Donor Moves — User Manual

Donor Moves is a fundraising pipeline app that helps you track donors from first contact to gift — and keep them moving forward.

Last revised: v2.1.18 — August 27, 2026

Contents

• Creating an Account
• Signing In
• The Pipeline
• Navigation
• Dashboard
  • Stats Cards
  • Pipeline Overview
  • Pipeline History Chart
  • Recent Moves
• Adding a Donor
• Importing Donors
  • File Format
  • Importing Historical Gifts
  • After Import
• Donor Detail Page
  • Moving a Donor to a New Stage
• Logging Interactions
• Recording Gifts
• Donors Page
  • Searching and Filtering
  • Pagination
  • Overdue Donors
• Calendar
• Weekly Digest Email
• Account
  • Billing
  • Recovery Email
  • Two-Factor Authentication
  • Team Members
  • Time Zone
  • Fiscal Year End
  • Fundraising Goal
  • Import My Data
  • Export My Data
• Help & Support
• Security
• Legal
• Tips

Creating an Account

New organizations start with a 30-day free trial — no credit card required at signup.

1. Open the app and tap Don't have an account? Sign up.
2. Fill in:
   • Organization Name — your nonprofit or organization's name.
   • Your Name — the primary account holder's full name.
   • Email — used as your login email and recovery address.
   • Password — at least 8 characters.
3. Check the I agree to the Terms of Service and Privacy Policy box. You must accept both to create an account. Tap the underlined links to read each document — they open in a new browser tab at donormoves.net/terms and donormoves.net/privacy.
4. Tap Create Account. Your trial starts immediately.

Your agreement to the Terms of Service is recorded along with the version accepted and the date — this log is kept as part of your account record.

When your trial period is nearing its end, the app will prompt you to set up billing. See the Billing section for details.

Signing In

What you need to log in

Every sign-in requires two things:

Recovering access

If you forget your password, tap Forgot password? on the sign-in screen and enter your email address. A reset link will be sent to that address.

If you have two-factor authentication on

If you've turned on two-factor authentication, signing in takes one extra step. After you enter your email and password, a Two-factor verification screen asks for a 6-digit code. Open your authenticator app, enter the current code, and tap Verify. If you don't have your authenticator app handy, you can enter one of your backup codes instead.

See Two-Factor Authentication to set this up.

The Pipeline

Every donor moves through five active stages, with one terminal outcome stage:

The weighted gift (Ask Amount × stage probability) updates automatically as a donor advances. Donors can be moved to Declined from any stage via the move log or the donor edit form.

Navigation

Dashboard

The dashboard gives you an at-a-glance view of your pipeline health.

What Should I Do Today?

At the very top of the dashboard, the What Should I Do Today? panel highlights the donors that need your attention right now. The heading shows a count of everything that's actionable, and up to four sections appear (each only when it has donors, showing at most five per section):

• Overdue follow-ups — donors whose next-step due date has already passed, with how many days overdue they are.
• Ready to ask — donors in the Solicitation stage who don't yet have a next step scheduled.
• Stalled 30+ days — donors you haven't interacted with in more than 30 days, with how long it's been.
• No next step — donors who have no planned next move or due date set.

Each donor appears in only one section — the most urgent one — so nobody is counted twice. Tap any row to jump straight to that donor's detail page. When there's nothing outstanding, the panel simply shows You're all caught up. Declined donors never appear here.

Stats Cards

The row of cards at the top of the dashboard shows your key numbers:

• Donors — the total number of donors currently in your pipeline. Tapping this card takes you to the Donors list.
• $ Raised — total gifts recorded within the current fiscal year (from the day after your fiscal year end through today), regardless of which pipeline stage the donor is currently in. If no fiscal year end is configured, all gifts are included. Where configured, a Goal: $X line shows your annual fundraising target.
• $ Weighted Pipeline — the sum of all weighted gift values across every active donor (Ask Amount × stage probability). Also reflects the current fiscal year scope and shows your pipeline goal where configured. A (whole company) note indicates the figure covers all users in your account.
• Interactions This Month — the number of interactions (calls, meetings, emails, etc.) logged so far this calendar month. Tapping this card takes you to the Interactions list.
• Moves This Month — the number of times a donor changed pipeline stage this calendar month.
• Overdue — the number of donors whose next-step due date has passed. Tapping this card takes you to the Actions table filtered to show overdue donors.

Pipeline Overview

The Pipeline Overview table breaks down your pipeline by stage, showing:

• Donors — the number of donors currently in each stage
• Weighted $ — the weighted value for that stage (see below)
• Total row — the combined value across all stages

How each stage is valued:

The probability weights for non-stewardship stages are: Identification 0%, Qualification 10%, Cultivation 50%, Solicitation 75%. Declined donors carry 0% weight and are excluded from all weighted totals — they appear in the Overview with a donor count but contribute $0.

The legend at the bottom of the table reads: Stewardship: actual FY gifts raised · Other stages: weighted capacity

Pipeline History Chart

Below the overview table, the Pipeline History Chart shows a stacked bar graph of your pipeline's weekly value broken down by stage. Each bar represents one week, with color-coded segments for each stage. Dollar amounts are displayed at the top of each bar.

Bars are stacked so the most committed dollars sit at the bottom: Stewardship appears first (bottom), followed by Solicitation, Cultivation, Qualification, and Identification at the top. This keeps the most reliable revenue grounded and the most speculative at the top. Declined donors are excluded from the chart entirely.

The chart automatically scrolls to the most recent week on load. A gradient fade on either edge indicates that more bars extend off-screen — swipe (or scroll on desktop) to navigate. This chart makes it easy to spot trends — whether your pipeline is growing, shifting between stages, or stalling.

Recent Moves

At the bottom of the dashboard, Recent Moves lists the latest stage changes across your donor portfolio, so you can see momentum at a glance.

Adding a Donor

1. Go to Donors and tap the + button.
2. Fill in the donor's name, optional company, stage, and any contact info.
3. Next Step and Due Date are required — they drive the calendar and weekly digest.
4. Optional fields: Company, Ask Amount, Gift Type, assigned staff, address (Street, City, State, ZIP), notes.

Gift types: Annual Gift · Fall Appeal · Benefit · Capital

Administrators: Every new donor must be assigned to an active client or deliberately marked Global / unassigned. Global records do not belong to any client and are labeled as such in the administrator donor list.

Importing Donors

If you have an existing donor list — for example from a spreadsheet or a previous system — you can bulk-import donors from the Account tab. Go to Account, find the Import My Data panel, and tap Import Donors to open the import window.

Administrators must choose the active client that owns the imported records, or deliberately choose Global / unassigned for a truly global list.

A Download template (.xlsx) link appears on the panel. Click it to download a pre-formatted Excel file with the correct column headers and a sample row — this is the fastest way to prepare your import file.

File Format

Prepare an Excel workbook (.xlsx) with the following columns in order. The first row may be a header row — it is automatically skipped.

Importing Historical Gifts

To bring in a donor's giving history at the same time, add groups of three columns after ZIP (column 8) — one group per gift:

Add as many gift groups as you need — simply continue adding columns in sets of three for each additional gift. A gift row is skipped if the Amount or Date is missing or unreadable; it does not affect the donor row.

Example layout (14 columns for one donor with two gifts):

| First Name | Last Name | Company | Stage | Street | City | State | ZIP | Gift Amount | Gift Date | Gift Type | Gift Amount 2 | Gift Date 2 | Gift Type 2 | |---|---|---|---|---|---|---|---|---|---|---|---|---| | Jane | Smith | Smith & Associates | Stewardship | 123 Main St | Springfield | IL | 62701 | 5000 | 2024-03-15 | Annual Gift | 2500 | 2023-09-01 | Fall Appeal |

Imports that use the previous template without a Company column remain supported. | Bob | Jones | Cultivation | | | | | 1000 | 01/15/2024 | Capital | | | | | Alice | Brown | Identification | | | | | | | | | | |

After Import

Once you tap Import, the result banner reports:

• How many donors were added
• How many gifts were imported (if any)
• How many rows were skipped and why (e.g. missing name)

Imported gifts appear immediately on each donor's detail page and in the $ Raised dashboard stat. Stage changes from the import are not recorded in a donor's Stage History timeline — the import treats the stage as the donor's starting point, not a transition.

Donor Detail Page

Opening a donor shows everything about them in one place:

• Next Step card — turns red when overdue
• Weighted gift — ask amount × stage probability
• Interaction History — every logged contact, newest first
• Gifts — recorded donations with running total
• Stage History — a timeline showing each stage the donor has been in and when they entered it

Moving a Donor to a New Stage

Edit the donor and change their Stage field. The date of the change is recorded automatically and appears in the Stage History timeline.

You can also move a donor's stage when logging an interaction — select New Stage at the bottom of the interaction form.

Logging Interactions

From a donor's detail page, tap Log Interaction.

Interactions can be edited or deleted using the pencil/trash icons on each card.

Voice notes

Right after a call or meeting, you can capture the interaction by speaking instead of typing.

1. On the Log Interaction screen, tap Record voice note below the Notes field. (The first time, allow microphone access.)
2. Speak naturally — the button turns into a red Stop button with a running timer.
3. Tap Stop. A short "Transcribing…" indicator appears, then a Voice Recording section opens below Notes containing:
   • The full transcript of what you said.
   • A play/pause audio player with a draggable progress bar so you can scrub back and re-check any part.
   • A Re-record link to discard and try again.
4. Any action items mentioned (e.g. "send the proposal Friday") are pulled out automatically and appended to the Notes field as bullets like • [Sarah] Send the new gift proposal by Friday. If no owner is mentioned, the bullet uses • [Unassigned] …. Edit them like any other text.
5. Hit Save. The transcript and the recording are stored with the interaction, and you can replay the audio any time you re-open it in Edit mode.

Voice notes work on both the mobile app and the web preview. Recordings are transcribed once after Stop — they aren't streamed live — so you do need a network connection at that moment.

Recording Gifts

From a donor's detail page, tap Log Gift.

The total given appears on the donor card as a green badge. Gifts are also reflected immediately in the $ Raised stat on the dashboard.

Donors Page

The Donors page lists all of your donors with search and filtering tools.

Searching and Filtering

• Use the search bar to find donors by name or email.
• Use the stage filter chips below the search bar to show only donors in a specific stage — including Declined. Tap a chip again to clear the filter.

Pagination

The list loads 50 donors at a time. A count at the bottom of the list shows how many donors are currently displayed versus the total (e.g., Showing 50 of 540 donors). Tap Load more to fetch the next 50. Changing the search term or stage filter automatically resets back to the first page.

Overdue Donors

Donors with a past-due next step are highlighted in red. They also appear in your weekly digest email.

Calendar

Switch between Week and Month views using the toggle at the top right.

• Week view — lists every donor with a next step due on each day; tap any row to open the donor.
• Month view — shows color-coded dots per day; tap a dot to open the donor.

Use the arrow buttons to navigate forward and backward.

Weekly Digest Email

Every Monday morning you receive an email listing every donor whose next step is overdue. Each item in the email has two one-click actions:

• Mark complete — clears the next step and due date
• Snooze — pushes the due date out by 7 days

No login required to use these links. The digest is sent to the Recovery Email address on your Account page.

Account

The Account tab manages your personal settings and organization preferences.

Billing

Your subscription starts with a 30-day free trial. No credit card is required to sign up.

Setting Up Billing

1. Go to the Account tab.
2. Tap Set Up Billing.
3. You will be taken to Stripe's secure checkout page where you can enter your credit card or bank account details.
4. After completing payment, your subscription is active immediately and you are returned to the app.

Managing Your Subscription

Once subscribed, tap Manage Billing on the Account tab to:

• Update your payment method
• View your invoice history
• Cancel your subscription

On web, Manage Billing opens Stripe in the same browser tab and returns you to Donor Moves when you finish. If Stripe cannot open your billing page, the app shows an explanation so you know what needs attention.

Billing Alerts

• A yellow banner appears when your trial has fewer than 14 days remaining.
• If cancellation is scheduled, an amber banner shows the date your paid access ends. You keep full access through that date.
• A red banner appears if a payment fails; you have a 3-day grace period to update your card before access is paused.
• If a payment fails, you will also receive an email notification at your recovery address with a direct link to update your payment method.

Subscription payments are processed securely through Stripe and renew monthly on the same date as your initial payment.

Billing status is synchronized automatically with Stripe. A subscription that is scheduled to cancel remains Paying through the end of its paid billing period, then changes to Canceled when Stripe ends the subscription.

Data Retention after Cancellation

When the paid billing period ends, your account enters a 90-day export-only window. During this window:

• You can sign in, view existing data, and export donor, move, gift, and stage-history CSV files.
• Adding, editing, importing, and deleting data are disabled.
• A banner in the app shows your exact export deadline and permanent deletion date.
• The banner turns red in the final 7 days as a reminder.
• 7 days before deletion, you will receive an email at your recovery address reminding you that your data will be permanently deleted.
• At day 90, all donor, gift, interaction, and staff data is permanently and irreversibly deleted.

If you resubscribe before the 90-day window closes, full read/write access is restored and the deletion countdown is cancelled.

Recovery Email

Add an email address under Recovery Email so you can reset your password if you're ever locked out. This address is also where your weekly digest email arrives every Monday and where billing and data-deletion notices are sent. This is also the email address you use to sign in, and is required.

Two-Factor Authentication

Two-factor authentication (2FA) adds a second layer of security to your account. When it's on, signing in requires both your password and a one-time 6-digit code from an authenticator app — so your account stays protected even if your password is ever compromised. 2FA is optional and is set up per person, so every user in your organization — owners, account admins, and team members — can turn it on for their own account.

Turning on two-factor authentication:

1. Go to the Account tab and find the Two-Factor Authentication section.
2. Tap Set Up Two-Factor.
3. Scan the QR code with an authenticator app — Google Authenticator, 1Password, Authy, or any TOTP app. Can't scan? Tap to reveal the setup key shown below the code and enter it into your app manually.
4. Enter the 6-digit code from your authenticator app and tap Enable.
5. You'll be shown 10 one-time backup codes. Save these somewhere safe — each can be used once to sign in if you ever lose access to your authenticator app. They are shown only once, so record them before tapping Done.

Once it's on:

The section shows that two-factor is on and how many backup codes you have left. From here you can:

• Regenerate codes — generate a fresh set of 10 backup codes (your old codes stop working). You'll confirm with a code from your authenticator app.
• Disable — turn two-factor off. You'll confirm with a code from your authenticator app or a backup code.

Locked out? If you lose access to both your authenticator app and your backup codes, ask your organization's account admin to reset two-factor for you (see Team Members). If you are the account admin, or if you're not sure who to contact, email support@donormoves.net.

Team Members

The Team Members section shows everyone in your organization who can sign in. You can add new users and remove existing ones at any time.

Adding a team member:

1. Tap Add Team Member.
2. Enter their full name, their email address, and an initial password (at least 8 characters).
   • The email address is required — the team member will use it to sign in.
3. Tap Add. The new user can sign in immediately using their email address and the password you set. They will also receive a welcome email at that address with a sign-in link (the password is not included — share it with them directly).

Removing a team member:

Tap the trash icon next to any member's name and confirm the removal. They will no longer be able to sign in. You cannot remove yourself.

Resetting a team member's two-factor authentication:

If a team member is locked out because they've lost their authenticator app and backup codes, an account admin can reset two-factor for them. A Reset 2FA link appears beneath a member's email address whenever they have two-factor turned on. Tap it and confirm — their two-factor is turned off immediately and they can sign in with just their password until they set it up again. This link does not appear for your own account; to manage your own two-factor, use the Two-Factor Authentication section instead.

Time Zone

Set your organization's Time Zone so the app correctly identifies which donors are overdue today and so your weekly digest email arrives at the right local time.

• On desktop (web): choose from the dropdown list of common time zones.
• On mobile: type any valid IANA time zone name (e.g. America/New_York, America/Chicago, America/Los_Angeles).

Tap Save Time Zone to apply. The field is required — the Save button is disabled until a time zone is selected.

Fiscal Year End

Set your organization's Fiscal Year End date — the month and day when your fiscal year closes. Required — the Save button is disabled until both a month and a day are selected.

1. Tap the month chip for the last month of your fiscal year (e.g., Jun for June 30).
2. Enter the day in the Day field (e.g., 30).
3. Tap Save.

The app validates the date as you type — for example, entering day 31 for a 30-day month will show an error and disable the Save button. Switching to a different month automatically adjusts the day if it exceeds that month's maximum.

Fundraising Goal

Enter your organization's Fundraising Goal — the total dollar amount you aim to raise in the current fiscal year. Required — the Save button is disabled until a value is entered.

• Enter the amount in the Goal ($) field and tap Save Goal.
• A Goal: $X line appears directly on the $ Raised and $ Weighted Pipeline stat cards on the dashboard so you can track progress at a glance.

This setting is shared across your whole account.

Once configured, the $ Raised dashboard card and the Stewardship row in the Pipeline Overview will only count gifts recorded on or after the first day of the current fiscal year. If no fiscal year end is set, all-time gift totals are shown instead.

Import My Data

On the Account tab, the Import My Data panel lets you bring an existing donor list into the app in bulk. This must be done from a desktop browser — file uploads are not supported on mobile.

• Download template (.xlsx) — click this link to download a pre-formatted Excel file with the correct column headers and one sample row. Fill it in and save it before importing.
• Import Donors — click this button to open the import window, choose your file, and upload it. The result banner will report how many donors and gifts were imported, and flag any rows that were skipped.

See Importing Donors for the full file format and column reference.

Export My Data

On the Account tab, the Export My Data section lets you download your data as CSV files ready to open in Excel or Google Sheets. This must be done from a desktop browser — file downloads are not supported on mobile. Available exports:

• Donors — your full donor list
• Interactions — every logged interaction
• Gifts — all recorded gifts
• Stage History — the full stage change timeline for every donor

Help & Support

Tap Help & Support — available in the sidebar (desktop) and on the Account tab (mobile) — to open the support screen. It is also accessible from any billing-locked or email-verification screen so you can always get help even if your account is paused.

AI Assistant

The support screen includes a built-in AI assistant trained on this user manual. You can ask it anything about using Donor Moves — how stages work, what a field does, how to import data, and so on.

• Suggested questions appear when you first open the screen. Tap one to send it instantly, or type your own.
• The assistant keeps track of the conversation so you can ask follow-up questions naturally.
• Responses are based on the user manual content. If a Donor Moves question falls outside what the manual covers, the assistant will point you to email support. For questions unrelated to Donor Moves, it will politely let you know it can only help with the app.

Email Support

At the bottom of the support screen, a Contact Support link opens a pre-addressed email to support@donormoves.net. Use this for billing questions, account issues, or anything the AI assistant couldn't answer.

Security

Donor Moves LLC takes the security of your organization's donor data seriously. The full security policy is published at donormoves.net/site/security. Key measures in place:

Encryption

• All traffic is protected by TLS (HTTPS). Unencrypted HTTP connections are rejected.
• Data stored in the database is encrypted at rest using AES-256.

Authentication & Access

• Passwords are hashed with bcrypt — never stored in plain text.
• Optional two-factor authentication (2FA) is available to every user. When enabled, sign-in requires a time-based one-time code from an authenticator app in addition to the password. One-time backup codes are provided for recovery, and the stored 2FA secret is encrypted at rest. See Two-Factor Authentication.
• Sessions expire automatically after inactivity and are invalidated on sign-out.
• Each organization's data is fully isolated at the application and database level — no cross-organization access is possible.
• Admin functions (managing team members) are restricted to the Administrator role.

Email

• Transactional emails are sent over authenticated SMTP with TLS. Password reset links are single-use, time-limited tokens.

Ongoing practices

• Automated dependency vulnerability scanning and static application security testing (SAST) run as part of every release.
• Infrastructure follows the principle of least privilege.

Data retention after cancellation

• If you cancel, your data stays accessible for 90 days so you can export it. After that window it is permanently deleted. You can request earlier deletion by emailing privacy@donormoves.net.

Reporting a vulnerability

• Email support@donormoves.net with a description and steps to reproduce. We acknowledge reports within 48 hours.

For the complete policy — including breach notification procedures and EU/UK data considerations — visit donormoves.net/site/security.

Legal

Donor Moves' legal documents are published at donormoves.net and are accessible from within the app at any time:

Links to both documents appear in the footer throughout the app and on the account creation screen. Tapping either link opens the document in a new browser tab.

Terms acceptance — when you create an account, you must check the box confirming you agree to the Terms of Service and Privacy Policy. The version accepted and the date of acceptance are recorded on your account.

For questions about your data or our policies, contact us at support@donormoves.net.

Tips

• Stalled donors — any donor in the same stage for 30+ days is flagged in red. Check the Stage History timeline to see how long they've been stuck.
• Overdue next steps — shown in red on the donor list and detail page. The weekly digest also flags these.
• Edit or delete — every interaction and gift has edit (pencil) and delete (trash) icons on its card.
• Dark mode — the app follows your device's system setting automatically.
• Pipeline history — the dashboard chart lets you track whether your pipeline is growing week over week, which stages are most active, and where donors tend to stall.
• Data safety — if you ever need to cancel, your data stays accessible for 90 days. Export your donors, interactions, gifts, and stage history from the Account tab before the deletion date.