Field Name

Description

A List

The A List can be used by your organization to organize your contacts into useful categories for mailings.

Activity, Programs and Events Attended

Lists activities, programs and events that the person attended. This field is controlled by an authority file.

Address Change Date

This field is automatically populated when a portion of the address is changed.

Address Notes

Use this memo field to record any additional notes about the contact's address.

Address1

Individual's, membership's, or institution's mailing address.

Address2

An additional line for recording an individual's, membership's, or institution's mailing address.

Affiliations

Use this field to enter any associates or group affiliations for the contact.

B List

The B List can be used by your organization to organize your contacts into useful categories for mailings.

Birthday

Enter the contact's birth date.

Campaign Activity

Use this field to designate the campaign activity that resulted in this contact becoming a member. This field is controlled by a drop-down list.

Children & Other Relationships

List the names of the contact's children or other important relationships in his or her life.

City

City portion of the address.

Company

Company, corporation, or organization name. This field can be left blank for individuals or memberships whose mailing address does not include a company.

Country

Country portion of the address. This field is controlled by an authority file.

Current Solicitor

Record the name of the person who is currently assigned to be responsible for soliciting donations from a contact. This field is controlled by an authority file.

Date Joined

The date that this membership was established.

Dear Casual

The Dear Casual field is used to indicate the name you wish to appear in a letter after the word "Dear" in casual letters. For example, you may enter "Smitty" in this field and whenever a letter is generated for this individual the greeting will read "Dear Smitty."

Dear Formal

The Dear Formal field is used to indicate the name you wish to appear in a letter after the word "Dear" in formal letters. For example, you may enter "Mr. Smith" in this field and whenever a letter is generated for this individual the greeting will read "Dear Mr. Smith."

Deceased

A check in this box indicates the person is deceased.

Deceased When

Record the death date, if known.

Description of Planned Giving Program

Use this field to briefly describe any planned giving for this contact. Planned giving usually requires legal documents which should be managed by the organization directors. Planned giving or charitable gift planning refers to the process of making a charitable gift of estate assets to a nonprofit organization. Planned gifts are usually deferred, meaning they are arranged now and fulfilled later. For example, a person could include a provision in his or her will to make a bequest to a charitable organization. That arrangement would be a "planned" gift. Some types of planned giving are charitable trust, charitable lead trust, charitable gift annuity, or charitable remainder trust.

Docent

A docent is a lecturer or tour guide in a museum. Check this box if this contact is a docent.

Dues Amount

Enter the current dues amount for this contact.

Dues Change Date

Automatically records the date that a dues payment was received when it is more or less than the prior dues payment amount.

Education

This is an unlimited notes field in which you may record information about the educational background of a contact.

Email Newsletter

Check this box if the contact should receive your newsletter by email.

Emergency Contact

Enter the name and contact information of the person the contact would like to have notified in case of emergency.

Employee

Check the box if the contact is an employee.

Employer, Occupation

Enter the name of the contact's employer or list occupations held by the contact in the past.

Entered

The date and time the record was added is automatically entered in this field.

Entered by

The name of the person who added the record is automatically entered.

First Name

First name of the contact.

Flag Date

Date that the record was flagged.

Flag Details

Detailed notes for flagging a record.

Flag Reason

Reason a record was flagged. This field is controlled by an authority file.

Follow-Up Date

Follow-up date for scheduling future appointments or phone calls to a contact.

Follow-Up Type

Use the Follow-Up Type field to specify what type of follow-up should be performed, e.g., call, email, fax, letter, meeting, visit, or other. This field is controlled by an authority file.

Gender

Indicate the gender of the contact. This field is controlled by an authority file.

Group

Each contact may be assigned to a group that you define. This field is controlled by an authority file.

Hours and Availability Details

Enter information about the number of hours and availability for volunteer hours for the contact.

ID No

Each contact must be assigned a unique ID No. When adding a new contact, PastPerfect will invite you to assign the next number in the sequence. You may use the suggested number or assign any other unique number to the contact

Inactive Membership

Check this box if the contact's membership is inactive. This will remove them from any upcoming dues payments.

Included in another Membership

This field will populate automatically to indicate if this contact shares another contact's membership.

Income Level

Enter the approximate income level for the contact. This field is controlled by an authority file.

Interests

List the contact's hobbies, interests, or preferred activities in the Interests field.

Joined as Result of This Campaign

Use this field to designate the campaign that resulted in this contact becoming a member. This field is controlled by a drop-down list.

Largest Donation Amount

This field automatically stores the largest donation made by the contact.

Largest Donation Date

This field automatically stores the date that the largest donation was received.

Largest Dues Amount

This field automatically stores the largest membership dues payment made by the contact.

Last Donation Amount

This field automatically stores the amount of the last donation entered for this contact.

Last Donation Date

This field automatically stores the date of the last donation made.

Last Dues Amount

This field automatically stores the amount of the last dues payment entered for this contact.

Last Mailed or Contacted

Enter the date this contact was last mailed or contacted.

Last modified

The last date and time the record was changed is automatically entered in this field.

Last modified by

The name of the last person to edit the record is automatically entered in this field.

Last Name

Last name of the contact.

Last Paid Date

This field is automatically filled with the date of the last dues payment for a membership. You may enter this date manually if required.

Maiden Name

Enter the contact's maiden name in this field, if it exists.

Marital Status

Select a marital status for the contact. This field is controlled by an authority file.

Membership Name

Name of the membership. This can be a contact's name, a family name, a company name, corporation, or organization.

Membership No

The Membership No is the unique identifying number that PastPerfect uses to link the membership to dues.

Membership SubType

In addition to Membership Types, your organization may also have Membership Subtypes. Record the membership subtype in this field if it exists. This field is controlled by a drop-down list.

Membership Type

Record the type of membership for this contact. This field is controlled by the drop-down list.

Name & Title

Enter the name and title of the contact in the format you wish it to appear on letters and mailing labels. Generally, entries in the Name and Title field use first name, middle initial, last name, and title as their format. For example, "Dr. Paul T. Smith, Executive Director."

Nationality

Enter the nationality or country of origin of the contact.

Nick Names or Alias

Enter any other names by which the contact has been known, including nicknames, maiden name, married names, or aliases.

Notes

The Notes field may be used to record any additional information. There is no limit to the number of lines or the type of information recorded in this field.

Original Solicitor

Record the name of the person who was originally assigned to be responsible for soliciting donations from a contact. This field is controlled by an authority file.

Other No

Other No may be used to record any number which may have been given to a contact other than the number assigned by your museum. This is useful for Contacts databases that have been converted to PastPerfect from other computer systems.

Other Email Address

Use this field to record a third email address for this contact.

Other Phone Number 1

Use this field to record the contact's first other phone number.

Other 1 Phone Type

Use this field to indicate the phone number type (Home, Mobile, Work, Fax, or Other) for the Other 1 phone.

Other Phone Number 2

Use this field to record the contact's second other phone number.

Other 2 Phone Type

Use this field to indicate the phone number type (Home, Mobile, Work, Fax, or Other) for the Other 2 phone.

Paid Thru Date

This field displays the date that the membership expires. When membership dues payments are received, this date is automatically recalculated to be the current paid thru date plus the interval.

Payment Interval

Interval for dues payments may be annual, biannual, semiannual, quarter, month, week, or other. This field is controlled by the drop-down list.

Places and Dates of Birth and Death

Use this unlimited notes field to record the dates of birth and death as well as information about where a contact was born and died. For example, b. 05/15/1938 Pittsburgh, PA d. 03/24/1989 Exton, PA.

Places or Areas of Residence

List places associated with the contact and/or places where the contact has lived.

Potential Pledge Amount

Use this field to estimate the total potential pledges for this contact.

Primary Email Address

Use this field to record the contact's primary email address.

Primary Phone Number

Use this field to record the contact's primary phone number.

Primary Phone Type

Use this field to indicate the phone number type (Home, Mobile, Work, Fax, or Other) for the Primary phone.

Prospect Rating

Use this field to indicate whether the contact is a good prospect for making gifts and donations to your institution. This field is controlled by an authority file.

Publications

List any publications by or about the contact or publications in which images or information about the contact are published. For example, Webster's Biographical Dictionary. 1976. p.1148.

Renewal Letter Sent

Record the date the last Membership Renewal Letter was sent.

Secondary Address Address 1

Individual's, membership's, or institution's secondary address.

Secondary Address Address 2

An additional line for recording an individual's, membership's, or institution's secondary address.

Secondary Address City

City portion of the secondary address.

Secondary Address Country

Country portion of the secondary address. This field is controlled by an authority file.

Secondary Address From

This field is used to indicate the starting date to use the secondary address, in MM/DD format.

Secondary Address State

Enter the two character sate code for the secondary address.

Secondary Address Until

This field is used to indicate the ending date to use the secondary address, in MM/DD format.

Secondary Address Zip

Enter the ZIP Code or Postal Code for the secondary address.

Secondary Email Address

Use this field to record a secondary email address for this contact.

Secondary Phone Number

Use this field to record the contact's secondary phone number.

Secondary Phone Type

Use this field to indicate the phone number type (Home, Mobile, Work, Fax, or Other) for the Secondary phone.

Skills & Work Preferences

Enter information about any special skills, talents, education, or expertise that the contact brings to his/her volunteer work. This field is controlled by an authority file.

Spouse

Use the Spouse field to record the name of the husband or wife of the contact. This field is controlled by the drop-down list.

State

Enter the two character state code.

Stop Mail

Place a check mark in the "Stop Mail" box and no mailing label will be printed for this contact.

Student

Put a check mark next to the word "Student" if the contact is a student.

Title

Title is a formal appellation attached to the name of a person by virtue of office, rank, hereditary privilege, noble birth, education, or attainment, or used as a mark of respect. Common titles include, Mr., Mrs., Ms., Dr., Curator, Director, President, Reverend, etc.

Titles & Honors

Enter any titles or honors bestowed upon the contact. Title is a formal appellation attached to the name of a person by virtue of office, rank, hereditary privilege, noble birth, education, or attainment, or used as a mark of respect. List the title or honor and the group, institution or entity that bestowed the title or honor.

Total Donations

The total amount of donations given, automatically calculated by the program.

Total Dues Paid

The total amount of dues paid, automatically calculated by the program.

Total In-Kind Gifts Value

The total value of in-kind gifts given, automatically calculated by the program.

Volunteer

A volunteer is a person who performs services for your museum or institution without pay. Check this box if the contact is a volunteer.

Volunteer Available Friday

Put a check mark in the box next to the word "Friday" if the volunteer is available to work on Friday.

Volunteer Available Monday

Put a check mark in the box next to the word "Monday" if the volunteer is available to work on Monday.

Volunteer Available Saturday

Put a check mark in the box next to the word "Saturday" if the volunteer is available to work on Saturday.

Volunteer Available Sunday

Put a check mark in the box next to the word "Sunday" if the volunteer is available to work on Sunday.

Volunteer Available Thursday

Put a check mark in the box next to the word "Thursday" if the volunteer is available to work on Thursday.

Volunteer Available Tuesday

Put a check mark in the box next to the word "Tuesday" if the volunteer is available to work on Tuesday.

Volunteer Available Wednesday

Put a check mark in the box next to the word "Wednesday" if the volunteer is available to work on Wednesday.

Volunteer Available from

Enter the beginning date that the volunteer is available.

Volunteer Available until

Enter the ending date of availability for volunteer hours for the contact.

Volunteer Status

Enter the status of the volunteer. Choices are Active, In Training, Inactive, and Pending. This field is controlled by an authority file.

Website

Use this field to record the contact's website address.

Zip

Enter the ZIP Code or Postal Code.