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Setting Up Funds and Donations

Rachael Norris
Rachael Norris
  • Updated

In this article we’ll walk you through how to set up Funds and Donations.

We’ll cover how to tailor your Donation ask using Event Criteria and Customer Eligibility.

This article includes the following:

Before starting to set up Funds and Donations, make sure you’re familiar with:

 

Setting up Funds

To accept Donations, you’ll first need to set up at least one Fund. Funds are built and managed in the Admin Interface > Other > Funds.

REMINDER: You’ll need the General Administrator User Role to access the Admin Interface.

To create a new fund select the Add button on the bottom right. 

 

Basic Details

Work through the Basic Details tab and input the following information:

  • Name - enter a unique name. If you choose to make this Fund visible on the web, end customers will be able to see this name. Funds that will be visible online should have a name that serves as a call to action such as “Support Us” or “Donate Now”. Funds which you don’t intend to make visible on the web can be named for internal purposes. 
  • Code - enter an Account Code. This is optional and can be used for internal financial reporting purposes. You might want to reach out to your accounting team to decide on different codes for different Funds.

TIP: You might want to set up multiple Funds which are for the same purpose but which target different users with different asks. To manage this you can use Accounting Codes to flag to your finance department that all donations made to these Funds can be used for the same purpose.

  • Description - add more details about this Fund and what it will be used for. For Funds visible on the website, this will appear online to your customers. For Funds not visible on the website, the description is for internal communication only. 
  • Display on web - check this box to make this Fund available on your website. Leave this box unchecked to keep this Fund for internal purposes only.
  • Active - check this box to make the Fund active. Only active Funds can be made visible to customers online. Funds cannot be deleted, but you can uncheck this box to deactivate the Fund.

TIP: All Funds which are made inactive can be viewed and searched for by checking the View inactive box on the Funds page of the Admin Interface.

  • Default Campaign - if you use the Opportunities Interface, then you also have the option to add a default Campaign. Adding a default Campaign will help you track Donations and Memberships made to this Fund and report on them against your Campaign targets.

REMINDER: If you’re using the Opportunities Interface and assign a Donation to an Opportunity, the Opportunity’s campaign will override the Default Campaign assigned on the Fund.

  • Custom Attributes - any Custom Attributes you have on your system will appear below Default Campaign. Using Custom Attributes on Funds can allow you to input more information and can be used to power certain elements of Web Integration. For example, you can use a Custom Attribute to choose what Confirmation Text you’d like pulled through to your confirmation emails. 

Once you are happy with the information you have entered, click Next to move on to the Event Criteria tab.

 

Event Criteria

Next, choose the Event Criteria which will determine when customers are prompted to donate to this Fund.

 

Under the option Force on way to checkout you can choose from the following:

  • Never will never prompt this Fund at checkout. 
  • Always will always prompt this Fund at checkout for every Event. 
  • For specific events will allow you to choose to prompt this Fund on specific Events and Instances.

If you choose For specific events you can then drag and drop Metrics into the Drop Criteria here box. This works in the same way as Criteria Sets, meaning you can layer Metrics using the AND, OR and NOT rules.

TIP: Uncheck the Only show commonly used criteria check box to see the full selection of criteria.

  • In this example the Event Criteria will only display the Fund on Events and Instances which:

    • Have the Custom Event Attribute of ‘Musical’ AND…
    • The Seating Plan ‘Shakespeare Playhouse’ AND…
    • A start date between 1 May and 31 August.

Once you are happy with your Event Criteria, click Next to move on to setting Customer Criteria.


Customer Criteria

You can use Customer Criteria to choose which customers the Fund is displayed to. 

You can choose to include or exclude customers based on things like Tags and Memberships.

Depending on the way you process a donation, the Customer Criteria will display differently.

  • When a customer processes a Donation online, the Donations which they are eligible for will only display after they have logged in. If you have a separate donations page on your website, it will display all available Funds to customers by default.

  • When processing a transaction in the Sales Interface and you have the Pre-Payment Panel enabled, all available Funds will show by default until you add a customer into the basket. Once a Customer Record is attached to an Order, the Pre-Payment Panel will change to only show Funds which that customer is eligible to donate to. You can find all active Funds in Other > Donations which will always display regardless of customer eligibility.

Next, choose how this Fund will be displayed to customers in the checkout flow:

Under the option Force on way to checkout you can choose from the following:

  • Always will always display this Fund to every customer. 
  • For specific customers will let you decide which customers are prompted to donate to the Fund.

If you choose For specific customers you can then drag and drop Metrics into the Drop Criteria here box. This works in the same way as Customer Lists, meaning you can layer Metrics using the AND, OR and NOT rules.

  • In this example the Customer Criteria will only display the Fund to customers who:

    • Do not have a ‘Gold’ Membership or…
    • Do not have the Tag ‘Big Donor’

Click Next to move on to set a default amount for this Fund.

 

Default Amount

By setting a Default Amount you can adjust your Donation ask based on the value of the basket/cart. 

The value is calculated from tickets, Merchandise Items, and Memberships in the current order. Gift Vouchers and other donations do not contribute towards this value.

You can leave this section empty or have multiple Default Amounts. To add a new Default Amount click Add. To edit an existing Default Amount, click the blue pencil icon.

  • Basket value -  set this number as the minimum value which must be in a customer’s basket. Once a customer’s basket reaches this minimum value the system will display a donation ask of the corresponding default amount. 
  • Default Amount - set this number to the value of Donation the customer is prompted to give when the basket value is reached. If you leave the Default Amount blank, customers can enter a Donation value themselves.

REMINDER: The customer can edit the value of the Donation as they please. They are not required to give the default amount.

  • In this example, the Fund will prompt customers to donate:

    • £2 if there is between £0 and £50 in the basket
    • £5 if there is between £50 and £100 in the basket
    • £10 if there is between £100 and £200 in the basket
    • £20 if there is £200 and above in the basket

 

Press OK and save the fund.

Once your Fund is set up, you can take a look at it in the Sales Interface > Other > Donations.

 

If you are an Opportunities Interface user, you can also view Funds in the Opportunities Interface. 

 

Further Reading

Now that we’ve covered how to set up Funds and Donations, to learn more about how you can register Donations to your organisation, take a look at Processing Donations.

The following articles are a good place to learn more about setting up Event and Customer Criteria for Funds and Donations. 

Discover more in the Customer Loyalty and Fundraising section on the Support Centre.