Your First One-to-One Gratavid Campaign

Step by step guide to successfully launch your first personalized campaign

Brittany Nardi
December 8, 2022 · 20 min read
Your First One-to-One Gratavid Campaign

You’ve signed up for Gratavid, but now what? Now it’s time to get the party started! Aka send out your first Gratavid one-to-one campaign. We know it feels scary, and like you might “break” something, but trust us, once you do it a couple of times, it’s a piece of cake. We’ve uploaded screenshots as well as video how-to’s below to help make this process easier.

For this article, we're going to focus on thanking those who are most important to you with personalized videos. If you want to send one video to a list of people, then check out Your First One-to-Many Gratavid Campaign

Whether you want to send a personalized video to your top donors, 10 prospective students, 10 co-workers, or whoever that list is, this is how you will do it.

Let’s rock n roll!

Step 1: Login

Go to and click login in the upper right-hand corner.


Step 2: Add users (aka your team members)

Now is the time to add one of your team members to record 5 of the 10 videos. If you just want to record these yourself, then go ahead and skip to step 3. 

First, we need to add our users to who we will be assigning tasks. Click on the person profile in the upper right corner and click manage users.

profile icon
manage users

Once you are on the manage users page, click the plus button in the top right to add users to your Gratavid account.

+ button manage users

Once you click the + button, you have a couple of options. You can add them via a CSV file if you are adding a large list of people, or you can manually import them one at a time. It is recommended to manually import them if you are just adding a few team members. 

types of users

Once you click on internal user click next. It will then bring you to this page. After you finish filling in the information, click add user. Complete this same step to add your other users.

add user

Once your users are added, it will look like this.

manage users page

Step 3: Create Note Template

Notes are used for two things: 1) sending in bulk and 2) as a template for your tasks. Since this tutorial is on sending one-to-one videos (aka task) then we need to create a note to act as our template.

notes section

Click the + button to create a new note. You can label the note whatever you would like to. For example, you can label it Campaign Thank You Note. Once you have named it, click create note.

create new note

This is what your note will look like, except it will have your own branding instead of Fayetteville University (this is just used for the sake of demos). Think of the note template section as your campaign section, similar to Constant Contact or Mailchimp. You just build it out as you move your way down the page.

Note created

Now note that you can change the sender name. This can either be your organization’s name or the actual name of the person who is sending the note. 

Also note that you can insert merge fields (first name, last name, and salutations). Just click the insert button.

changing name/inserting merge fields

Here is what it will look like once you enter the merge field.

merge field inserted

Now for the videos section which is the star of the show! You have a few options here, which you can view by clicking the drop-down arrow. You can either record a video directly from your webcam, you can search existing videos that are already on your video assets page, you can upload a file from your computer, or else you can request a new video from someone by sharing the link, sending them an email, or sending them a text message. The video request option is a great way to get thank you videos and testimonials from clients, your leadership team, board members, and those you serve. Learn how to request videos for more information.

video section

Once you add a video, it will show you the preview on the right. You can add multiple videos here if you wish to do so.

video preview

The next section is the call to action buttons. You can add as many as you would like, but we don’t suggest adding more than 2 or 3. This section is great to add a link to RSVP for an event, or a link to a recent blog post.


You can change the title, the link, and the color of the button by choosing a color from the palette or adding a hex code.

CTA changes

The next section is branding. This will be set up with your logo, and your colors to start with, but note that it can be changed. You can change the colors, as well as make the background an image instead of plain colors. This is great when you are running a campaign and want to change things up.


Moving down to the next section, you can change the email settings and subject line if you wish to do so. We suggest you change the subject line to I made you a video today! to make it a little more personable. You can also change where it is being sent from. It defaults to but you can change the hello to thanks, or thank-you, etc.

Here is what the default email subject will be.

default email settings

Here we have changed the email subject line as well as the send from email.

updated email settings

You can also change the reply settings to disable replies or allow video replies. Just check the box you would like to.

reply settings

For the resend section, you can choose to automatically resend the note if not opened in a certain amount of time. We suggest 3 days, but you can choose how many you would like by choosing the drop-down arrow located next to the word “days”.


And lastly, you can change the share settings for people to share the video on social media.


Step 4: Uploading 10 tasks

Now that you have completed the first 3 steps, it’s now time to upload 10 tasks to the task list to add your one-to-one personalized videos. Start by clicking on the task list located on the left-hand side.

task list

The task section is where you send out the 1-to-1 personalized videos. This is where you will spend the majority of your time. The task list is a great way to get the entire team involved in thanking your donors. Below are the rest of the steps in which to upload 10 tasks. Click the add button in the upper right to add a new task.

add task

Once you click the + button, you will then be brought to this page. You can bulk upload all 10 tasks through a CSV file which is demonstrated below.

bulk upload task

If you don’t already have a CSV file template, you can download the template located on the bottom next to add your file.

To make it easier, we imported the template to Google sheets.

Google Sheets

Now fill in each cell with information about your donors and save it as a CSV file. Email, first name, last name, and comments are recommended, but the rest is optional. You can assign users in the CSV file or you can manually assign them from the task list within Gratavid.

Google Sheets filled in

Then go back to Gratavid and click upload file.

upload tasks file

You can then go and preview each section to ensure it is correct. If you uploaded your own CSV file and didn’t use our template, make sure to map each column. Each checkbox will be green when mapped correctly. If you downloaded the template, it will automatically match itself. Just make sure that the cells you filled out are mapped. The ones that you didn’t fill in can just be mapped to do not upload.

mapping check marks
non-checked mapping

Once you click on add now, it will then say 10 task added once complete. Click on 10 task added to bring you back to the main task page. It will now have each of your tasks uploaded and assigned to each specific user.

tasks added

Here is what it will look like once added to the task list.

tasks in task list

You can then click on search users to filter through each task specifically assigned to that user.

filter users

Here are the tasks assigned to Alyssa, the Campaign Manager.

Alyssa tasks

Here are all of the tasks assigned to Sam, the Executive Director.

Sam tasks

Lastly, here are the tasks assigned to Jacob, the President.

Jacob tasks

To notify each person on your team about their tasks, click the notify button and then their name. They will then receive a notification that they have been assigned a task.

notify tasks
notify tasks pt. 2

Well, that’s how you do it, folks! All that’s left is recording the tasks assigned ensuring your team knows how to record tasks assigned to them. If they have any questions, share How To Complete My Gratavid Tasks

Please don’t hesitate to reach out if you have any other questions.

You can also access our help desk by clicking here. Our help desk has other help guide videos as well as frequently asked questions. Here’s to thanking our donors personally!

Brittany Nardi
Customer Success Coordinator @ Gratavid
Brittany serves as the Customer Success Coordinator at Gratavid. Growing up in a small town surrounded by Mom and Pops, she understands the importance of supporting small businesses. As an extrovert, she thrives on communicating and cultivating relationships with others. She previously served as a Marketing Assistant for Invent@NMU, where she helped companies and nonprofits launch and succeed. Brittany is our platform guru.
Gratavid icon

Ready to stand out with personalized video?

Check out our favorite Gratavid testimonials below, and visit for examples and to learn more.

Eshon Allen

Gratavid truly helped us reimagine the connections we make between our school community and the donors who make it all possible.

Eshon Allen
Jenny Johnson

Gratavid has helped take our stewardship to a new level. I can not express enough how much I love this platform.

Ole Miss Foundation
Jenny Johnson
Ole Miss Foundation
Kerri Naber

Our donors are so thankful to receive Gratavids because it communicates that they are a big part of our mission. A personalized video makes them feel valued and seen.

Mercy Multiplied
Kerri Naber
Mercy Multiplied
Zack Huffman

Gratavid is a game changer. Since starting I’ve used it every day.

Teach For America
Zack Huffman
Teach For America
Contact Us


Our team can answer your questions, provide product demos, and create custom plans that fit your needs. We can't wait to hear from you.