Donor management ties donation records to your accession inventory and public page. It is available on every plan, free and paid alike; plans differ only in how many people they seat.
The Donor Database
Each donor record contains:
- Contact information — name, address, email, phone
- Giving history — all contributions over time
- Linked objects — inventory items donated by this donor (pulled from accession records)
- Recognition preferences — how they prefer to be acknowledged (name, anonymous, in memoriam)
- Notes — any relevant background or relationship history
Adding a Donor
- Go to Organization → Donors → New Donor
- Enter contact information
- Set the Recognition Name — this is what appears on public acknowledgments (may differ from the legal name)
- Set the Recognition Preference: Named, Anonymous, In Memoriam [Name]
Recording a Contribution
Contributions can be:
- Object donation — a physical item entering the collection (linked to an accession record)
- Monetary gift — cash or check contribution
- Service — volunteer labor, professional services
- In-Kind — materials, supplies, equipment
- Go to Organization → Donors → [Donor Name] → Add Contribution
- Select the contribution type
- For object donations: link to the accession record
- Enter the value, date, and any conditions attached to the gift
- Save
Generating Acknowledgment Letters
RailScanPro generates IRS-compliant gift acknowledgment letters for tax-deductible donations:
- Go to Organization → Donors → [Donor Name] → Generate Acknowledgment
- Select the contribution date range
- Choose a letter template (standard, formal, informal)
- Download as PDF or send directly by email
IRS requirement note: No goods or services were provided to the donor in exchange for the contribution, or if goods/services were provided, the letter must state the estimated fair market value. You can configure this language in Organization → Settings → Letter Templates.
Public Recognition
On your museum or club's public page, a Wall of Thanks section can display donor names:
- Go to Settings → Public Page → Wall of Thanks
- Toggle it On
- Set the minimum contribution level for inclusion (e.g., donations over $100)
- Donors with "Anonymous" preference are excluded automatically
The Wall of Thanks updates automatically when new qualifying contributions are recorded.
Giving Level Tiers
Define recognition tiers by giving level:
| Tier | Minimum | Label |
|---|---|---|
| Benefactor | $10,000 | Restoration Sponsor |
| Patron | $1,000 | Preservation Patron |
| Friend | $250 | Collection Friend |
| Supporter | $50 | Layout Supporter |
Configure tiers under Organization → Settings → Recognition Tiers. Tier labels appear next to donor names on the Wall of Thanks.
Next Steps
- Museum Accession Workflows — link donations to accession records
- Creating Public Galleries — display the Wall of Thanks on your public page
- Member Management — manage volunteer contributors