How to check a donor's plaque wording for accuracy and either approve it for production or send a corrected version back for the donor to approve.
Your job in one line: make sure every plaque reads exactly the way it should before it goes to the printer — the right donor, the right recognition level, and clean, correct wording. When something needs fixing, you can propose the change and let the donor approve it — their original submission is always kept.
The workflow
Open the admin page and sign in with your email and password. If you can see the list of submissions, you're an admin and you're all set. If the page won't let you in, your account may not have admin access yet — ask the campaign team to add you.
The row of cards is your summary of everything at a glance. Click any card to filter the list to just those submissions; click it again to clear the filter. Use Search to find a specific person by name or email.
New submissions you haven't approved yet. Start here.
You sent an edit; you're waiting on the donor to approve it.
Done and released to the printer.
Couldn't be matched to your donor list — needs attention.
Submitted at a different level than the donor list shows.
Click any row to open its detail panel. At the top you'll see the plaque exactly as the donor wrote it — their name and any tribute lines (a Hebrew phrase is shown with its English meaning). If the donor offered to increase their pledge, a note appears here too.
Blank lines are allowed — donors don't have to fill every line. A short plaque with just a name is a valid submission.
Work down the panel and confirm three things:
If everything is correct, approve it. If the wording needs a fix, propose the change and let the donor sign off — you never edit their words silently.
Set Status to Approved.
You can also View PDF or Download PDF yourself at any time. (Older submissions may show Regenerate PDF — click it once to create the file.)
Click Propose an edit, change the name and tribute lines, then pick one of two ways to save. The original submission is preserved either way.
If you haven't set up automatic donor emails yet, saving an edit gives you a copyable review link to send the donor yourself. The loop works exactly the same either way.
Inviting donors & tracking replies
On the Major Donors tab, the donor roster shows everyone who qualifies for a plaque and tracks who has been invited, who has replied, and who still needs a nudge.
The cards across the top summarize the whole roster: Expected donors, Contacted, Not contacted, Have submitted, and Approved. Click a card to filter the list to just those donors; click it again to clear.
Click ⇪ Import Constant Contact and upload your Constant Contact list (any file with an Email column). Every donor whose email matches is marked ✉ invited · CC, so your records line up without opening each record.
For a donor who hasn't responded (or whose Constant Contact email may have landed in spam), click Send invite on their row. A window opens with the full email — review and edit anything (the greeting, add a personal line, and so on), then send. Space sponsors automatically get their personalization link; other donors get the designer link. Sending marks them ✉ invited · sent.
Send these one by one, not in bulk — it keeps each email personal and avoids spam filters.
Each row has a Status dropdown — set it to Not yet, Submitted, or Approved right from the roster, or inside the record with Edit. (Status updates on its own as donors submit; this lets you adjust it by hand when needed.)
Space-naming sponsors ($100K+)
Donors at the $100K level and above who name a space get a special plaque layout. You set it up; the donor can personalize their name and tribute lines, but not the space name.
Upstanders Gallery
Sponsored by
Susie and Tim Ernst
On the Donors tab, Edit the donor, tick Space-naming sponsor, and enter the area / space name (e.g. “Upstanders Gallery”). Save. Their roster row now shows a ★ space tag and a Space plaque button.
Click Space plaque on their row. The layout is pre-filled — space name, “Sponsored by” (italic), the donor’s name, and optional tribute lines — with a live preview on the glass. The space name is yours to set; the donor can’t change it. The donor name shows exactly as typed — capitalize as you like, and press Enter for a line break.
They open the link, see their plaque on the glass, and edit only their name and tribute lines — the space name stays fixed. When they submit, it appears in Submissions.
Space plaques carry a ★ space tag in the list and the drawer. Set Status → Approved to send it to production — exactly like any other plaque.
Example gallery — give new donors ideas
There's a public examples page (gallery.html) that shows a hand-picked selection of finished plaques, grouped by recognition level, so prospective donors can see the kind of wording others chose. You decide which plaques appear — nothing shows until you flag it, and only the plaque's level and wording are ever shown (never anyone's contact info).
Open any submission and click ⭐ Use as a public example. A live preview on the glass shows exactly how it will look on the page, so you can judge it first. Click it again to remove it.
The gallery always shows the finalized wording — if a plaque was corrected and the donor approved it, the approved version is what appears.
The ★ Examples card at the top filters the list to just your flagged plaques, and each flagged row carries a ★ mark. A handful per level makes the best-looking page.
On the Production tab:
Quick reference — what the labels mean
A new submission, waiting for your review.
You've proposed a revision (or otherwise changed it). Often paired with "awaiting donor approval."
Finalized and released to the printer. This is the last step.
A revision was sent; the donor hasn't responded yet. Shows in the submissions list beside Edited.
The donor approved your revision — shown right in the list beside Edited, so you can spot the ones ready to finalize without opening them. Set the status to Approved to release it.
A correction you saved without donor approval (a typo or capitalization fix). It's the version that goes to production once you set the status to Approved.
The donor asked for more changes (their note is inside the submission). Propose an edit again and resend.
Common situations
Use Match manually in the panel to search and link the right person. On the Donors tab you can Edit a donor to add a missing email (which improves auto-matching) or + Add donor if they're not on the list yet — then click Re-match to donor list to link past submissions.
The donor filled out a form for a different level than they're recorded at. Confirm the correct level with the donor or your records before approving — the wording editor changes copy only, not the tier/size.
The check can't run because the donor list has no Level column. Re-import the donor list with a Level column and this check turns on automatically.
Some early submissions were saved before PDFs were generated. Open the submission and click Regenerate PDF once to build it.
Open the submission — the donor's note appears in the revision area. Click Propose an edit again, make the change, and resend for approval.
Delete this submission is permanent and removes the PDF too. Use it only for true duplicates or test entries — when in doubt, leave it and ask the team.