Setting Up Campaigns & Campaign Stages

Billy Fluck
Billy Fluck
  • Updated

Campaigns in Spektrix encompass all of your strands of fundraising activity and allow you to set – and report on – clear targets. They are managed in the Opportunities Interface, and the structure you use will influence other elements of fundraising in Spektrix, such as Funds and Opportunities.

For more information on best practice around creating a Campaign structure and reporting on your Campaigns, we'd recommend you read our consultative article here before you start setting up your Campaigns.

In this article, we'll cover:

Creating and editing Campaigns, Sub-Campaigns and Sub-sub-Campaigns

Rather than just creating lots of separate Campaigns in Spektrix, you can nest a series of Campaigns in up to three layers (Campaigns, Sub-Campaigns and Sub-sub-Campaigns).

In this example, 2018-2019 is the main parent Campaign, with a Sub-Campaign of 2018/2019 Corporates and Sub-sub-Campaigns of 2018/19 Naming RightsCorporate Sponsors Scheme and Other Corporate Donors.

 

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Creating a Campaign

1. In the Opportunities Interface, head to Settings (the gear/cog icon on the left-hand menu) > Campaigns:

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2. Click on the New Campaign button at the bottom and you'll be presented with the following fields to complete:

  • Campaign Name: the name of your Campaign, Sub-Campaign, or Sub-sub-Campaign
  • Start Date: indicate the start of your reporting period for this Campaign
  • End date: indicate the end of your reporting period for this Campaign; not required, but can be helpful for tracking progress towards your targets
  • Campaign code: if you have an accounting code for your Campaign, enter that here
  • Target Amount: if you have a target, enter that here to track and report on this Campaign's progress; can be added or edited at a later date
  • Inactive: tick to deactivate the Campaign, so that it no longer appears in your list of Campaigns

NOTE: you will not be able to deactivate a Campaign if it's linked as the default Campaign for a Fund.

3. When you've completed these fields, click Save to create your Campaign

 

Creating Sub-Campaigns and Sub-sub-Campaigns

Creating a Sub-Campaign

1. Select the parent Campaign in the list so that it’s highlighted in dark green

2. Click on the New Campaign button:

 

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The Sub-Campaign will appear indented below the parent Campaign, and the parent Campaign will now have a clickable +/- button to the left of the name to expand and collapse the list of Sub-Campaigns and Sub-sub-Campaigns:

 

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3. Fill out the fields for your Sub-Campaign according to the same guidelines as your parent Campaign

 

Creating a Sub-sub-Campaign

1. Follow the same steps as above after having first selected the parent Sub-Campaign:

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NOTE: remember that this is the final layer of your Campaigns - they can’t go beyond three layers.

 

Editing an existing Campaign

1. Select the Campaign, Sub-Campaign, or Sub-sub-Campaign you’d like to edit from the list on the left

2. Hover over the Campaign info; you’ll see a blue border appear with a pencil icon. Click anywhere in this section to edit:

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3. Once you’ve made your edits, click Save

Any of the fields can be edited at any time, and the information will update anywhere else it appears in the system (e.g. if you change the Campaign name, that change will be reflected in all of the Opportunities linked to that Campaign).

 

Creating and editing Campaign Stages

Campaigns are broken down into several stages, providing a workflow for your Opportunities to move through as you cultivate your potential donors and funders. For best practice guidance on setting these up, head to the Campaign Stages section of our Campaigns best practice article.

 

Creating a new Campaign Stage

1. In the Opportunities Interface, go to Settings > Stages

2. Click the New Campaign Stage button:

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3. Give your Campaign Stage a name and set its default likelihood of success, then click Save

 

Editing a Campaign Stage

1. Select the Campaign Stage you’d like to edit from the list on the left

2. Hover over the Campaign Stage; you’ll see a blue border appear with a pencil icon. Click anywhere in this section to edit:

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3. Once you’ve made your edits, click Save

 

Changing the order of Campaign Stages

1. Use the yellow arrow buttons to re-order your Campaign Stages:

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NOTE: any changes you make will apply to your system as a whole, not just for you as an individual user.

 

Things to consider

You will not be able to deactivate a Campaign if it's linked as the default Campaign for a Fund. If you try to deactivate a Campaign that contains Opportunities, you'll see this message:

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You can always view inactive Campaigns by ticking the Display inactive Campaigns check box at the bottom of the Campaigns tab. Making a Campaign inactive will also make its Sub- and Sub-sub-Campaigns inactive.

You can delete a Campaign by clicking the Delete button. As with deactivating, you will not be able to delete a Campaign that contains Opportunities or which is the default Campaign against a Fund.

Further reading

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Now that you have your Campaigns set up, your team can start using your Campaign structure with your Funds and Opportunities to manage and track your prospects, and report on your progress towards your fundraising goals. There are a few standard Spektrix fundraising reports to get you started on that tracking, including the Campaign Detail Report and Campaign Summary Report.

Please don’t hesitate to get in touch with the Spektrix Support team if you’ve got questions about any of what’s been covered here, or would like to talk in more detail about anything fundraising-related.

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