The donor database
Browse, search, filter and export your organisation's donor list, and understand which contact details your role can see.
The donor database is your organisation's single list of everyone who has given. Each row brings together a donor's name, lifetime giving, number of gifts, when they last gave, and any recurring commitments, so you can find a supporter quickly, build a shortlist for a campaign, or pull a spreadsheet for your records. This article covers browsing, searching, filtering and exporting the list. To open a single donor and see their full history, see Donor profiles.
Who can do this. You need a role that grants donor read — typically the Donor Manager, Donor Editor or Donor Viewer. A Finance Manager and the CEO can also open the list. Seeing donors' email and phone needs the higher donor PII permission (the Donor Manager and Donor Editor); a Finance Manager or CEO sees the list but the contact columns read Hidden. Exporting to CSV needs the export permission, held by the Donor Manager. If you can't see donors at all, your role doesn't include it; see Members & roles.
Where to find it. Donors in the main menu (the list is the first thing you see).
Browsing the list
The table shows one row per donor. From left to right you'll see their Name (with an Anonymous or Portal badge where it applies, plus any tags), Email, Phone, Lifetime given, the number of Gifts, the Last gift date, how many active Recurring commitments they have, and the date they Joined.
Amounts are shown in Omani Rial to three decimal places — for example, 200.000 — and "Lifetime given" counts only confirmed donations, so a pledge that hasn't been received yet won't inflate the figure.
The list shows 50 donors at a time. When there are more, page controls appear at the bottom; use the arrows to move between pages.
Selecting a row opens that donor's profile, where you'll find their full giving history and contact preferences. See Donor profiles.
Searching
Type into the search box
The box at the top of the list is labelled Search name, email, or phone…. Start typing and the list narrows as you go — there's no Search button to press; results update a moment after you stop typing.
Understand what your role can search
The search always matches on name. Matching on email and phone is only available if your role can see those details (the donor PII permission). If your role hides contact details, searching by email or phone won't find anyone — search by name instead.
Searching by email or phone returns nothing for roles without contact-detail access — this is by design, not a fault. If you expected a match and got none, check whether your role can see the Email and Phone columns (if they read Hidden, that search won't work). Ask an administrator about the Donor Editor or Donor Manager role if you need it.
Filtering and sorting
Use the controls along the top of the list to narrow it down. They combine, so you can, for example, show only major donors who also have an active recurring commitment.
Has active recurring
Switch this on to show only donors who have at least one active recurring commitment. See Recurring donations for how those work.
Has portal account
Switch this on to show only donors who have signed up for a donor portal account on your website (these also carry a Portal badge in the list).
Filter by tag
If your organisation uses tags, a Filter by tag button appears. Open it and tick one or more tags to show only donors carrying them; a small number on the button shows how many tags you've selected. See Tags & segments.
Segment
The Segment selector groups donors by giving behaviour:
- All donors — no filter (the default).
- Major donors — donors whose lifetime giving meets your organisation's major-donor threshold.
- Lapsed — donors who have given before but not within your lapsed window.
- Zakat-only — donors whose every confirmed gift went to a Zakat-class cause.
The major-donor threshold and the lapsed window are set in Donor settings.
Sort
The Sort selector reorders the list by Lifetime given, Last gift, Name, or Joined date. It opens sorted by lifetime giving, largest first.
Exporting to CSV
When your role allows it, an Export CSV button sits at the end of the filter bar. The export respects whatever search, filters and sort you have applied, so the spreadsheet matches the list on screen.
Set up the list first
Apply any search, filters or sort you want. The export takes the current view, so narrow it down before you export rather than trimming the spreadsheet afterwards.
Select Export CSV
Select the Export CSV button. While it gathers the rows the button reads Exporting…; when it's done, your browser downloads a file named after your organisation.
Open the file
The file has one row per donor with the same columns as the list: Name, Email, Phone, Lifetime given, Gifts, Last gift, Recurring and Joined. Lifetime amounts are written in Rial (for example 200.000).
Contact details follow your permission, even in the export. If your role can't see email and phone, those two columns are written as Hidden in the CSV — the export never reveals details the screen wouldn't. Treat any exported file as sensitive: it lists real supporters and their giving, so store and share it carefully.
A very large list is exported up to a fixed limit (5,000 donors). If your organisation has more donors than that, narrow the list with filters and export in batches.
See also
Donor profiles
Open a single donor to see their full giving history and contact preferences.
Tags & segments
Organise donors with tags and define the major-donor and lapsed segments.
Donor settings
Set the thresholds that define major and lapsed donors.
Members & roles
Understand which role lets you see contact details and export the list.