Getting started with the Giving module

Purpose of the module

Welcome to the ChurchSuite Giving module! This module is designed to help organisations manage the donations they receive by any method and the givers who gave them. The Giving module also includes support for Gift Aid reclaims (UK churches) and Tax Deductible donations (North American churches). Through the Giving module you can track levels of stewardship engagement, manage common admin workflows, and communicate and report with ease. This article is designed to provide your finance team with a broad overview of the Giving module's functionality and highlight key features that may be useful to them in their role and to your church.

We encourage you to read this article in full in order to familiarise yourself with the module's key features and customisation options available, and to acquaint yourself with some of the basic concepts and terminology you'll see within the module and our other Giving module support articles.

Giving module features at a glance

  • Create funds against which donations can be assigned
  • Easily add new or import existing and new givers
  • Giver profile pages with everything you need to know about a giver in one view
  • Manage Gift Aid declarations (UK only), upload scanned declarations and store electronically-signed declarations added by a giver through the member-facing My ChurchSuite
  • Categorise givers using Tags
  • Record internal-only notes against givers
  • Use Flows to process givers through your common admin workflows and receive reminders when tasks become due (or overdue!)
  • Easily add or import donations (perhaps from a bank statement) individually or in batches - intuitive functionality that integrates seamlessly into your financial admin processes
  • Receive one-off and recurring online donations by card and direct debit through ChurchSuite's Donate platform, including as part of the Giving module
  • Pledge management functionality
  • Process Gift Aid claims (UK only) and even submit online direct to HMRC in a 'button click', and handle overclaims and refunds
  • Support for tax deductible donations (North America, and other non-UK customers)
  • Communicate with givers by Email and SMS (sending in real time or scheduling communications), or produce address labels
  • Wide range of standard reports, or perform custom reporting using Smart Tags or the Table Generator
  • Perform batch updates of information to multiple givers
  • Archive givers that have moved on from your community, or set them active again if they return
  • Module functionality designed with GDPR best-compliance and accounting standards in mind
  • Givers linked to their Address Book profile can access the 'My ChurchSuite' member-facing platform - designed to promote community engagement, enable people to keep their details up to date, view all your communications in one place and communicate with one another. They can also view their historic donations, add pledges, add Gift Aid declarations (UK only) and make online donations through ChurchSuite Donate
  • Comprehensive 'change logs' to help you stay on top of all the changes being made by your User or members
  • Multi-site support - assign each giver to a site, perhaps where a "site" represents your different communities, projects or locations (e.g. different worshipping locations for church services, or different projects for a charity)
  • Accessible through any browser or via the free iOS or Android "ChurchSuite" app

Overview of the giving module - managing your givers

The Givers section of the Giving is divided into two View sections, each representing the status of the givers whose information you maintain in he module - Active and Archived - use the View selector to switch between them. From the Givers section you can Add giver - perhaps to manually add a new giver - or Import givers if you're ready to begin importing your existing giver data (see the related support articles for further information on both these options).

Navigating around the givers in the module is really simple and intuitive. The Search Bar auto-filters the list of givers as you begin to type a name, bank reference or giver reference, making it easy to locate the person you're looking for.

Clicking the Advanced Search provides additional filtering options - ideal for drilling down into your giver data further or to locate the right list of givers within a large Giving module based on criteria.

A pagination control at the bottom of the list enables you to change the default number of givers per page.

In addition to Users being able to make changes or perform certain actions on individual givers from their profile pages, Batch Actions enable Users to perform tasks for multiple givers at the same time.

Clicking through to a giver's profile page you'll see a comprehensive overview of all their details. Within the Giving module, each giver will have their own giver profile. For givers that also exist as contacts in your church Address Book, their giver profile can be linked to their underlying Address Book contact, meaning that changes made to a contact's details are automatically reflected on the linked giver's profile too. For givers that are not part of your church, and therefore not in your Address Book (e.g. visitors), unlinked giver profiles can also be created - unlinked givers can easily be added to the Address Book later, if you wish.

Profile pages include helpful "action" buttons for common admin tasks like communication, donation statements, or quickly adding a giver to a flow or tag.

Whatever the size of your church or organisation, staying on top of how each giver's data is changing over time and their communication history is really important. ChurchSuite maintains comprehensive Changes and Communication logs throughout the platform and simple reports to help you understand how your data is being updated and by whom.

Duplicate givers are highlighted within the module just where you're working, (there's also a Duplicate givers report) and can easily be merged where they are confirmed as genuine duplicates (or ignored, if they are separate individuals).

Ordinarily a giver profile represents an individual. However, where a giver's donations represent a couple (perhaps where one partner is not working and unable to give in their own name, so they give as a family), the giver profile can be set as a Couple profile. Then either the linked giver's spouse/partner in the Address Book is also linked automatically or an unlinked giver's spouse/partner name can be manually added. And for UK churches only, the Gift Aid split between the couple givers can also be specified. Statements of Donations for couple givers are addressed to both partners.

For organisations transitioning from other finance software, you can easily import your givers into the Giving module from a CSV format file.

ChurchSuite also supports multi-site organisations. In the Giving module givers are assigned to a specific site. Donations made for any fund are reported on by the giver's site. UK multi-site organisations will also produce site-specific Gift Aid claims - possibly with a Small Donations Scheme claim for each site (subject to HMRC site/region rules).

From each giver's profile you can view their Donations history, upload and manage Gift Aid Declarations (UK churches only) and record and manage Pledges. You can easily add notes against a giver - ideal for noting important information.

Churches and charitable organisations can further categorise and group givers within the Giving module using Tags - either using Fixed Tags, to create custom groupings of givers; or with Smart Tags, to identify givers who match a defined list of conditions.

Communication is central to ChurchSuite's functionality and that extends to the communications functionality in the Giving module. From giver profile pages, tags, reports and the module's communication utility page, communicating with just the right individuals or groups of givers is really easy. You can produce labels, envelopes, send an email or SMS, or export giver details to a CSV format file. Giver communication logs are maintained within the module - your confidential financial communications are never surfaced outside of the module.

Module security

You can further secure the Giving module with a module password. This prevents Administrator users, who ordinarily have full access to all modules, from being able to access the Giving module unless they know the module password. In this way you can restrict module access to just your finance team - those who know the module password - if you wish.

To activate the module password, see the instructions provided in the related support article at the end of this article, or click here.

Creating funds

Funds are at the heart of the Giving module - each donation added or imported is assigned to a Fund, so there must be at least one active fund in the module. For example, you might have a "general tithes and offerings" fund, but you can create other funds for other purposes. You might have different funds to distinguish donations made for particular missions or projects or special offerings. Organisations may also use funds to distinguish between restricted, unrestricted and designated donations received, in order to best comply with the giver's wishes when the donation is given.

You can change the order of funds so that your most frequently-used fund(s) are at the top of the list and therefore suggested by default when adding new donations. You can also choose which funds are to be visible in ChurchSuite's online giving Donate platform, so that potential givers can select between your available online funds as appropriate when making a donation. In this way you can exclude certain funds from online giving if you wish.

A great feature of 'Funds' is that each fund has its own public-facing Fund page that can optionally be distributed as a page link in your communications or embedded in your website - ideal for when you want to invite givers to support a particular cause or project (fund). Using a fund page 'locks' Donate to just that one fund, making it really easy for prospective givers to make one-off and recurring donations that are correctly processed back against that fund in your Giving module, without having to select from a list of funds. You can also lock a fund to just one-off donations, or open it up to one-off and recurring donations if you wish. Givers can even 'Gift Aid' their donations (UK churches only) and ChurchSuite will store an electronically-signed, HMRC-approved Gift Aid declaration covering the donation(s) made.

Churches and charitable organisations commonly receive donations by a wide variety of methods - cash, cheque, standing order and envelopes. A large number of charitable organisations have a seen a growing trend in the use of online giving. While not intended to be a replacement for existing giving methods, online giving is growing rapidly as more and more givers find that they can begin the discipline of giving and stewardship in a much more accessible way. ChurchSuite includes an inbuilt online giving platform called Donate. With very little configuration you can easily begin receiving online donations.

There is a small cost associated with online giving - a transaction fee is deducted from the donation at the point of giving, with the net donation being deposited directly into your organisation's bank account. You can receive both one-off and recurring donations via online giving. Givers can easily make one-off or recurring donations, optionally select from your available funds and, for UK charities, Gift Aid their donations, with Gift Aid claimed on the gross donation, even though the organisation receives a "net of fees" amount.

We integrate with two online financial merchants: Stripe* for card donations (also used by ChurchSuite for handling your online event ticket sales and booking charge payments) and GoCardless* for direct debit donations. Customers located in South Africa can use Payfast instead of Stripe. Donations are passed directly from the giver's card provider or bank account into your organisation's designated bank account. Both payment processors accept one-off and recurring donations and have been selected because of their excellent reputation for efficiency and security and, also, for their competitive low fees. Many organisations who use online giving find that the transaction fees are more than offset by the savings in administration and cash handling, and in the overall increase in giving they experience by providing an online giving option.

Online donations are added into the Giving module automatically; either matched to an existing giver's profile (based on the giver's email address) or a new giver profile is created where the giver details are not matched. ChurchSuite also includes reports to help finance teams reconcile gross donations and fees.

For more information about receiving online donations, see the related support article at the end of this article or click here.

SMS giving

Once you've set up the Giving module for receiving online donations, you can also optionally receive donations using the in-built SMS giving functionality.

Using your organisation's existing SMS text integration (e.g. Textlocal, Bulk SMS, Twilio), givers can text a donation to your church's unique SMS number (provided free by the SMS service provider) and they'll receive back a link to your online giving Donate platform, with all their donation details pre-filled. Each SMS giving text received will use one text provider credit (used when the Donate link is texted back to the giver's mobile device). Stripe or GoCardless transaction fees will also apply to donations made by card or direct debit when the subsequent donation is processed.

Like online giving, SMS giving is intended to provide another accessible way for prospective givers to be able to participate in giving to your causes, meaning givers can respond in the moment, even if they don't have their wallet or purse on them. Note that ChurchSuite's SMS giving workflows do not charge donations against the giver's mobile phone bill - instead the "SMS giving" workflow directs the giver through to Donate, where funds, giving method, amount, frequency, date and Gift Aid details can be specified. For more information about setting up SMS giving for your organisation, see the related support article at the end of this article, or click here.

Recording donations

While online donations processed through Donate are automatically recorded into the Giving module against the appropriate giver profile, you can just as easily add or import donations by other methods too...

For UK organisations, each donation's Gift Aid status is automatically determined by the presence of underlying Gift Aid declaration. For North American organisations, each donation's tax deductible status is correctly set based on the fund the donation is assigned to. In both cases, you also have the option to override the default Gift Aid/tax deductible status of a donation.

When importing donations, perhaps from a bank statement, you'll assign donations to their appropriate giver. ChurchSuite will "learn" the imported bank statement giver references so that for future imports, the correct giver will be auto-suggested as part of the import process. Multiple bank references can be recorded for each giver, catering for those givers who might give through different bank accounts for different purposes.

Claiming Gift Aid (UK organisations only)

As mentioned in the previous section, ChurchSuite maintains an up to date Gift Aid status against all donations in the Giving module - not claimable, unclaimed, claimed, override, overclaimed and refunded - which is dependent on the presence of a valid Gift Aid declaration. You can even process Gift Aid overclaims and refunds where there are changes in a giver's Gift Aid circumstances, or where a user error has resulted in Gift Aid being claimed on a donation by mistake and needs to be corrected and/or refunded to HMRC.

You can easily run a Gift Aid claim in the Giving module and even submit the claim online to HMRC.

An intuitive claims process takes the User through each stage of producing a new claim, reviewing and completing the claim (including highlighting common issues, such as missing addresses required for Gift Aid), and then to either download the claim file for manual submission to HMRC, or to upload automatically using HMRC online. The donation status of claimed donations is automatically updated as part of the process, so you can distinguished claimed and unclaimed donations at any time.

The Giving module includes comprehensive Gift Aid reporting, to enable your finance team to filter reports of claimable or non-claimable donations, or perhaps those that have been claimed, unclaimed or overclaimed.

Produce statements of donations for your givers

ChurchSuite enables you to easily produce statements of donations that can be printed or emailed direct to each giver, saving postage costs. Module settings enable organisations to add custom content into the body of the statement, perhaps a note of thanks for people's support, or that all-important "Tax Exemption" notice that North American non-profits have to include in their statements to comply with filing requirements.

In addition to providing printed or emailed statements, givers can also view a full history of their donations in the My Giving section within the member-facing My ChurchSuite platform.

Reports

Like all the other ChurchSuite modules, the Giving module includes a suite of helpful reports for finance team and treasurers. The list of available reports is divided in to sections relating to Donate, Data Cleansing, Declarations (UK only), Donations and Givers and Pledges. Each report has a range of contextual filters and printing/export options. You can also easily assign a tag to, or communicate with, the givers matched in the report's results.

For example, the following Recent Changes report shows a list of all changes made to your donations, including details of the change that was made, by whom and when, helpfully providing an audit trail of user activity within the module.

Module settings

Before adding or importing data to the Giving module, we recommend that you first review the module's settings to make sure the module is customised to suit your church or organisation's needs. Some features will not be accessible until they are configured or enabled. For example, you will not be able to use ChurchSuite Donate until the Donate Options are set and the card/direct debit integrations are completed.

Accessing the module's settings is done via the cogwheels icon in the top-right corner of the module. This option is only available to those Users with at least Manage-level user permissions or Administrators.

The Giving module's settings are divided into 3 sections, each controlling different areas of the module's functionality across each part of the ChurchSuite ecosystem. Changes made here affect all Users of the module. Remember to Save your changes before navigating away from the module settings.

On the Module Options tab, in addition to in-built Donation Methods, add any additional custom donation "methods" by which your church receives donations. Then, when recording donations, you'll be able to select the appropriate method that the donation was given by. For more information about custom donation methods, see the related support article at the end of this article.

You can optionally set whether new Givers added to the module are assigned to a particular Tag, perhaps for the purposes of easily identifying and following up with new givers. Tags are a great way to create custom groupings of givers within the Giving module - especially for communication purposes where you may wish to direct your messages to particular groupings (tags) of givers, and for filtering reports. For more information about tags, see the related support article at the end of this article.

If your church produces annual Statements of Donations, add any optional custom message that should be added to the statement - the message will be shown on both emailed and printed statements. For more information about producing giving statements, see the related support article at the end of this article.

For UK churches, you can enter your organisation's HMRC Gift Aid Online information. Entering the information here will save you having to enter the details each time you submit a Gift Aid claim online. Be careful to enter exactly the right information in the correct fields. Do not confuse the Charity ID (issued by HMRC) and the Registered Charity Number (issued by the Charities Commission for your Regulator). The User ID and Password are those issued by HMRC, not your ChurchSuite user login details - and the Charities Online password is the one you use when you registered for an HMRC online account. For more information about reclaiming Gift Aid using ChurchSuite, see the related support article at the end of this article.

For more information about the My ChurchSuite settings tab and the Donate settings tab, see the related support articles at the end of this article.

Next steps...

In order to explore many of the Giving module's features and functionality you'll need to add or import some data. It's easy to do, or the ChurchSuite Support team can import your data for you. See the related support articles at the end of this article for further details.

Got a question?

You’ll find the answers to most questions in our support articles - they're all available through the Support beacon located in the bottom-right corner of each page in the Giving module - just search by topic, phrase or keyword. You can also access the Support Article library on our website. And if you still can't find something you're looking for, click to get in touch with one of the ChurchSuite team - we’re happy to help!

Still need help? Contact ChurchSuite Contact ChurchSuite