Setting up and managing funds in the Giving module

Within ChurchSuite you can easily set up and manage funds to help you distinguish regular giving from special offerings or projects such as building funds. In this way you can also manage "restricted" funds or funds for a designated purpose.

In this article

Setting up your funds
Fund reporting
Managing your funds and promoting them through Donate

Setting up your funds

Go to "Giving" > "Funds" and click the Add fund button at the top of the page.

Give your fund a name, such as "General Church Fund" or "Building Project" and choose a colour, which is used to help visually distinguish each fund's donations throughout the Giving module, including reports.

Top Tip - fund names

If you're using ChurchSuite Donate to receive online donations, it may be helpful to avoid using a fund name like "Regular Giving", as this may confuse givers who wish to make one-off donations; otherwise the user experience in Donate would show "Giving one-off donation of X to Regular Giving", which may seem contradictory in the context.

You can optionally select a brand to be used on fund pages and fund confirmation emails - see the related support article for creating custom brands. Once you have created additional brands, you'll be able to assign a brand to a fund, meaning that the Fund page and any fund-related confirmation emails will follow your chosen branding.

The Show in Donate setting determines whether the fund is visible in ChurchSuite's online giving platform (i.e. for those giving online, perhaps via a link to Donate that you might embed on your website or through the My Giving section of the member-facing My ChurchSuite). In this way, it's possible to create funds that are not visible online within Donate and My ChurchSuite, but to which you can still record donations against within the Giving module.

Similarly, funds set to not Show in Donate can still receive online donations through the fund-specific Fund page that you may wish to share a link selectively in your communications, as long as the fund in question is active. In this way, you can create a fund that is not visible publicly in Donate (e.g. on your website and My ChurchSuite), but the fund is still visible when you distribute the fund page link in your communications.

Next, select whether the Fund is to receive one-off and recurring online donations, or just one-off online donations. For example, there may be instances where, for a particular giving campaign, you only wish givers to make one-off online donations. This setting only affects online donations, and doesn't affect donations manually added or imported to the Giving module by a User.

Next, optionally upload a fund Image and add the fund Description - this image and description will be visible on the Fund page that givers will see when they click the Fund page link you might distribute in your campaign communications.

Finally, further down the Add fund page, you can customise the fund Confirmation email.

When someone makes an online donation a confirmation email is always sent to them confirming the personal data they submitted and details of the donation made. However, it's also possible to further customise the confirmation email to which our 'system-embedded' content is added. In this way you can communicate a fund-specific 'thank you' message and provide your givers with an electronic receipt of their donation. Confirmation emails are logged against the giver's "sent communication", visible on the giver's profile page.

Using Merge Fields you can create a personalised confirmation email. The confirmation email is sent using a branded slimline template and follows the default logo and colour for your church (specified in Administrator > Profile), or that of the fund Brand, if one has been selected.

Save Changes before navigating away from the page. The fund summary page is now shown (see below). You can return to this fund summary at any time. Note also that you can preview the Donation Confirmation email to see a preview of what your givers will see when they receive that donation confirmation. Appended to the email preview, ChurchSuite will add the giver's name, contact details (obfuscated in the email), the date, fund, amount, frequency and the transaction payment reference.

The Go to fund page is a distributable link that you can embed in your website (perhaps in an iFrame), or embed within a campaign communication, perhaps inviting them to give to that specific fund. Click Go to fund page to preview the fund page and ChurchSuite Donate will open in your web browser, styled and branded for your church and just that specific fund (including the fund image and description you entered previously).

When viewing the list of funds in the Funds section of the Giving module, notice how you can easily see at a glance the brand assigned to the fund and the fund visibility. You can also re-order funds, perhaps to have your most commonly used fund first. The fund 'order' is respected in Donate, when a giver makes an online donation, and also in the Giving module, when a user adds new donations.

To re-order funds, click the up/down arrow icon of any fund to open the Reorder page. You can now move funds up or down in the list. Save your changes when you are finished.

When viewing the Funds list within the Giving module, notice the action cog on the right hand side of each fund, providing options to view, edit, archive or delete the selected fund.

You can Archive and active fund if you no longer need it but wish to retain the historical donation data for that fund. So, if you are no longer accepting new donations into a special offering fund, you can archive it, perhaps to use again in the future. Using the View filter you can easily switch between viewing archived and active funds.

Fund reporting

In the Giving module's reports section, both the Donation Total and Gift Aid Donations reports include helpful fund summaries at the top of the report. These summaries will be especially helpful when producing your accounting reports, such as a report for journalling purposes, ensuring each fund's donations and the associated Gift Aid and online giving transactions fees can be posted to the appropriate nominal ledger account.

Managing your funds and promoting them through Donate

When viewing a Fund, you get a visual summary of fund progress showing recent donations on a month-by-month basis.

Top Tip!

The Fund page URL can be used in your "giving" promotional communications or embedded in your website to provide prospective givers with a direct link to your Donate page. Importantly, the link is specific to just that fund - so unlike Donate in My ChurchSuite, which has a default fund and you can optionally select other "Visible in Donate" funds from a drop-down list; here, the fund page link is fund-specific. This makes fund-raising for that mission support project or building campaign even more accessible!

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