Configuration: Fundraising: Programs
- This tutorial will cover how to configure programs.
- Programs represent overarching aspects of your organization’s operations that may be supported by donors, volunteers, events, or through specific membership types, and that community members may interact with through various events and specific benefits. These are generally the services you provide to your constituents and/or what you spend money on/the purpose for which you raise money.
- To configure programs, start by clicking on Programs and Campaigns on the Main Menu to open the programs and campaigns sub-menu and then select Programs.
- The resulting screen will present you with a list of all currently configured programs.
- You can Search you list of Programs using the filter/search box in the upper right hand corner of the screen and sort it by name in ascending or descending order.
You can Edit or Delete any program by clicking the drop down to the right of the program.
- Please Note: You can only delete a program if it is not tied to any donations or events. If it is, you will receive a pop up messaging indicating the program cannot be deleted, only inactivated. Otherwise, if you are able to delete the program, you will see a pop up box asking you to confirm the deletion and then a green validation message confirming the program was deleted. Please Also Note: if you delete a program that has one or more associated child/sub programs, those child/sub programs will also be deleted.
- Programs can have child/sub programs. To view an program's sub-program(s), click the + next to the parent program's name. You will then be able to edit, delete, or inactive the sub-program.
- To deactivate a program option, click on the green check mark icon to the right of the description column.
- A pop up box will appear, asking you to confirm deactivation. Click Okay. The checkmark will turn grey; indicating that the program is no longer active, but not deleted.
- To reactivate a deactivated program, click on the grey icon and confirm the activation in the ensuing pop up box, thus turning the check mark green.
- You can add to by clicking on the Add New Program button in the lower right.
- In the resulting screen provide a unique, descriptive name for this program in the Title field (required).
- Should this be a sub-program of another program, indicate the over-arching program with the Parent Program drop-down.
- In the Start Date (required) and End Date fields specify the date range that this program will be active for your organization. For currently ongoing program with no specific end date, you may leave the End Date field blank.
- Next, if you wish all transactions linked to this program to be linked to a particular Chart of Accounts, select the account with the Chart of Account drop-down (the Chart of Accounts list is configured on Main Menu: Financials: Configurations: Chart of Accounts).
- If you wish all transactions for this program to be linked to a particular Account Class, select the class with the Account Class drop-down (Account Classes is configured on Main Menu: Financials: Configurations: Chart of Accounts).
- If this program is to be available on your public site (for donors to select to earmark donations) (if you have integrated your website with CRM via Pages or WP Plug-In), please mark the “Display on Public Site” check-box.
- Lastly, in the Details section, you may use the editor provided to enter a description of this program that can be pulled later for certain placeholders and online integrations.
- When you have completed entering the programs basic information, click on the Save & Proceed button in the lower right.
- On the Set Fundraising Goal tab, you may specify specific fundraising goals for this program for specific time periods (this screen is optional. If you do not want to set any fundraising goals for this program, click the Next button in the lower right to skip the screen and go to the last tab).
- To create a new fund raising goal, start by indicating the Start Date and End Date for donations to be counted against the goal amount in the blank row at the top of the screen. Next, specify the goal amount in the Goal field, and whether you wish this goal to be shown on your public pages with the “Display On Public Site” checkbox. To save the goal, click the Add button to the right of the goal.
- To edit an existing goal, click on the Edit button to the right of the appropriate entry.
- This will allow you to edit the fields, and when you have completed your changes, click the Save button on the right.To delete a goal, click on the drop-down to the right of the Edit button and click on Delete.
- When you have finished setting your program's fundraising goals, click Next in the lower right to move to the final tab Acknowledgement Set Up.
- Here, you can assign the donation acknowledgement template that will be used for donations, soft credit donors, and tributes made to this Program (rather than donors to this program being assigned your Fund's or general/default acknowledgement template). This page is optional; you do not have to create a special letter template for donations made to this program. If you leave this blank, your donors will simply get your Fund's letter template (if one is assigned) or your default acknowledgement template.
- To assign template, click on the Choose Template button. The resulting screen will display all the acknowledgement template configured in your database. You will see Preview and Select option when you hover over each template.
- Clicking Preview will the ask user the preferred preview output; PDF or Word document.
- You can click on select to assign that template to this program or click on Create New to create a new template from scratch (see our tutorial on working with templates for more information on setting up your donation acknowledgement template).
- When you have finished selecting/configuring your templates, select Save on the bottom right.
- To return to the program list when you have finished configuring the program, click on the Blue Back Arrow in the lower left of the screen.
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