Viewing records

Where you'll find View records

View records is the list of constituents behind a number on a pyramid. It opens as a side panel, so you never leave the pyramid.

Links appear once a pyramid has finished building and the group has anyone in it. On a gift pyramid, the link appears only while a level's count comes from your file; if you type your own number, the level shows “Edited” instead, and Reset brings the counted number and the link back. See gift pyramid levels and prospects identified.

The panels don't all do the same things:

The columns

The panel's title names the group and how many constituents are in it, such as “Mid-level · 64 constituents”, with a line underneath saying exactly who's included.

Donor pyramids

constituentid

The ID from your file or CRM.

Total given

Money received in the pyramid's period — one-time, recurring, pledge payments and in-kind, net of refunds. Planned gifts and open pledges aren't included.

# gifts

Gifts in the period, counting planned gifts but not refunds.

First gift

Their first gift ever in your file (money received or planned) — not just this period.

Last gift

Their latest gift in the period.

Tier

Their tier this period. In Moved up a tier and Moved down a tier it shows where they came from, such as “Mid-level (was Annual)”. “No tier” means they fit none of the tiers.

Lapsed donors didn't give this period, so their Total given, # gifts, Last gift and Tier are all for the period before; the panel's subtitle ends “totals are for fiscal year 2025”.

True Pyramids

constituentid

The ID from your file or CRM.

Total given

Money received over your whole file, net of refunds. Planned gifts and open pledges aren't included.

Last 12 months

Money received in the 12 months ending on the latest gift in your file — what the tiers are measured on.

# gifts

Gifts of money received over your whole file, not counting refunds.

First gift and Last gift

Their first and latest gifts of money received in your file.

Tier

Their tier, by the name you've given it.

Looks like, Signal and Why

On ready-to-move-up lists only: the tier above that their giving resembles, Strong, Moderate or Early, and the reasons. See Ready to move up.

Gift pyramids

constituentid

The ID from your file.

Given, last N years

Money received over the look-back of your prospect rule (5 years unless you changed it), counted back from the latest gift in your file. In the Planned list it includes their planned gifts over the same years.

Capacity

Their capacity rating, if your file has a capacity column; “—” if not.

Gifts

Every gift row in your file for them, of any type and any date.

Last gift

The date of their latest row in your file, of any type.

The panel is titled with the level, such as “$250,000 level” or “Planned at the $250,000 level”, and lists IDs in order. For a list you can filter in a spreadsheet, the gift pyramid's Excel export has a “Prospects by level” sheet — see Gift pyramids.

Pyramid history

constituentid

The ID from your file or CRM.

Tier · earlier snapshot and Tier · later snapshot

Their tier in each snapshot, such as “Tier · September 2026”; “—” if they weren't in it.

Given · earlier snapshot and Given · later snapshot

For a donor pyramid, money received in the period each snapshot shows; for a True Pyramid, money received in the 12 months before each snapshot.

Snapshots keep constituent IDs, tiers and totals only, so history records can't be opened to see gifts and don't have detail columns. See comparing two snapshots.

A constituent's gifts

On donor and True Pyramids, choose the arrow at the start of a row (“Show gifts for C1042”) to open that constituent's gifts underneath; choose it again to close them. Each gift shows its Date, Amount (with cents), Type — One-time, Recurring, Pledge payment, Planned or In-kind — and the detail columns you've chosen, with each gift's own value.

• Donor pyramids show the gifts in the period behind the group (the period before, for lapsed donors), including planned gifts and any refund rows.
• True Pyramids show every gift of money received in your file — no planned gifts or pledges.

Gifts are newest first, up to the 500 most recent. If they don't load, the row says “Couldn't load the gifts.” — close the panel and open View records again to retry.

Detail columns from your data

When you upload a file, any extra column that isn't personal information — fund, campaign, appeal, designation — can be kept with each gift (“Keep as detail” on the upload's review step). When you pull from a CRM, the extra fields you pick are kept the same way. See the columns a gift file needs.

On donor and True Pyramids, choose Columns to tick which kept details to show. The first two are shown to start with, and we remember your choice in this browser for that pyramid. The button only appears when the file has kept details.

• On a constituent's row, the column is headed “Fund (latest)” and shows the value from their most recent gift that has one — within the period for donor pyramids, across all their gifts of money received for True Pyramids.
• On each gift row, it shows that gift's own value.
• “—” means there's no value: none of their gifts (in that window) had one, or that gift didn't.

Search, filter, sort and pages

Search by constituent ID

Type in Search constituentid (gift pyramids: Search by constituentid). The list narrows as you type, matching any part of the ID and ignoring capital letters, so 1042 finds C1042 and also C10425. Clear the box to see everyone again. Search works on IDs only; there are no names to search.

Filter by a detail

On donor and True Pyramids with kept details, the filter menu (it starts as Any detail) lists values as “Fund: Annual Fund”, grouped by column — the 100 most common values of each column, in alphabetical order. Pick one to keep only constituents with at least one gift that has it:

• Donor pyramids: a gift dated in the group's period (the period before, for lapsed donors), of any type.
• True Pyramids: any gift in your file.

One filter applies at a time, together with your search. Choose Any detail to remove it.

Sorting

Choose a column heading to sort by it; choose it again to reverse. The arrow beside the heading shows the direction. Amounts and counts start largest first; IDs, dates and tiers start in ascending order (for tiers, the top tier first). Rows that tie are in constituent ID order.

• Donor pyramids start sorted by Total given, largest first. You can sort by constituentid, Total given, # gifts, First gift, Last gift and Tier.
• True Pyramids start with tiers sorted by Total given and ready lists sorted by Signal, strongest first. You can also sort by Last 12 months; ready lists add Signal. Looks like and Why don't sort.
• History starts sorted by what they gave in the later snapshot (the earlier one for lapsed), largest first; you can sort by constituentid and either Given column.
• Gift pyramids list IDs in order and don't sort.

Detail columns don't sort.

Pages of 50

The panel shows 50 constituents at a time. The footer says, for example, “Showing 51–100 of 1,234” and “Page 2 of 25”, with Previous and Next (gift pyramids show just “51–100 of 120”). Searching, filtering or sorting goes back to page 1. To work with everyone at once, export.

Export CSV

Export CSV in the panel downloads every constituent in the group as you've narrowed it — your search, your filter and your sort — across all pages, with the detail columns you've chosen. It's available on donor pyramids, True Pyramids and History. Gift pyramid levels don't have it; use the gift pyramid's Excel export instead.

What's in the file

Amounts are plain numbers with two decimals (1500.00), dates are YYYY-MM-DD, and detail columns are headed with your column's name and hold each constituent's latest value. Tier numbers in donor and True file names count from 0 at the top. Any ID, tier name or detail value starting with =, +, - or @ gets an apostrophe in front so a spreadsheet won't treat it as a formula.

The True Pyramid's Export N IDs button, in the Ready to move up card, downloads the same ready-list columns without detail columns. Each pyramid also has its own Export CSV at the top for the tier table — see donor pyramid exports and True Pyramid exports.

Why you see IDs, not names

View records never shows names, because we never have them. When a file is read, columns that look like names, emails, phone numbers or addresses are removed and never stored, and the original file is deleted once it's processed. What we keep is each gift's constituent ID, date, amount, type and the non-personal detail columns you chose to keep. See how personal information is removed and Data, privacy and deleting.

Everyone in your organization can open View records and export these lists. The AI assistant never sees them: it only gets aggregate numbers, never constituent IDs or rows.

Looking people up in your CRM

The constituent ID is your CRM's own ID for the donor — the constituentid column of your file, or the donor ID your CRM gave us on a pull. To put names to a list:

1. For one or two people, copy the ID from the panel and search for it in your CRM.
2. For a list, choose Export CSV and use your CRM's import or list tools to match the constituentid column to its constituent ID — for example to build a query, tag a segment or create a mailing list.
3. Or, in a spreadsheet, match the export against a CRM export that has IDs and names, on your own computer.

Tip: If your file used a different ID than the one your CRM searches on (say, a household ID instead of an individual's), use the same kind of ID when you look people up.

Worked example: who moved up this year

An arts center's donor pyramid shows Moved up a tier: 95 for fiscal year 2026. The development director wants to thank them before the spring gala.

1. She chooses View records under Moved up a tier. The panel reads “Moved up a tier · 95 constituents”, with “In a higher tier in fiscal year 2026 than in fiscal year 2025” underneath, sorted by Total given, largest first. The footer says “Showing 1–50 of 95” and “Page 1 of 2”.
2. She types 1042 in the search box. One row is left:

   constituentid	Total given	# gifts	First gift	Last gift	Tier	Fund (latest)
   C1042	$1,500	1	Nov 3, 2022	Apr 14, 2026	Mid-level (was Annual)	Spring Gala

   C1042 gave $800 last year (Annual) and $1,500 this year (Mid-level). First gift is their first ever, in 2022.
3. She opens the row: one gift, Apr 14, 2026, $1,500.00, One-time, Spring Gala.
4. She clears the search, picks Fund: Spring Gala in the filter (78 left, say), and chooses Export CSV. The file starts:

   constituentid,total_given,gifts,first_gift,last_gift,tier,Fund
   C1042,1500.00,1,2022-11-03,2026-04-14,Mid-level (was Annual),Spring Gala

5. She imports the IDs into her CRM as a list and sends the thank-you notes from there.

Advanced: exactly what each number counts

• Constituent IDs that differ only in capital letters, like C-5 and c-5, are the same constituent everywhere, and their gifts are listed together.
• Filter values are the 100 most common values of each kept column across the whole file, by number of gifts. A rarer value can't be picked from the menu.
• Dates on screen look like “Apr 14, 2026”; amounts on rows are whole dollars and on gift rows include cents.
• Your column choices are stored in this browser for each pyramid. Another browser, or a teammate, starts with the first two.
• Each export is built when you choose it, from the pyramid's latest build.

Questions

Why doesn't a lapsed donor's total match this year?

Lapsed donors gave nothing this period, so their totals, gifts and tier are for the period before — the year they last gave. The panel's subtitle says so.

Why is a True Pyramid total so much bigger than the last 12 months?

Total given is over your whole file; Last 12 months is the span the tiers are measured on. A long-time donor can have a large total and a small last 12 months.

Why does a detail column show a dash?

None of that constituent's gifts in the window have a value in that column. On a donor pyramid, the window is the period; a value on a gift from another year doesn't show.

Why is there no Columns button or filter?

The file the pyramid was built from has no kept detail columns. Keep extra columns (“Keep as detail”) when you upload, or pick extra fields when you pull from your CRM. Gift pyramid and History panels never have them.

Does Export CSV include every page?

Yes. It includes everyone in the group who matches your search and filter, in your sort order, with your chosen detail columns — not just the 50 on screen.

Does the export include names or contact details?

No. We don't have them. The export has constituent IDs, amounts, dates, tiers and your kept details. Match the IDs in your CRM.

Why doesn't search find an ID I know is there?

Search looks only within the group you opened. Check the constituent is in that tier or group — a lapsed donor isn't in any tier this period, for example. Search matches any part of the ID, so a shorter search finds more.

Why do C-5 and c-5 show as one constituent?

IDs are compared ignoring capital letters, as most CRMs do, so gifts under either spelling belong to the same constituent.

Can I see more than 500 gifts for one constituent?

No. Opening a row shows their 500 most recent gifts in the window. Their totals and counts include every gift.

Why can't I export from a gift pyramid level?

That panel is a quick look at who was counted. For the full list, use the gift pyramid's Excel export, whose “Prospects by level” sheet has every counted constituent ID by level.

Who can see these records?

Everyone in your organization. Constituent IDs never leave your organization's workspace, and the AI assistant never sees them.

Will my column choices be remembered?

Yes, in this browser for each pyramid. Teammates and other browsers start with the first two kept columns.