4 schools on one system- need help organizing constituents

Laura Marcinkowski · April 18

We currently have 4 schools utilizing the same RENXT system, because we are one organization. Is there a way to separate/clean up/organize constituents so each school can appropriately find their constituents or have them in one place to make it easier to pull reports? Is constituent code the best way? Any help is preferred!

Alex Wong · April 18

@Laura Marcinkowski
depends a little on if there should be “guard rail" on the constituents.

4 schools, potentially have the same constituent in 2 schools, so is the process to have 2 constituent records one for each school or 1 constituent record that represent the single constituent entity but has info on the constituent that signify the constituent involvement with each school?

Are there “blocks” that should be in place where 1 school does not see constituent info from another school?

Laura Neidhold · April 18

@Laura Marcinkowski
Hi Laura - my organization has a similar situation, where we have three small hospitals who all use the same ReNXT. We organize folks with constituent codes. We have about 10 codes per hospital to capture the different types of relationships (employee, corporation, etc), and each code is duplicated 3 times with each of the hospitals acronyms. For example AB - Employee, CD - Employee, XY - Employee. The strongest relationship is the first or top constituent code.

When I query on things for a specific hospital, I use the “one of” criteria so that folks who have relationships with multiple of the hospitals (there's very few of these) are still included.

Laura Marcinkowski · April 18

@Alex Wong 1 constituent record with info that signifies involvement with each school. A good portion of our constituents are donors to at least 2 schools (elementary and HS, for example). How would you place a block? We were told that this wasn't possible. I'd love to hear more on that!

Alex Wong · April 19

@Laura Marcinkowski
“block” is generally handled with constituent code. you can make it such that some staff that is placed in “security group” does not have read/write/delete permission on the constituent level.

if your schools does share, then just have to config the constituent code for each school and security group that allows the permission for each school.

Christine Robertson · April 21

@Laura Marcinkowski In a past role, I worked for a school system with four campuses. Many of our families were connected to two or more campuses (as alum or because not all of the campuses had grades 9-12). I relied very heavily on queries around the Education Relationships to get what I needed, but there were always somewhat complex situations to sort out. Happy to chat further if I can help!

JoAnn Strommen · April 22

@Laura Marcinkowski Late to the discussion but agree with suggestion for constituent codes. Previous position worked for YMCA. We had main facility and two branches. I implemented codes for each of the Branches X and Y for their donors, prospects, etc. If a company supported more than one of us they would have multiple codes. It worked for us. I liked that it was upfront and we didn't have to dig into attribute fields or notes.

4 schools on one system- need help organizing constituents

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