbers in each, the next step would be to download the file(s).
To do this, click on Prepare Download Files
Next, decide if you want to:
Create separate files for each segment (if you opt not to, a single file will be produced).
Add activities to constituent's timeline – this will add an Activity to each Constituent’s Timeline containing any notes you may have added and the Segment Code.
Set the Activity Date and Activity Type.
Click on the Prepare Download button to the right of the box.
A banner will appear to confirm the action.
Donorfy will check the communications preferences for each constituent and insert the contact details based on their Preferred Channel.
Where a constituent has a Preferred Channel of Do Not Contact - no personal contact details will be provided.
Where a constituent has a Preferred Channel of Email - the email address associated will be provided.
Where a constituent has a Preferred Channel of Main - the mailing address will be provided.
Downloading the Files
Once the files have been prepared, to the right of the screen, a Download Segment Files button will replace the Prepare Download Files button.
Click on the Download Segment Files button to download the file(s).
A pop-out box will appear – click the Download button for each file to export as a .CSV file.
Once downloaded, click on Close to return to the Campaign.
📌Note: The Campaign Members download will contain additional fields from a constituent list appended to the standard exported fields.