In this article you’ll be guided through the process of managing Opportunities including moving the Opportunity along Opportunity Stages in the pipeline. We’ll also guide you through closing out any Opportunities when a Donation is received or when the Opportunity is no longer pursued.
Before taking a look at this article, you should be familiar with:
- Introduction to the Opportunities Interface
- Introduction to Opportunities and Opportunity Stages
- Creating Opportunities
In this article, we’ll cover:
- Managing Opportunities
- Bulk Updating Opportunities
- Closing Opportunities
- Reporting and Segmentation on Opportunities
VIDEO: Jump ahead to our Spektrix Training: On-Demand video - Opportunities Management for a guided walkthrough of this process.
Managing Opportunities
After you’ve created your Opportunities, you’ll want to manage your Opportunities. In this section, we’ll guide you through:
- Viewing Opportunities
- Moving the Opportunity across Opportunity Stages
- Editing and making changes to the Opportunity
- Deleting Opportunities
You can also edit Opportunities for multiple Customers in bulk. Opportunities edited in Bulk will share the same details.
Viewing Opportunities
To look at your organization’s Opportunities, you can view them in the Opportunities Dashboard. Read the Opportunities Dashboard for more information.
You can also view a Customer’s active Opportunities in the People Dashboard.
Open the Customer Record and click on the Opportunities tab. Here you can view all of a Customer’s open and closed Opportunities.
Moving the Opportunity across Opportunity Stages
Once Opportunities are identified and assigned, you can track movement towards a Donation using Opportunity Stages. These are structured stages that all your Opportunities will move through.
Here are the following ways you can update an Opportunity’s Stage.
- Visual Pipeline in the Opportunities Dashboard
You can update an Opportunity’s Stage directly in the Opportunities Dashboard by clicking and dragging the Opportunity to the Stage you’d like to move it to on the Opportunity Stage visual:
- Editing the Opportunity
You can update an Opportunity Stage by clicking into the Opportunity or by clicking the pencil icon in the lower right corner of the Opportunity. You’ll see the Edit Opportunity screenwhere you can select a new stage:
Editing and making changes to the Opportunity
In addition to changing the Opportunity Stages, you can also make other changes to an Opportunity.
To edit the Opportunity, click into the Opportunity or on the pencil icon in the lower right corner of the Opportunity. You’ll see the Edit Opportunity screen:
Click Save to update the changes or click Cancel to reset any changes back to the original Opportunity.
Deleting Opportunities
You can delete an Opportunity from a Customer Record by clicking the red x circle button on the right side of the Opportunity.
WARNING: Deleting an Opportunity is permanent. Consider closing an Opportunity in order to keep any information, such as context as to why the Opportunity was not moved forward.
Bulk Updating Opportunities
If you have several Opportunities you’d like to edit with identical changes, you can update them in bulk using the Update multiple opportunities option. As with creating Opportunities in bulk, you can make manual changes to each individual Opportunity later, if needed.
In the Opportunities Dashboard, click on the Update multiple opportunities button on the right above the Opportunities list:
Select the Opportunities to edit from the left by highlighting the Customer’s Name and click the > (right arrow) button.
TIP: You can exclude Opportunities by selecting from the dropdown on the right Exclude the following opportunities and moving the Opportunities to exclude from the left to the right.
TIP: The Opportunities you’ll see on the pop-up screen will only include the Opportunities available on the screen that you’re viewing in the Opportunities Dashboard. For example, if you bulk update after filtering all Opportunities to the Research stage, the Opportunities available to update will only be those in the Research stage.
Once you’ve selected the Opportunities you want to update, click the Next button to see the fields which are available to update:
Check one or more of these fields and enter or select the information you would like to update. Click the Finish button to make and save the updates. Click Back to reselect the Opportunities or click Cancel to cancel any changes.
REMINDER: These details will be applied to all of the Opportunities you’ve selected. After you’ve updated them, you can always edit them individually.
Closing Opportunities
Once you’re ready to close an Opportunity, edit the Opportunity and check the Closed box.
Opportunities can be closed at any Opportunity Stage. When it’s decided not to continue moving an Opportunity forward, we recommend closing the Opportunity at its current stage. This will help you understand the different stages’ rates of success.
At the time of closing an Opportunity, you can add in a pop up note to add further context including why that Opportunity may or may not have been successful and notes for future Opportunities.
After closing a successful Opportunity, you can choose to create a new Opportunity or bulk create new Opportunities for a future initiative.
Reporting and Segmenting on Opportunities
You can also Segment and Report on Opportunities.
Segmentation
You can segment on Customers with open and closed Opportunities to create Auto Tags and Customer Lists, power Customer Groups, run crossover analysis, power Offers and other benefits, bulk send invitations, create dynamic content and send integrated mailings.
The following metrics are available within the Opportunities wrapper in an Opportunities Segment:
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Metric Description Asked Amount An Asked Amount that falls within a selected range, select “is” from the dropdown.
An Amount that falls outside the selected range, select “is not”.
Add a starting value of 0 for an open range of all Opportunities with an Asked Amount.
Campaign From the selected Campaigns, Sub-campaigns and Sub-sub-campaigns. Highlight the Campaigns, Sub-campaigns and Sub-sub-campaigns by clicking its name and moving it over with the > (right arrow button).
Exclude Campaigns, Sub-campaigns and Sub-sub-campaigns by moving them right and selecting do not include the following campaigns from the dropdown on the right.
Closed Closed Opportunities (check the box). Current Stage To include an Opportunity at a specific Stage(s), select “include” from the dropdown and check the box next to the Opportunity Stages).
To exclude an Opportunity at a specific Stage(s), select “does not include” from the dropdown and check the box next to the Opportunity Stages).
Customer Data held against a Customer’s Record. Expected Close Date An expected close date within the selected range. Factored Amount A Factored Amount (Target Amount times the Likelihood of Success) that falls within, select “is” from the dropdown)
A Factored Amount that falls outside of the range, select “is not” from the dropdown.
Likelihood of Success An added Likelihood of Success at any percentage. Owner To include the selected owner, choose “include” from the dropdown and check the box next to the Users).
To exclude owners, select “does not include” from the dropdown and check the box next to the Users.
Pledged Amount Pledged Amounts that fall within the range, select “is” from the dropdown.
Pledged Amounts that fall outside the range, select “is not” from the dropdown.
Received Amount Total Received Amount that falls within the range, select “is” from the dropdown.
Total Received Amount falls outside the range, select “is not” from the dropdown.
This is confirmed income from Orders linked to the Opportunity.
Reserved Amount Total Reserved Amount that falls within the range, select “is” from the dropdown.
Total Reserved Amount that falls outside of the range, select “is not” from the dropdown.
This is reserved Tickets from Orders linked to the Opportunity.
Target Amount A Target Amount that falls within the range. select “is” from the dropdown.
A Target Amount falls outside of the range, select “is not” from the dropdown.
Add a start of 0 for an open range of all Opportunities with a Target Amount.
The Segment Builder Wizard can further filter Opportunities with Opportunity statistics:
- Number of matching Opportunities per Customer
- Sum of target amounts of matched Opportunities
- Sum of ask amounts of matched Opportunities
Standard Reports
You can use the following Standard Reports to report on Opportunities:
- Opportunity Funnel: A summary of your Opportunities displayed as funnel charts.
- Opportunity Pipeline by Month: A pipeline of your Opportunities by when you have anticipated they will close.
- Activities Report (detailed): Activities grouped by due date (month) and complete/incomplete status. Includes information on Opportunities, Campaigns, Campaign stages and Opportunity values.
- Campaign Detail Report: Details of your Campaigns. Includes Donor name, amounts, and transaction dates.
- Campaign Summary Report: A summary of your Campaigns.
Custom Reports
You can also build Custom Reports using the Opportunity or Opportunity Stages Report Type.
TIP: Reports with an Opportunity or Opportunity Stages Report Type will also appear in the Reporting Dashboard of the Opportunities Interface.
- Opportunity: Opportunity Reports show a row for each Opportunity.
- Opportunity Stages: Opportunity Stage Reports show a row for each stage change of an Opportunity. For example, an Opportunity may appear three times if it has moved through three stages.
Criteria Sets
Opportunity Reports are filtered by Opportunities using the following metrics:
-
Metric Description Asked Amount An Asked Amount that falls within a selected range, select “is” from the dropdown.
An Amount that falls outside the selected range, select “is not”.
Add a starting value of 0 for an open range of all Opportunities with an Asked Amount.
Campaign From the selected Campaigns, Sub-campaigns and Sub-sub-campaigns. Highlight the Campaigns, Sub-campaigns and Sub-sub-campaigns by clicking its name and moving it over with the > (right arrow button).
Exclude Campaigns, Sub-campaigns and Sub-sub-campaigns by moving them right and selecting do not include the following campaigns from the dropdown on the right.
Closed Closed Opportunities (check the box). Current Stage To include an Opportunity at a specific Stage(s), select “include” from the dropdown and check the box next to the Opportunity Stages).
To exclude an Opportunity at a specific Stage(s), select “does not include” from the dropdown and check the box next to the Opportunity Stages).
Customer Data held against a Customer’s Record. Expected Close Date An expected close date within the selected range. Factored Amount A Factored Amount (Target Amount times the Likelihood of Success) that falls within, select “is” from the dropdown)
A Factored Amount that falls outside of the range, select “is not” from the dropdown.
Likelihood of Success An added Likelihood of Success at any percentage. Owner To include the selected owner, choose “include” from the dropdown and check the box next to the Users).
To exclude owners, select “does not include” from the dropdown and check the box next to the Users.
Pledged Amount Pledged Amounts that fall within the range, select “is” from the dropdown.
Pledged Amounts that fall outside the range, select “is not” from the dropdown.
Received Amount Total Received Amount that falls within the range, select “is” from the dropdown.
Total Received Amount falls outside the range, select “is not” from the dropdown.
This is confirmed income from Orders linked to the Opportunity.
Reserved Amount Total Reserved Amount that falls within the range, select “is” from the dropdown.
Total Reserved Amount that falls outside of the range, select “is not” from the dropdown.
This is reserved Tickets from Orders linked to the Opportunity.
Target Amount A Target Amount that falls within the range. select “is” from the dropdown.
A Target Amount falls outside of the range, select “is not” from the dropdown.
Add a start of 0 for an open range of all Opportunities with a Target Amount.
Opportunity Stages Reports can filter by Opportunity Stages with the metrics found above as well as the following:
-
Metric Description Stage Opportunities that are currently at or have passed a specific Opportunity Stage(s), select “include” from the dropdown and check the box next to the Opportunity Stages.
To exclude Opportunities that are currently at or have passed a specific Opportunity Stage(s), select “does not include” from the dropdown and check the box next to the Opportunity Stages.
Stage Change Date Opportunities that have changed their Stages within the date range selected.
Output
You can use the Opportunities Reports to output various information including details about:
- Campaigns: Information about the Campaign linked to the Opportunity including Campaign Target Amount and End Date
- Customers: Information about the Customer linked to the Opportunity including Fundraising Notes
- Opportunities: Information about the Opportunity including Opportunity Notes
Opportunity Stages Reports can output various information including details about:
- Customers: Information about the Customer linked to the Opportunity
- Opportunities: Information about the Opportunity including Campaign information and Opportunity Notes
- Opportunity Stages: Information about the Opportunity’s stage changes including the stage change date
On-Demand Training Video - Opportunities Management
In this section of our Spektrix Training: On-Demand video on Fundraising and Opportunities, we cover Opportunities Management.
This chapter is a guided walkthrough of:
- Setting up an Opportunity
- Opportunity Stages
- Managing Opportunities
VIDEO TIP: With our Spektrix Training: On Demand videos- you can stop, restart or move to specific chapters. Click the CC option to turn on captions. Click in the Settings menu cog icon to control speed, captions and quality.
Further Reading
You now have the information to create and manage Opportunities. Take a look at the articles in the Donor Pipeline and Stewardship section for more information on Opportunities.