Using the system to manage basic fundraising

The system does not have specific features designed solely for fundraising, however there are certain features that can be used to help manage fundraising. This guide will look at the areas of the system that can be setup in relation to fundraising activities.

Managing Collection Tins

If you use volunteers,staff and shops to collect donations on behalf of the organisation you can look at the following options.

Using a project to manage the issue of the collection tin

Project Setup

Below is a basic process chart on issuing Collection Tins.

The first step would be creating a project. and making this available to staff, volunteers and organisation. Below is some example screen shots of the suggested project settings;

Give the project an appropriate name.

File:CollectioTins RAC.PNG

As above you may wish to allow recording of time and travel to monitor resources.

File:CollectioTins Types.PNG

Select the record types for those who may take a Collection Tin.

Using Templates

Using templates will manage the process of issuing, returning and replacing tins. There is two templates that can be used, one for organisations and one for staff/volunteers.

Template to manage Collection Tins left with organisations.

The template has be set up as follows:

…and the stages on the template as follows:

The diagram below displays the workflow of the stages:

When a request to site a new collection tin is received a new referral will be created on the Organisations record and initially this will be set to the default stage for 'New Request'. An outstanding action will appear on the staff member or volunteers action list that is to deliver the tin. From here the template will auto populate as each step is updated. If the tin is permanently returned the 'Ceased' stage will be selected closing the referral/process. In addition to the template an extension database can be used to record the values etc (explained in a later section)

Further option: you could create a new org/person record type called Collection Tins.  Each tin with serial number would be added as a record.  The project could then be set on the 'Types of orgs/people' tab to use an additional organisation (bottom section) with the record type 'Collection Tins' ticked.  The alternate name would be set as Collection Tin and you would want to tick the option 'Tick the box if you want the extra organisation/person to only be associated with 1 open referral at a time.'  In Operational Rules you could set history to be on the receiver and extra org and you will see the details on the Collection Tins history tab.

Template to manage Collection Tins issued to staff and volunteers

The template has be set up as follows:

…and the stages on the template as follows:

The diagram below displays the workflow of the stages:

Setting up an extension database

In order to report and manage the tins you may wish to set up an extension database for the project.

Below is the main setting of the extension database:

Below you will find an example of the fields:

Once complete return to the set up of the Collection Tins project and got to the Additional Data Collection tab to setup up the Extension Database on the project.

The user will be displayed the following screen to enter information about each collection tin:

Report Options

You will be able to use a series of reports to mange the project, the two most useful being:

Progress Interval Report

Extension Database Reports

Using Just an Extension Database to manage Collection Tins

You can have just an extension database to record the details of collection tins, this will not produce reminders on the action list.

Below is the main setting of the extension database:

Below you will find an example of the fields:

The user will be displayed the following screen to enter information about each collection tin:

Report Options

You will be able to use the following report:

Extension Database Reports