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How to Accept Donations and Manage Donors on Gigit

Gigit makes accepting donations and managing donors easy and best of all, its free!
  • Gigit
  • 20 mins
  • March 31, 2021
Article

gigit-platform-accept-donationsIn the non-profit space, donations and donor management are everything. From accepting and processing funds to stewarding donor relationships and managing donor
information, the success of any fundraising organization lies firmly in great donor and donation management.

But donor and donation management software and CRM systems are two of the most costly elements for fundraising organizations. Even large foundations must add a significant annual amount to budget lines for it and, for the majority of smaller non-profits, the cost is simply prohibitive.

 In addition, these programs generally stand alone. While modules for other operations management can be purchased in addition – such as for peer-to-peer fundraising – it’s yet another cost that many organizations just can’t afford.

 Cost and siloed software creates a series of problems for organizations when it comes to data management and a clear line of sight to the information that’s most important about the activity of your donor database – not to mention your volunteers, fundraisers, and other engaged individuals.

 Gigit solves all of these issues.

By providing a world-class operational management system that replaces every other software or platform you currently pay to use – for free – Gigit provides both the cohesive data from donations, donor management, and a CRM system combined, and the balance of the management tools organizations require to see fundraising and operational success – in one place.

You can book a demo for yourself – and as many colleagues as you’d like to invite – to see how Gigit works anytime, but here’s an overview of Gigit’s donor and donations management to get you started.

 

1. Getting Started

Click on “Accept Donations” on the Gigit App. You will be prompted to sign in or create an account with your name, display name, email, and password.
 
Once you have signed in to Gigit, you will be taken to the Accept Donations page. The first step is to associate the donations with a group. You may either direct donations to an existing group or create a new one. You can choose an existing group by clicking “Existing Group”. This will open a field dropdown menu. You can select one of the choices from the dropdown.
 
Click on the group you wish to receive the donations and click “Next.” At any time during this process, you can also click “Back” to return to the previous screen.
 
You can link donations to a new group by clicking on “Create New Group.” Many of Gigit’s functions are dependent on groups.
 
 

2. Connect to Stripe

All payments made through Gigit are processed by Stripe. Once you have selected a group, the next page will prompt you to connect the group to a Stripe account. You may skip this step for now if you wish, but no donations will be collected until you have connected a Stripe account.

Click on “Connect or Add Stripe Account” to proceed. This will take you off of Gigit to Stripe’s site where you will be prompted to enter an email. Stripe will automatically detect if there is a Stripe account associated with this email. If not, it will prompt you to create one. You will need the following information to successfully create a Stripe account:

  • Name (the name of the organization or individual)
  • Legal Name (the legal name of the organization, as distinct from its operating name)
  • Address
  • Contact phone or email
  • Bank information, including transaction, institution, and account number 

Once the Stripe account is created or connected, you will be returned to Gigit. Click “Finish” to proceed.

 

3. Donor and Donations Management

Picture6pngYou are now on the page of the Group that will receive the donations. From here, you have a number of options for managing and tracking donations as well as communicating with donors and automatically issuing tax receipts.

Note that the “Donate” button is now active. It is located on the left-hand side of the page.

As of now, you are ready to start accepting donations! You can link to this page from your organization’s website, share it on social media, and include it in all of your campaigns.

 Next, we’ll go over some of Gigit’s advanced functionality for managing donors and donations.

Manage Settings

Picture7Click the “Manage” button at the top-right corner of the cover photo on your group page. This will take you to a new page showing progress on the group functions that can be managed from this screen and which tasks must be completed for full functionality.

To access donor management, click on “Donors” under “Manage” on the left-hand menu. This will take you to the Donors management screen.

You will see a list of everyone who has donated to the group in the past. The report includes the donor's name, the number of donations they have made, the amount donated, and the date of their last donation. You can search these donors using the search box at the top of the screen. You will also see two buttons labeled “Add Donor” and “Export.” We’ll take a look at those functions next.

Picture8

Add Donors

Gigit makes adding individual donors fast and easy. Click on the "Add Donor" button and a window will open that allows you to input their information. Some of these fields are optional, but some are required. Here is a list of the required fields:

  • First Name
  • Last Name
  • Email
  • Street Address
  • City
  • State/Province
  • Country
  • Postal Code

Once you have entered the information, click “Finish” to add the donor record. The new donor will now appear in the group’s list of donors.

 While this works for individual donors, it can be tedious if you have to add hundreds or thousands of existing donors. Gigit offers a data migration process, free of charge, to organizations who wish to import their entire donor list. Schedule a meeting with a Gigit team member to discover how we can migrate all of your existing fields to the Gigit platform. You can schedule this meeting using: https://www.gigitmarketplace.com/book-a-data-migration

Or by visiting gigitmarketplace.com, choosing the Contact Us page, scrolling down, and clicking the button to book a Data Migration meeting.

Donor Communications and Management

 The Gigit platform offers powerful tools for communicating with your donors and managing donations. Clicking on the listing of any donor will open a truncated version of their profile showing their contact information and a link to their full profile. Scroll down to see analytics on that particular donor, including Total Donations, Lifetime Donation, Average Donation, Largest Donation, First Donation, and Last Donation. Click the donor again to close this view.

 You can communicate with individual donors directly from the Donor Management page. Hover over the three dots at the right of every donor listing to bring up communication options. These are:  

  • Message: Clicking here will open Gigit’s instant messenger on the right side of the screen. This will show you all of the instant messenger conversations you have conducted on Gigit. To send a new message, click the plus sign at the top right. This will open a new messenger window, allowing you to send instant messages to one or more donors. Click on the icon of a word bubble with three dots at the top right to open or close the Gigit instant messenger. This functionality is available across Gigit.
  • Email: This option allows you to send emails to individual donors. Clicking the button will open a new email with your email address and the donor’s automatically filled in. The system will prompt you to indicate which email program you are using if you have not already done so. Gigit allows you to manage and track all emails sent from within the system.
  • View Profile: Clicking here will take you to the donor’s complete profile.

 Export Donor List

Gigit enables you to export your entire donor list as a csv file. This allows you to easily and quickly import your entire donor list into other contact management programs, such as Mailchimp or Constant Contact.

Manually Add Donations

There may be situations where you wish to manually add donations. For example, a donor may have handed you a cheque at an event or through the mail, or they may have donated through a system that is not connected to Gigit. Gigit enables you to quickly and easily add donations manually.

It is important to note that this is not a transaction process. No money changes hands and no processing fees are charged for this. It is simply a method of logging donations that you have received in cases where they’re not automatically logged by Gigit. You can still issue the donor a tax receipt if you’re set up to do so.

 Picture9First, navigate to the Donors screen by selecting a Group, clicking the “Manage” button on the top right, and then selecting “Donors” under “Manage” in the menu on the left-hand side of the page.

 Click on a donor to bring up their truncated profile and click “Add Donation.”

This will open the “Add Donation” window, allowing you to fill in the required information. Note that this window is the same as the one that will open if someone clicks “Donate” on your group page. In the section marked “Your Information,” make sure to fill in the donor’s information rather than your own.

First, fill in the donation amount. You can choose from the preset amounts depicted in the buttons, or use the text box to enter an amount. The preset amounts automatically default to $25, $50, $100, $250, and $500. You can configure these to whatever amounts are most suitable to your organization. See “Configuring Donor Management Settings” below for more information on how to do this.

Once you have entered the amount, you must enter the donor’s information, including name, contact information, and any additional comments you wish to include. Directly below the donor information, you will find a check box that allows you to make the donation anonymously if the donor has requested that you do so.

Next, you have the option to dedicate the donation. This is a completely optional part of the process. Donations can be dedicated “In Honour Of...” or in “In Memory Of…” Both options effectively work exactly the same. Click on one, and Gigit will prompt you to enter the following information:

  • Honoree's First Name
  • Honoree's Last Name
  • Recipient's First Name
  • Recipient's Last Name
  • Recipient's Email

The system also allows you to add a communication to the recipient, such as a thank you message.

 Next, choose the type of payment: cash or cheque. Credit cards will also be displayed if payment processing through Stripe has been linked to this particular group.

 Finally, enter all of the required billing information (name, address, etc.) and click the “Donate Now” button on the right-hand side. This will automatically update the group’s fundraising total as well as updating the donor’s entry on your group page.

Managing Transactions

 Gigit allows you to see and manage all transactions from a single page. Navigate to the Donors screen by selecting a Group and click the “Manage” button on the top right. Next, select “Transactions” under “Manage” in the menu on the left-hand side of the page. This will bring you to the Transactions page.

 The Transactions page displays all of a group’s transactions, sorted by type: Donations, Store Purchases, Gig Payments, and Auction Payments. Clicking on one of these headings will show you all of the transactions of that type that have been conducted through Gigit. It will also display any transactions that you have entered manually.

 For now, we’ll just look at the Donations section. Click on “Donations” in the top bar to bring up the list of donations.

The information displayed includes the Donor, Amount, Tax Receipt Status, Type, and Date. The view defaults to one-time donations, listing all of the donations received to date. You can switch the view to show only recurring donations using the buttons at the upper right. Note that recurring donations will also appear in the list of one-time donations.

Picture10

The Transactions page allows you to see if tax receipts are pending or sent, and also allows you to send them from within the page.

Clicking on the 3 dots on the individual donation record will allow you to add, edit, and send thank you messages, view, and re-issue receipts, as well as issue refunds when necessary.

Transaction records for all events will be displayed in this view, but you cannot sort them by event. Event-specific records are available via that event’s page. Navigate to the Group page first by selecting it from the “My Groups” dropdown menu at the top of the page. Once you have landed on the group page, click the “Events” tab under the group’s cover photo. Click on the specific event, then select “Transactions” under “Manage” on the left-hand menu. This will show you all of the transactions associated with that event.

Picture11How to Issue Automatic Tax Receipts

 Gigit offers registered charities options when it comes to issuing tax receipts. You can configure settings to automatically email tax receipts to eligible donors, or you can retain complete control by doing the entire process manually.

 Click the “Manage” button at the top-right corner of the cover photo on your group page. This will take you to a new page showing progress on the group functions that can be managed from this screen. Scroll down until you see the section for Tax Receipts.

This report shows the percentage of tasks that have been successfully accomplished as well as a list of tasks that must still be done. There are seven tasks associated with sending automatic tax receipts:

  • Location
  • Charity ID
  • Signature
  • Logo
  • Thank you message
  • Switch on Auto Thank you messages
  • Switch on Auto Send Tax Receipts

Picture12These tasks must be completed before you can issue automatic tax receipts. Note that you can set up this functionality at any time. This is for situations where you’re ready to collect donations, but do not yet have the required information to issue tax receipts, such as an official Charity ID. 

To enable automatic sending of tax receipts, click “Settings” under “Setup” in the left-hand menu.

Now scroll down until you see “Charitable Tax Receipts.” From there, you can alter settings and update information that will allow the system to automatically send these receipts to qualified donors.

  • Logo: Your logo will show on all receipts. This will default to your Group logo, but you can also insert a different logo here if you wish. Simply click on the heading to change the default logo. Click "Change Logo" when done.
  • Auto Send Charitable Tax Receipts: You must turn this toggle switch to "On" to automate issuing tax receipts. Note that the system will give you an error message if you do not have all the required information filled in yet.
  • Location: You must select an issuing location. You can do this either by selecting from addresses already associated with your group in the dropdown.
  • Legal Name: Insert the legal name of your charity. Please ensure that this is the legal name rather than the operating name. Click "Update" when complete. 
  • Charity ID: Insert your official Charity ID here. The system will not allow you to automatically send tax receipts without this ID. Click "Update" when complete.
  • Signature: This space allows you to enter a signature for the issuing officer of your organization. You can either draw the signature using the built-in tool or upload an existing image. You must also fill in the issuing officer's name and official title with the organization. Click "Update" when complete.

Make sure the toggle switch for "Auto Send Charitable Tax Receipts" is set to "on" and you're ready to go!

How to Configure Donor Management Settings

Donor and donation settings are accessed via your Group page. Select a Group, then click the “Manage” button at the top-right corner of the cover photo. Next, select “Settings” under “Setup” on the left-hand menu. This will take you to a page where you can manage all of your group’s settings. For now, scroll down until you see “Donations.” This is where we will manage the various settings for collecting and processing donations.

Most of the settings for donations are simple toggle switches. You simply click on the switch to turn the function on or off. A few of the settings require you to input information. We’ll go through them in the order they appear on your screen.

Accepting Donations: You can turn donation functionality off and on at any time by clicking this toggle switch. It is set to "on" by default.

Allow Monthly Donations: This toggle switch gives you the option to disable monthly donations. Normally, the Gigit platform allows donors to make monthly, recurring donations to their chosen charities and nonprofit organizations. You can turn this functionality off here.

Present Donation Amounts: Gigit will display five preset donation amounts on your donation page. You can change the preset amounts here or leave them at their default settings.

Allow Pledges: This toggle switch defaults to "on" and allows your donors to make annual pledges to your organization. Turn this off if you wish to disable this feature.

Show Tip: Gigit does not charge transaction fees. Payment processing fees are charged by the vendor, Stripe. The tip option gives your donors the option of tipping Gigit, ensuring the service remains free to all. The tip option is set to "on" by default. You can turn it off here. If the tip option is removed, Gigit will instead charge 4% fees on donations.

Thank You Message: Clicking here will open a text editor where you can create and save thank you messages to be sent to donors automatically.   

Auto Send Thank You Messages: This toggle switch defaults to "on." You can disable this function here if you do not wish Gigit to automatically send thank you messages to your donors.

 

To learn more about Gigit, and about managing donors and donations on Gigit, book a demo or visit Gigit online at www.gigitmarketplace.com

 


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