For seasonal community send projects (such as shalach manot, Purim baskets, Rosh Hashanah gifts, or Leah grams, or cards for any occasion), you can use your website for online registration and payment! The set-up of this seasonal project customizes the following hybrid areas of your system:
- Online Contribution Page
- Complex Pricing (Price Set)
Begin by planning your page. Here are some good questions to ask:
- What payment options will I allow: Credit Card, ACH or Pay Later?
Depending on if you have a payment processor within your jManage database, you can enable your online contribution page to accept credit card payments, ACH payments or bill me (pay later) donations, or offer all options for the user to decide their payment method.
- What financial type(s) will be used to categorize contributions received via this page?
For each contribution page you will have to decide on a default financial type where the money from the online donation page will be allocated in your back office. You can specify more than 1 financial type since you are using complex pricing (price sets).
- Who (members? only some members?) will be able to receive baskets/cards?
You will need to create a group of contacts (they MUST have a contact record in your database) that donors will choose to send their basket/card to. Plan ahead as to who you'd like to be included in the "receive" group you'll create.
- What non-financial data do you want to capture from your donors and contributors?
The only field required by your database to process a contribution is an email address, but typically you will want to collect additional contact information for the contributor. This could be their first name, last name, phone number, favorite color, best time to call, etc. You add these fields to what is called a "profile". See other documentation how to create a profile and custom fields (e.g. favorite color) within your profile.
- Do you want to allow people to donate in honor or in memory of someone?
If so, you can use the in-built "in honor of" checkbox on the "info & settings" (step 1) of the contribution page configuration. Or, you can use the profile called Tributes for more extensive field offerings.
- Do you want to enable the Tell a Friend feature?
This encourages donors to forward the contribution page link (URL) to friends, which can help to spread your message through their social networks.
Once you have resolved all of these questions, you can create your contribution page. The options and settings you choose should map clearly to the answers you gave.
First, create a group of members/contacts who will be listed as able to receive baskets/cards.
OPTION 1: REGULAR GROUP
Go to your back office: Contacts/ New Group. Create the group name that is IDENTICAL to your title for your contribution page. The title MUST have the wording "Community Send" in it. Lastly, add contacts to your group.
Example Group Name: "Community Send of Purim Baskets"
OPTION 2: SMART GROUP
If you'd like all members to be able to receive baskets/cards (or some other criteria) go to Search/Adv Search and filter on all members (membership row, choose "all members" radio button, click search). From the results screen, you can click the action "create a smart group" and create a new group with the IDENTICAL name as the title of your contribution page. Remember, the name must have the words "community send" somewhere in the title.
Next, create complex pricing for your contribution page using a price set. Go to Finances/ New Price Set. Name the price set whatever you'd like. Make sure the price set is "used for" Contributions. Add the following fields within the price set:
FIELD A: Input Field Type "Text / Numeric Quantity": This is very important and a required step for your page to work correctly. Make sure the field that is first in your price set has the input type of "Text / Numeric Quantity". It will look something like this (see above ^).
FIELD B, C, etc: you can add more fields to the price set as you see fit. For more basics on price set set-up CLICK HERE.
If you would like your constituents to be able to give a gift to your entire community, just create a price set field called "Entire Community" and add a price for that option. You MUST use the words "Entire Community" as that will automatically trigger a gift/basket purchase for everyone listed.
Create a new contribution page. READ HERE for detailed steps on how to configure your contribution page. Your contribution page MUST have the wording "community send" somewhere in the title to work correctly. Some examples include:
EXAMPLE 1: "Community Send of Purim Baskets"
EXAMPLE 2: Leah Gram Community Send of Birthday Cards
EXAMPLE 3: Leah Gram Community Send of Anniversary Cards
Now its time to test your contribution page. Find the contribution page by going to your "info" tab and finding the link at the bottom of this configuration page. Or, at the top of the contribution page set-up, you'll see a box titled "contribution page links. Here you'll have the choice to add a new contribution via the back office for this page, complete a test contribution, or complete a live self-service contribution.
PUBLICIZING YOUR PAGE
OPTION 1: You can add the contribution page URL to your front end website as a hyperlink within a page or as a menu item. Find the live page URL to publish by going to the "Info" tab of your contribution page. You'll see the URL for the page once you've complete the contribution page and would like to publicize your page.
OPTION 2: Send an email (such as a a mass email to all your members) with a personalized hyperlink to the contribution page you created. This makes it very easy for people to place their order because they will not need to retype their name, email, or other information when placing their order online. To do this, use the usual email tools within your jManage database. While composing your email, click "Insert Tokens". (After clicking "Insert Tokens", there are options for all your contribution pages)
OPTION 3: Send hard-copy communication with the hyperlink to the contribution page. Use the "Create PDF Letter" action within your database.
Congratulations! You have completed the set-up, testing and publication of your online contribution page. Now as you have people begin to donate online using your new page, you'll need to know how to report on contributions coming in from this and other contribution pages. To report on the page, you have a few options.
OPTION 1: (Recommended) Community Send Search
From the back office menu Search/Custom Searches/ Community Send, you can use this search to find contributions made via your contribution page. This search allows for several filters, such as payment date and contribution page.
OPTION 2: Manage Contribution Page report
From your back office menu Finances/ Manage Contributions, you can find your particular page in question. On the right-hand side of the page, you'll see the link "Contributions". From here, you can see contributions coming in through this page Current Month-To-Date, Fiscal Year-To-Date, or Cumulative.
OPTION 3: Custom Search "Find Contributions that use PriceSets"
For your contribution page, you can use the custom search called "Find Contributions that use PriceSets". To find this search, go to back office menu: Search/ Custom Searches/ Find Contributions that use PriceSets
FOR CONSTITUENTS WHO CALL THE OFFICE OR MAIL IN A FORM:
For those who receive Community Send responses via paper mail or phone call, there is now an option to record those contributions for the giver. Go to the giver's contact record in your database and click on the tab that says "Shalach Manot/Leah Grams." Click on the button "Community Send Purim Baskets." Then, you will be able to fill out the contribution page on behalf of the giver.
In addition, if you are using a paper system as well as an online contribution page, there are now mail merge tokens for birthdays (name and date of birth) and anniversaries (couple and anniversary date) which will allow you to merge those details into a pdf letter or email. The tokens are "birthdays this month (of members)," "birthdays next month (of members)," "birthdays two months from now (of members)," "anniversaries this month (of members)," "anniversaries next month (of members)," "anniversaries two months from now (of members)."