Adding Scheduled Actions

Adding Scheduled Actions to an Opportunity

Actions are how you log every touchpoint in a donor relationship — a phone call, a meeting, a donation, an RSVP, and more. When you add a scheduled Action to an Opportunity, you're creating a record of something that has happened or is planned to happen as part of that gift conversation.

This article walks you through how to add a scheduled Action, what each field means, and what to expect depending on whether the Action is in the past or the future.

How to Add a Scheduled Action to a Single Opportunity

Step 1: Open the opportunity

Navigate to the Pipeline the Opportunity belongs to and click the Opportunities tab. Find the Opportunity you want to update and click on it to open the edit modal.

You can also open an Opportunity from the All Opportunities tab on the main Pipelines page if you're not sure which Pipeline it's in.

Step 2: Scroll to the Scheduled Actions section

Inside the Opportunity modal, scroll down past the main Opportunity fields (ask amount, stage, assignee, etc.) until you reach the Scheduled Actions section.

Step 3: Add a new action

Click Add Action. A new row will appear fields similar to the regular Action Modal, with two key items to note:

Stage
Select which Pipeline stage this Action is associated with. It will default to the first stage in your Pipeline.

Assigned User
Optionally assign the Action to a specific team member. If left blank, it won't appear in anyone's personal to-do list.

Step 4: Save the opportunity

Once you've filled in the Action details, click Save at the bottom of the modal. The Action(s) you created will be saved and appear on the constituent’s profile.

Past vs. Future Actions: What You Need to Know

The action date determines how your action is treated in the system — and this affects your statistics.

Past-dated actions (today or earlier)
These are automatically verified as soon as you save. Verified actions are included in calculated statistics like total given, average donation, and amount raised. You'll see a blue notice when adding a past-dated action confirming this behavior.

Future-dated actions (tomorrow or later)
These are saved as unverified. Unverified actions do not count toward any statistics until the date passes and you manually verify them. You'll see a blue notice reminding you of this when adding a future-dated action.

Why does this matter? If you log a donation with a future date, it won't show up in your pipeline's "Actual" amount until that date passes and the action is verified. This keeps your reported numbers accurate and based on confirmed activity only.

Tips

• Assign actions to the right person. Actions assigned to a user show up in their personal to-do list on the Pipeline overview. Unassigned Actions won't appear in anyone's to-do list and are easier to lose track of.

• Add notes while they're fresh. The Additional Notes field is especially useful right after a donor conversation — even a few bullet points about what was discussed can make a big difference when preparing for the next interaction.

• You can add multiple Actions to an Opportunity at once. If you're logging several touchpoints in one sitting (e.g. a call and a follow-up meeting), just click Add Action again to add another row before saving.

• Changes aren't saved until you click Save. If you add or edit an Action and then close the modal without saving, those changes will be discarded.

Bulk-Adding Scheduled Actions

If you need to log the same type of Action across several Opportunities — for example, recording that a batch of outreach calls went out, or scheduling follow-up meetings after a fundraising event — you can do this in bulk rather than opening each Opportunity individually.

Step 1: Go to the Opportunities tab

Open the pipeline you're working in and click the Opportunities tab. You'll see the full list of opportunities within that Pipeline.

If you're working across pipelines, navigate to the main Pipelines page and click the All Opportunities tab instead.

Step 2: Select the Opportunities you want to update

Check the checkbox next to each Opportunity you want to add the Action to. You can select as many as you need.

To select all visible Opportunities at once, check the box in the column header at the top of the table. If you have more than 25 Opportunities and want to act on all of them, load additional Opportunities first using the Load More button before selecting all.

Step 3: Click “Add Scheduled Action” and complete the fields

Fill out all required fields for the Action type you’re adding. There are some important considerations for specific fields when adding Scheduled Actions in bulk, since you’ll be adding identical Actions to multiple Opportunities:

• Action Date: This value applies to the Action added to all selected Opportunities, so make sure it's accurate across the board.

• Assigned User: The same assignee will be applied to the Action when it’s added to every selected Opportunity. You can update the assignee for individual Actions after they’re created.

• Additional Notes: The same note will appear on all selected Opportunities, so keep this general enough to apply across the group. You can update the Additional Notes sections for individual Actions after they’re created.

• Attachments: The same attachment will be added to the Action on every selected Opportunity.

Tips

• Double-check your selection before saving. Bulk actions apply to every selected Opportunity simultaneously and cannot be undone in bulk. If you apply an Action incorrectly, you'll need to remove or edit it on each Opportunity individually.

• Use filtering to narrow your selection first. If you want to bulk-add an Action to all Opportunities in a particular stage or assigned to a specific gift officer, apply those filters before selecting. This is much faster than manually checking individual boxes.

• Assigned user affects to-do lists. If you assign the Action to a gift officer, it will appear in that person's to-do list for every selected Opportunity. Make sure that's intentional — especially if you're adding a large number of Actions at once.

• Attachments apply to all. Any file you attach will be added to the Action on every selected Opportunity. Only attach files that are relevant across the whole group.