Organizations and Employeess

Workplace Campaigns assign transactions to the organization object associated with the campaign (for private campaigns) or campaign URL (for open campaigns). The Workplace Campaign template can be customized to use data from the current organization - logo, text, etc. - and from the current employee (for private campaigns).

Employees

Employees are represented by an Employee Relationship record between contacts and organizations. EmployeeRelationship objects have the following fields:

  • employee ID - field for the organization’s ID for the employee (e.g. from their HR or login system)
  • type - optional employee category, selectable from the Employee Type list on your account
  • number of pay periods - number of payroll payments per year
  • work group - user group to which an employee belongs in the organization, used for segmenting access across Workplace Campaign Managers Like all relationships, they also include a start and end date, which can be empty to reflect current employees.

Employees can also include custom fields per organization, which are specified on the Customization tab of the Organization. See the section on Customization for more detail.

EmployeeRelationship fields, including custom fields, are included in all employee reports and dashboards for communicating with your workplace partner organizations.

Import Files

Employees are imported from within their Organization object. The ‘Import Employee Relationships’ task on the right-hand side will pop up the standard import dialog prompting you or your import file.

Two specific options appear on the import popup:

  • Create User Accounts - for organizations whose employees will be logging in, this checkbox creates User Accounts instead of merely contact objects
  • Expire Employees - will set the employee relationship end date to the current day for any employee records currently in the organization who are not in the file being imported.

Rows in the import file will be compared to the database, and will match and update existing records if one of the following fields matches:

  • Username for User Accounts
  • Contact Id - the DonorPoint internal alphanumeric database id
  • Integration Code - the external id previously imported or assigned Note that any existing employee records that do not have a past end date will be updated

A sample employee import file can be found here

Employee Email List

Every organization has a corresponding email list of current employees, named for the "(the organization) Employees" which can be used for invitations and reminders. The list of emails is dynamically generated at the time a mass email using the list is sent. All employees with no start date or a start date after the current date and with no end date or an end date after the current date will be included.

Additional Relationships and Roles

Contact records can have an aribitrary number of relationships with any number of organizations. Best practice is to assign the Workplace Manager a relationship with that name to the organization. A contact can have multiple employee relationship records as well, to denote multiple periods of employement in the organization. Multiple employee relationships should not overlap by date.

For contacts that are User Accounts, User Roles can grant permission to access the Workplace Campaign Dashboard and perform actions with in. Creation of these roles and permissions is done during your DonorPoint account configuration, and you can request changes via help@donorpoint.com

Workplace Manager Access Control via Work Groups

The Work Group field on employee relationships allows you to provide segmented access to employees by your Workgroup Managers. For example a Work Group could correspond to a site location for the organization, and only specific Workplace Managers would have access to employees in that location. Workplace Managers can be owners of multiple Work Groups, although employees can be a member of only one Work Group. Work Groups are implemented as DonorPoint User Groups - see Detailed Access Control for more details.