PeliPro user guide

PeliPro helps WWCC keep track of people, donations, grants, follow-ups, and financial records. Use this guide for everyday work. Bold text matches labels you will see in the app.

Start here

1. Open your organization's PeliPro link and select Sign in.
2. Follow any prompts to change a temporary password, verify your email, or set up an authenticator app.
3. If prompted, enter the current code from your authenticator app.
4. Start on Dashboard to review giving, follow-ups, acknowledgments, and grant activity.

Forgot your password? Select Forgot password? on the sign-in screen. If you cannot access your authenticator or account, contact your PeliPro administrator.

Your account controls what you can do. Viewers can review records; standard users can enter and update records; administrators also manage users and data cleanup. Some menus and actions appear only for the appropriate role.

Find the right place

1. Find or add a constituent

A constituent is a person, household, or organization with a relationship to WWCC.

1. Open Constituents and search the directory before adding anyone.
2. Open an existing record to review its details and timeline.
3. If there is no matching record, select Add constituent.
4. Enter the name, constituent type, and available contact details.
5. Record communication preferences based on what the person has actually agreed to.
6. Select Save constituent.

Remember: Having an email address does not mean someone agreed to newsletters. Newsletter consent and permission to receive fundraising requests are separate. If you find duplicate people, ask an administrator to review them in Data Health.

Record a conversation and next step

1. In Constituents, select Log interaction.
2. Select the constituent and record the interaction details and outcome.
3. If needed, update the stewardship stage—the current step in developing the relationship.
4. Add a next-step task, including an owner and due date, when follow-up is needed.
5. Select Save interaction.

Use the Stewardship work queue to find overdue, upcoming, and unassigned follow-ups.

2. Record a gift

1. Open Gifts → Add Gifts → Add a gift.
2. Choose Cash, Check, Grant, or Other.
3. Search for and select the donor. If there is no match, select No match? Enter a new constituent.
4. Enter the gift date and amount. Complete any relevant fields, such as check number, campaign/event, or restricted purpose.
5. Open More details only when you need extra fields, such as payment platform, recurring schedule, or acknowledgment status.
6. Select Save gift.
7. Use Gifts → Gift History to find and review the saved gift.

If a gift should remain unassigned, leave the donor blank. Do not create a made-up “Unknown” constituent. Use Assign donors fast later when appropriate.

Before saving: Check the donor, amount, date, and payment type. Search Gift History first if the gift may already have been entered or imported.

Prepare a deposit slip

1. In the gift entry form, check the Current deposit batch and Deposit date.
2. Use Add checks for date to recover existing checks that belong in the batch.
3. For a non-gift agency or contract payment, use Add contract check.
4. Review the batch and select Print deposit slips.
5. Later, review Finances → Deposit slips pending and confirm the matching bank deposit.

Contract checks are recorded as contract revenue, not donations. Printing a slip does not mean it has been matched to the bank. For deposits split across multiple bank credits or requiring individual payment allocations, ask your finance lead for help.

3. Print and track thank-you letters

1. Open Acknowledgments.
2. Review the pending gifts and select the ones you want to acknowledge.
3. Check the recipient name, mailing address, and letter wording; correct any problems before printing.
4. Select Generate print pack and print the letters.
5. After they actually print, use the button to mark the generated letters printed.
6. After mailing, select the gifts and choose Mark selected mailed.

Printed and mailed are separate steps. Generating a print pack does not complete either step automatically. If an address is marked undeliverable, correct or confirm it before clearing the flag on the constituent record.

4. Build an outreach list

1. Open Constituent Lists.
2. Start with a preset, such as All active constituents, Donors this year, or Lapsed donors.
3. Adjust the dates, giving amounts, contact readiness, and other filters.
4. Review the matching people and result count.
5. If you have administrator access, export the appropriate email, postal, or full-data list.

Exports contain all matching results, not just the visible page. Email-ready exports require explicit subscribed permission. Use the appropriate outreach list and respect recorded solicitation restrictions.

For giving trends and follow-up ideas, also review Gifts → Overview, Fundraising, and Donor Insights.

5. Track grants

Record a possible opportunity

1. Open Opportunities → Add opportunity.
2. Enter the opportunity details, including the funder and deadline when known.
3. Select Save opportunity.

Use Institutional Funders to maintain the grant-making organization's contact details and background information.

Track an application or award

1. Open Applications & Awards → Add record.
2. Choose the record type and complete the funder, purpose, owner, and relevant dates and amounts.
3. Set the status to match the current stage and save the record.
4. Open the saved record to review its full details or edit it as work progresses.
5. When a decision arrives, update the outcome, award information, and any payment or reporting obligations.

The Applications tab holds work in progress and pending decisions. Completed outcomes move automatically to Awards: successful grants appear under Awarded; declined, withdrawn, and no-response records appear under Archived.

Use Grant Reports to review outcomes and open reporting obligations. Use Historical Review when verifying older grant records against source documents.

6. Keep track of tasks

1. Open Tasks → Add task.
2. Describe the action clearly—for example, “Call donor about the fall visit.”
3. Link the relevant record where appropriate, and set the owner, due date, and priority.
4. Select Save task.
5. Update or complete the task when the work is done.

Check tasks regularly so grant deadlines and relationship follow-ups do not get missed.

7. Work with finances

Finances helps organize bank activity, accounting categories, and supporting documents. It supports your accounting work; it does not replace QuickBooks.

Review a bank transaction

1. Open Finances → Reconciliation.
2. Filter or search Bank activity, then select a transaction to open its details.
3. Review the date, amount, and description.
4. Assign the appropriate GL account—the accounting category for the transaction.
5. Match the correct receipt or other supporting document. Use Add receipt to upload one when needed.
6. Add an internal note if more context is useful, and save the relevant changes.

GL coding and documentation are separate: you can code a transaction before its receipt is available. For several accounting categories, use split allocations and make sure they equal the transaction total. Classify transfers between WWCC-owned accounts as internal transfers.

Use Import bank CSV to bring in bank activity. Check the account and expense-sign setting carefully. For summaries, use GL Summary; Export current view exports the active filtered view.

Handle a purchase request

Staff can submit requests through the organization's /purchase-request page without a PeliPro account.

1. In PeliPro, open Finances → Purchase Requests.
2. Review the items, estimated costs, and supporting details.
3. Approve, deny, or request more information as appropriate.
4. After purchase, record actual costs and mark the request Purchased.
5. Mark it Received when the items arrive. Use Purchased & Received if both steps are complete.
6. Match the request to the correct bank transaction to close it. Check its receipt documentation separately.

Use Finances → Amazon Orders or Vetcove Purchases for supported supplier invoice imports. Review imported details and bank matches before confirming them.

Look up a vendor

Open Vendors to find supplier contacts, account context, renewal details, and linked spending. Store the location of credentials and who manages access; do not put passwords or passcodes in vendor notes.

When something looks wrong

A simple daily routine

1. Review Dashboard and Tasks for deadlines and follow-ups.
2. Enter new gifts and record important conversations.
3. Print and mail pending acknowledgments, then update their status.
4. Update grant progress and review financial items relevant to your role.
5. Select Sign out when finished on a shared computer.

For specialized workflows, contact your PeliPro administrator or finance lead.

Prepared against the current application source, v30.7.70. Available actions depend on your role and the record's status.