Meetings
Meeting Activities in DonorDock allow your organization to plan, assign, and document meetings with contacts. They can be used for donor cultivation, stewardship visits, grant discussions, sponsorship conversations, event planning, or any other in-person or virtual meeting you want to track as part of a contact's engagement history.
A Meeting Activity can represent either a meeting that has already taken place or one that is scheduled for the future. When a meeting is still upcoming, it can remain Incomplete and be assigned to the team member responsible for attending or following up.
Available Fields When Creating a Meeting Activity
When creating a Meeting Activity, you will be prompted to complete fields that help define the meeting, identify who is responsible, and track its outcome.
Field | Description |
|---|---|
Subject | A short description of the purpose of the meeting *Required |
Contact | The individual, household, or organization associated with the meeting *Required |
Assigned To | The team member responsible for the meeting |
Meeting Date | The date of the meeting |
Due Date | The expected deadline for the activity to be completed. May be the same as the Meeting date or different. |
Priority | The urgency of the Meeting Activity: Low, Medium, or High |
Status | Indicates whether the meeting is Incomplete, Complete, or Canceled |
Meeting Notes | Additional information related to the meeting, including preparation notes, discussion points, or details from the conversation |
Completion Note | A summary of the outcome of the meeting. This field is only available when the Activity is marked Complete |
Campaign | Campaign associated with the meeting |
Appeal | Appeal associated with the meeting |
Fund | Fund associated with the meeting |
Plan an Upcoming Meeting
Meeting Activities can be created before the meeting takes place so your team can keep track of upcoming donor or stakeholder conversations.
When creating a future Meeting Activity:
Select the contact associated with the meeting.
Confirm the team member responsible for the meeting.
Enter a clear Subject describing the purpose of the meeting.
Set the Meeting Date.
Select the appropriate Priority.
Set the status to Incomplete.
Add any preparation notes, talking points, or background information.
Add the Activity to the ActionBoard when applicable.
Click Create and Save.
Once the meeting has taken place, reopen the Activity and update the status to Complete. You can then add a Completion Note and update the Meeting Notes with important details or next steps.
Record a Completed Meeting
If you are documenting a meeting that has already occurred, create the Meeting Activity and set the Status to Complete.
Use the Completion Note to summarize the result of the meeting, while the Meeting Notes field can hold more detailed information about the conversation. This helps preserve context for future follow-up and gives other team members a record of what was discussed.
For example, you might record that a donor expressed interest in a specific program, agreed to review a sponsorship proposal, or requested a follow-up meeting at a later date.
Use Meeting Notes for Preparation and Follow-Up
The Meeting Notes field can be useful both before and after the meeting. Before the meeting, it can hold background information, questions, discussion topics, or other details the assigned team member should review.
After the meeting, those notes can be updated with important takeaways, donor interests, commitments, concerns, or follow-up items. Keeping this information with the Activity gives your team a more complete history of the relationship and helps future conversations build on what has already been discussed.
After a Meeting Activity has been created, it becomes part of the contact's Activity history. You can reopen it later to update the assigned team member, priority, status, notes, Campaign, Appeal, or other available information.
When an upcoming meeting has taken place, update its status to Complete and add any final notes you want to retain. If the meeting will no longer occur, you can mark the Activity as Canceled instead of deleting it so the original plan remains part of the Activity history.