Quick Start (5 minutes)

If you’re brand new, do these steps first. You’ll be successful even if you’ve never used a CRM before.

1
Open your Campaign CRM
Go to My Account → Campaign Emails (or the “CRM Dashboard” from the profile menu in the top right).
2
Review your Overview
Check your total donors and funds raised. This tells you how your campaign is trending.
3
Choose or create an email Template
Templates are reusable messages that auto-personalize using donor details (like first name).
4
Send a campaign update
Use “Send Update” to inform donors about progress, gratitude, and what their donation is doing.
5
(Optional) Connect your own UC Space CRM
If you have your own UC Spaces - FluentCRM instance, connect it in “CRM Settings” so donors sync into your UC Spaces website automatically.
Success Formula: Thank donors quickly + send real updates + keep your message personal. Donors who feel remembered are more likely to give again.

Why This CRM Exists

Most campaigns lose momentum because creators don’t build donor relationships. This CRM exists to help you communicate clearly, consistently, and personally.

Keep donors organized Donors are automatically tracked for your campaigns so you don’t need spreadsheets.
Send better updates Updates are where trust is built. Your CRM makes it easy to keep supporters informed.
Grow long-term support Most donors won’t donate again unless they feel connected to your story and results.

How It Works (Plain English)

When someone donates to one of your campaigns:

  1. The system records the donation (order) and ties it to the campaign.
  2. The donor appears in your Donors list.
  3. A thank-you email may be sent (depending on settings and templates).
  4. If you connect UC Spaces - FluentCRM, the donor can also be synced into your own website's CRM automatically.
Important: Donations should never fail because of CRM syncing. If syncing to FluentCRM fails, the donation still completes normally. You can review failures in Sync Logs.

Where to Find Your Campaign CRM

There are three ways to access the crm dashboard...

  • The Profile Menu: In the top right of the screen is the profile menu.
  • My Account Menu: My Account → Campaign Emails
  • CRM Dashboard: The crm dashboard can be found here.

What Each Tab Does

The CRM is organized into tabs. Think of tabs like different rooms in the same dashboard. Click each tab name below to see what it does and how to use it.

Overview

Your snapshot: total donors, total funds raised, number of campaigns, and a donations chart. Use this to see if you’re growing week-to-week.

Recommended habit: Check Overview daily during an active campaign. It keeps you focused and consistent.

Donors

Shows everyone who donated to your campaign(s). You can search by name/email, filter by campaign, and paginate through results.

  • Search: Find a donor quickly (e.g., “Sarah” or “gmail.com”).
  • Filter: View donors for one campaign only.
  • Pagination: Helpful when you have hundreds or thousands of donors.
Use case: A donor asks “Did my donation go through?” → Search their email → confirm date and amount.

Campaigns

Lists your campaigns and shows funding progress at a glance (goal, raised, donor count). Use this to identify which campaign needs attention.

Pro tip: When one campaign slows down, send an update with a real story and a clear next milestone.

Templates

Templates are reusable emails. Write once, use many times — and the system can personalize the email automatically.

  • Default Template: Available to everyone (read-only).
  • Your Templates: You can create your own for different situations.
  • Dynamic Fields: Add placeholders like {{donor_first_name}} to personalize.
Important: Templates are for communication, not spam. Send meaningful updates, not daily blasts.

Send Update

Send an email update to donors of a campaign. You can pick a template or write a custom message.

  • Select Campaign: Choose which campaign’s donors to email.
  • Select Template: Optional — templates save time and stay consistent.
  • Write Subject + Message: Keep it clear and human.
Example update: “We reached 50%! Here’s what’s already been accomplished…” + 2–4 short sentences + gratitude.

Email History

Shows what emails were sent and when (helpful for accountability and remembering what you told donors).

Use case: “Did we already send a thank-you?” → Check Email History → confirm.

CRM Settings (Connect Your UC Spaces - FluentCRM)

This is where you connect your own UC Spaces FluentCRM so donors can sync into your websites CRM instance automatically. This is optional — the CRM works even without connecting to your UC Spaces website.

Who needs this? If you want donors in YOUR personal CRM (on your own UC Spaces website) so you can run automations, newsletters, tags, and lists inside FluentCRM.

Sync Logs

If you connect FluentCRM, Sync Logs shows whether each donor was successfully pushed into your FluentCRM instance. If something fails (wrong password, wrong URL, etc.) you can see the error here.

  • Success: donor was synced into your FluentCRM.
  • Failed: sync didn’t complete; review message and fix settings.
  • Attempts: the system may retry automatically when appropriate.
Important: Sync problems never block donations. They only affect syncing into your FluentCRM.

How to Connect Your Own UC Spaces Website CRM (Step-by-Step)

Connecting FluentCRM lets donor contacts sync into your own CRM instance. You’ll need two things: your FluentCRM API URL and a login + application password.

Step 1 — Find your FluentCRM API Base URL

Your base URL usually looks like this:

Example: https://your-site.com/wp-json/fluent-crm/v2
Tip: It must be the site where FluentCRM is installed (your CRM site). If you paste the wrong URL, sync logs will show an error.

Step 2 — Create an application password

FluentCRM uses UC Spaces authentication. The easiest secure method is an Application Password.

  1. Log into your UC Spaces website admin.
  2. Go to Users → Profile.
  3. Find Application Passwords and create a new one (name it “UC Give Sync”).
  4. Copy the generated password — you’ll paste it into the CRM Settings.

Step 3 — Enter the settings in Campaign CRM

Go to CRM Settings tab inside your Campaign CRM and enter:

  • FluentCRM Base URL: (example above)
  • Username: Your United City username from your website
  • Password: Your UC Spaces Application Password (recommended)
  • Default Tags (optional): Tag IDs to apply to every donor sync
  • Default Lists (optional): List IDs to apply to every donor sync
  • Enable Sync: Turn syncing on
About Tags/Lists: These are numeric IDs inside FluentCRM. If you don’t know them yet, you can leave them blank and add later. Donors can still sync without them.

Step 4 — Test it

  1. Make a small test donation to your own campaign (or have a friend donate).
  2. Wait a moment, then open Sync Logs in Campaign CRM.
  3. If successful, open your FluentCRM Contacts list and confirm the donor appears.
What gets synced? Name, email, donation/campaign metadata, and tags (if configured).

Templates & Personalization (Deep Dive)

Templates are the #1 way to send emails quickly while still keeping them personal. You write your message once and insert “dynamic fields” that automatically fill in.

Dynamic Fields (Placeholders)

These placeholders can be used in both the email subject and body:

{{donor_first_name}} {{donor_last_name}} {{donor_name}} {{campaign_title}} {{donation_amount}} {{campaign_owner_name}} {{campaign_link}}

Example: Thank You Template

Subject: Thank you, {{donor_first_name}} — your gift matters Hello {{donor_first_name}}, Thank you for supporting {{campaign_title}}. Your donation of {{donation_amount}} helps us move forward with real momentum. I’m grateful for you, {{campaign_owner_name}}

Example: Progress Update

Subject: {{campaign_title}} update: we’re making progress Hi {{donor_first_name}}, Quick update: we just hit a major milestone in {{campaign_title}}. Here’s what we’ve accomplished so far: - (1) … - (2) … Thank you for being part of this. {{campaign_owner_name}}
Keep it human: Donors respond to real tone + gratitude + clarity. Avoid long newsletters.

Best Email Strategy for Novices

If you’re unsure how often to email, use this simple schedule:

  • Immediate: Thank-you message (automatic or manual)
  • Weekly (during campaign): One meaningful update
  • Milestones: 25%, 50%, 75%, 100%
  • Final wrap-up: Tell donors what happened and say thank you
Avoid this mistake: Sending too often with no real update. That trains donors to ignore your messages.

Troubleshooting & FAQs

I connected FluentCRM but donors aren’t showing in my UC Spaces contacts.

Go to Sync Logs and check the most recent entry. Common causes are: wrong base URL, wrong username, wrong application password, or FluentCRM not installed on that site. Fix your CRM Settings and test again with a new donation.

Do sync errors affect donations?

No. Donations always complete normally. Syncing is “best effort” and errors appear in Sync Logs.

What are “Tags” and “Lists”?

Tags are labels you can use in FluentCRM (e.g., “UC Donor”, “Campaign: Orphanage”). Lists are groups (e.g., “Monthly Newsletter”). You can use them to send targeted emails or run automations.

What if I don’t have a UC Spaces website?

No problem. You can still use this CRM to view donors, create templates, and send updates from within your campaign dashboard.

How do I write a “good” update?

Keep it short: (1) what happened, (2) what it means, (3) what’s next, (4) gratitude. One paragraph plus 2–3 bullet points is often perfect.

Final Tip: The most successful campaigns don’t just raise funds — they build trust. Use this CRM to communicate like a leader: clear, grateful, and consistent.

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