Lesson 1 · People: members, donors, volunteers

One person, several roles; tags and filters.

Goal of this lessonTo keep members, donors, volunteers and institutions in one contact record and get each role's list in one click.

One person, several rolesAyşe Demirone contact recordMember2026 dues paidDonor3 donationsVolunteer18 hoursAttendee2 eventstags
A role is a tag, not a separate list. The same person can be a member and a donor; filters and grouping give each role's list in one click.

  1. Open the person once

    In Contacts, open the person or the institution with New. An institution (municipality, school, sponsor company) is a company, and its people are contacts under it.

    Contacts kanban view

    Contacts: each card is a person or an institution. In an association these are members, donors and partner institutions.

    1. Give the role as a tag

      Add tags such as Member, Donor, Volunteer, Board in the Tags field. A person can carry several tags.

    2. Get the list from a filter

      Filter or group by tag in the search bar and save the filter as a favourite. Lists such as "Volunteers" or "2026 members" are made this way.

      Filter menu in Contacts

      The filter and group-by menu: lists by tag, city or institution in one click.

      1. Attach documents to the record

        Membership application forms and ID copies go into the files on the person's record; folder permissions keep them visible to authorised people only.

        Files on a contact record

        The contact record: files, sales, invoicing and notes in one place.

        Personal data (KVKK / GDPR)
        The privacy notice and explicit consent are your organisation's duty. A field for the consent date and channel is added to the contact; who sees the data is limited by user permissions. The data stays on your organisation's server.

        Case: the same person twice

        Situation
        A donor signed up again with a new e-mail.
        Solution
        The two records are selected in Contacts and merged; donation and dues history meet on one record.

        Check yourself

        How are a school and its teacher recorded?
        The school as a company, the teacher as a contact under it.
        How do you get the "Volunteers" list?
        By filtering on the Volunteer tag and saving it as a favourite.