Donations and Funds

Spektrix allows you to accept donations from customers keen to support your organisation, either as standalone donations or as additional contributions made alongside event tickets.

This article provides information on the different ways you can allow donations and how you set each up, and is broken up into the following sections. Click on a section name to go to that part of the article.


Methods of Donating
Funds
Prompting Donations
Ticket Donations
Memberships
Gift Aid

Methods of Donating

There are two ways in which customers can make donations in Spektrix, either as a standalone donation or by adding a donation onto the price of the tickets they purchase.

Standalone Donations
The simplest way of allowing donations is to add an option within the customer journey, either online or in the Sales Interface.

There are two ways you can do this. Firstly, when customers purchase tickets online you can add in a prompt before checkout asking if they would like to make a donation, while box office staff can ask for donations when customers call up or book in person.

NOTE: you can set donations up to be prompted online whenever a customer reaches that point in their transaction, or alternatively you can set them up to only appear for certain Events.

Secondly, you can set up a separate Donations page on your website allowing customers to make donations without having to buy tickets.

Ticket Donations
It’s also possible to allow customers the option of adding a donation on top of the price of their tickets, by setting up a Ticket Donation structure. This gives customers a quick way of adding a set value of donation onto their tickets.

Funds

In order to accept donations you need to have at least one Fund set up on your system. Funds are the way you determine where the money from donations goes – if you only want to have a single purpose for donations then you only need one Fund, but if you want to allow customers to contribute to different projects or campaigns you can create a Fund for each one. For example you might have one Fund for general donations and another specifically for an upcoming capital project.


Setting Up Funds
You can set up Funds in the Admin Interface under Other > Funds. Here you will see a list of all active Funds, and the option to add new Funds.



When creating or editing a Fund there are four sections to fill in, beginning with Basic Details:


  • Name: the name of the Fund, as it will appear online
  • Code: you can enter an account code here for reporting purposes
  • Description: the description of the Fund which will appear online
  • Display on web: tick this box to make the Fund appear online
  • Active: make sure this box is ticked, otherwise the Fund will not be available for use
  • Default Campaign: If you use the Fundraising Module, this will allow you to set a campaign for any donations to default to if there is no Opportunity attached

Only the Name field on this page is a required field, although it’s recommended that you do fill at least the Description in. Once you have filled everything in, click Next to go to the Event Criteria page:



This page allows you to choose whether the option to donate to this Fund should be available online and in the Sales Interface and, if so, whether it should prompt on the way to the checkout all the time or only when customers book certain Events.

  • Never: this Fund will not be visible in either the donations part of the purchase path online, or in the Sales Interface
    • However, it will still be visible in the Donations iframe if you use this on a separate page of your website
  • Always: regardless which Event(s) a customer books for, they will be prompted online to donate to this Fund, and the Fund will show up in the Pre-Payment Panel in the Sales Interface
  • For specific events: donations to this Fund will only be prompted when customers purchase for specific Events, which you can choose using the Event Instances picker

NOTE: you can potentially have more than one Fund prompted on the way to checkout.


However, do be aware that if a customer clicks Continue to Checkout with a value in the Amount field for each Fund, donations against both Funds will be added to the basket. Customers who only want to donate to a single Fund have to manually remove the value from the Fund they don’t want to donate to.

If you would prefer to set your system to only show the Fund with the highest default value, you can do this in the Settings Interface under System Setup > Website > When a customer could be asked to donate to multiple funds in the purchase path:


Once you have completed your Event Criteria, click Next to go to the Customer Criteria page:

Here you can determine whether all customers should be asked for donations to the Fund, or only specific customers.

  • Always: this is the default option. Leave this option selected if you want all customers to see the Fund and be able to donate to it
  • For specific customers: tick this option if you want to specify the customer criteria for that Fund

Choosing the For specific customers option brings up a criteria picker, which works the same as in any other area of the system:

 

 Simply select the criteria you want, and drag it down to the section at the bottom.

You might for example want to use this to:

  • Exclude certain types of customers (such as students or press) from being asked for donations, by using Tags as the criteria here
  • Avoid asking regular major donors, or high value patrons who already give large amounts, from being asked for small donations

This criteria affects things slightly differently online and in the Sales Interface:

Online
The criteria set here is specific to the checkout process, during which
 the donations page is presented after the customer has logged in; if you have a separate donations page on your website, it will display all available Funds by default

In the Sales Interface
If you have the Pre-Payment Panel enabled, all available Funds will show up with the suggested donation value already populated. When you add a customer into the basket, the Pre-Payment Panel will change to only show Funds which that customer is eligible to donate to. Under Other > Donations, all Funds will show up, regardless of whether you have a customer in the basket or not.

Once you have completed your Customer Criteria, click Next to go to the Default Amount page:


Here you can choose what suggested value should appear by default for this Fund. If you always want the Fund to show up with a single suggested value for donations, you just need to edit the first option on this page.

NOTE: you can leave this value at £0.00 – this means customers have to enter a value themselves.

However, if you want to set the suggested value to increase based on the value of a customer’s basket, you can add multiple levels on this page:



You can add in as many levels as you want. Each level is based on the total basket value, in terms of the tickets/merchandise/memberships currently in the basket. Gift vouchers and other donations do not contribute towards this value.

Prompting Donations

Once you have one or more Funds set up you can start prompting customers to ask if they would like to make donations, either online or in the box office.


Donations Page Online
Any Fund set to be Display on Web will show up online. There are two places where this can happen:

In the booking path
When booking tickets online, customers booking for eligible Events will reach a Donations page between the Basket and Checkout pages:



From here customers can choose to make a donation if they wish, either going ahead with the suggested amount or amending the amount to a higher or lower figure.

NOTE: the Continue Without Donating button is an optional element - you can turn this on or off in the Settings Interface, under System Config > Website > Allow customers to continue with their transaction without donating.

If you turn this off, customers need to set the donation amount to £0.00 in order to proceed without donating.

Separate donations page(s)
It’s also possible to set up one or more donations pages on your website, so that any customers who want to just make a donation without purchasing tickets can do so.

By default we provide a Donations iframe (donations.aspx) which can be embedded into a page on your website – if you speak to your web developer they should be able to help with this.

This page will show all of the Funds set to be available online.

You can also use Fund Attributes to filter this page, which means you can then set up different pages that each only show a single Fund.

For example you might want the donations page in the booking path to only show a single Fund for General Giving, and then set up a separate page which encourages customers to donate to a Support Education Fund. Here’s how you would do this:

  • Add a Fund Attribute in Settings > Attribute Templates called something like Fund Type with a dropdown list of options including Education and General Giving
  • Edit each Fund and choose the relevant option from the Attribute drop-down list for each one
  • Make sure the Display on Web option is ticked for both Funds
  • Set the General Giving Fund to be forced on the way to checkout (either Always or for specific Events depending on how you want it set up)
  • Set the Education Fund to never be forced on the way to checkout

The General Giving Fund will then show up during the booking period while the Education Fund will not.

You can then embed the Donations iframe into a separate page on your website, using an Attribute filter as part of the URL (see this article for more details). Here is what you would need to use in the URL:

/donations.aspx?Attribute_AttributeName=Value of Attribute

Where Attribute Name would be Fund Type.
And Value of Attribute would be Education.

For more information about using Attributes to filter iframes, see this article.

The Pre-Payment Panel
In order to take donations as part of the checkout process in the Sales Interface, you need to have the Pre-Payment Panel displayed – you can turn this on in the Settings Interface under System Config > Basket:



With this switched on you'll see an additional panel in the Basket section of the Sales Interface, which will include a section on donations. This follows the Event Criteria rules as set up in each Fund – so Funds set to only be prompted against certain Events will only show up in the Pre-Payment Panel if you have one or more tickets for a relevant Event in the basket:



Ticket Donations

As well as donations made during the booking process, you can set up Ticket Donations to allow customers to add a donation on top of the price of their tickets. This works by setting up Ticket Donation structures which you can then apply to one or more Instances.


You set up Ticket Donations in the Admin Interface under Pricing > Ticket Donations:



From this screen you can edit, delete or create new Ticket Donations. Click the Add button to create a new Ticket Donation:


  • Name: the name of the Ticket Donation structure. This is for your purposes only, and doesn’t display to the customer
  • Description: this is for you purposes as well, so that you can identify what each Ticket Donation is for
  • Type: you can set the value each Ticket Donation to one of various options
    • Global Fixed Value: a single value regardless of the ticket price
    • Global percentage of ticket price: a percentage of each ticket’s face value
    • This is calculated as a percentage of the original face value, so even if the ticket is subsequently discounted as part of an Offer, the donation will be a percentage of the full face value
  • Custom fixed value: a fixed value, which varies depending on which Sales Channel, Price Band and Type Type is being used
  • Custom percentage: a percentage of each ticket’s face value, depending on the Sales Channel, Price Band and Ticket Type

NOTE: if you choose a custom value for your Ticket Commission you will see a Customise screen which allows you to set different values for each combination of Sales Channel, Price Band and Ticket Type:



Applying Ticket Donations
Once you have created one or more Ticket Donation structures you need to attach them to the Event Instances that you would like them applied to. The easiest point at which to do this is when creating new Events and Instances:



On the Add Event Instances screen there is a tab for Ticket Donations where you can choose which Ticket Donation should apply.

  • Tick the box next to the dropdown list of Ticket Donations
  • Choose which Ticket Donation you want to apply from the list
  • Choose which Fund you want donations to go to

From here you can also create a brand new Ticket Donation structure if necessary.

Adding Donations to Tickets
In the Sales Interface, Ticket Donations need to be added by the Spektrix user.

  • Select an Instance which has a Ticket Donation structure attached, and add one or more tickets into the basket
  • A button labelled Attach donations will appear underneath the tickets in the basket:

  • Clicking this button will attach donations (based on whichever Ticket Donation structure is applying) to each eligible ticket in the basket
  • Alternatively (for example if you only want to attach a donation to one ticket of many), you can select one or more tickets individually and click on the dropdown arrow next to the Reserve button
    • From here you can either Attach donations or Remove attached donations from the selected ticket(s)

Online, if a customer adds an eligible ticket to their basket, then at the point of choosing a Ticket Type they can choose whether or not to add a donation.

When booking for a reserved seating Event, customers will see a Donation checkbox, alongside the value of the donation:



When booking for an unreserved Event, customers will see each available Ticket Type displayed twice – once as standard and once with the donation included in the cost:

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THINGS TO NOTE:

  • Tickets are always added to the basket without donations. If you attach donations and then add more tickets, you will need to attach donations to the extra tickets as well
  • Customers can only give a donation at the set value – it’s not possible to give a higher or lower donation
  • Making any change to a ticket will always remove the donation and prompt you to attach it again – otherwise you might accidentally add more donations than you intend to
  • It’s recommended that when applying Ticket Donations in the Sales Interface you only attach donations once you have finalised the order with the customer

Reporting on Ticket Donations
Donations made as part of a ticket are treated as normal donations by the system. They will show up as a donation to whichever Fund you selected when you attached the Ticket Donation structure to an Instance.

Memberships

If you are claiming Gift Aid through Spektrix, you can claim Gift Aid on (a proportion of) the value of any Memberships you sell. For each Membership that you want to claim Gift Aid on you need to set it to GiftAid Enabled, then set what proportion of the Membership should be considered a donation, and choose which Fund that donation should go to.


For more information on setting up Gift Aid on Memberships please take a look at this article.

Gift Aid

You can use Spektrix to track and claim Gift Aid on donations, whether those donations are made during the purchase process, as Ticket Donations, or as part of Memberships. For more information on how to set Spektrix up to track and claim Gift Aid, please see this article.


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If you have any further questions about donations, Funds, or anything else please don’t hesitate to get in touch with the Support team. 

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