GHD Website Guidbook

Website Guidebook Your Resource for Managing Your Charity Profile and Campaign

TABLE OF CONTENTS

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SIGN IN PAGE..................................................... 4

GOODS LISTINGS.. ........................................... 20

YOUR NONPROFIT DASHBOARD.......................... 5

CUSTOMIZE GOODS LISTINGS..................... 21

SETTING UP YOUR ORGANIZATION’S PROFILE. . .... 6

GOODS PLEDGES....................................... 22

LIVE PROFILE ............................................... 8

RESOURCES..................................................... 23

CHARITY SEARCH FEATURES.......................... 9

DONATION DESIGNATIONS. . ............................ 24

TEAM SETTINGS ............................................... 10

EXTRA FEATURES............................................. 25

SUBSCRIPTION ................................................. 11

ASSIGNED FORMS...................................... 25

CONNECTING TO STRIPE ................................... 12

CHECK ENTRY............................................ 25

STRIPE ACCOUNT SET-UP ............................. 13

MATCH REPORT......................................... 26

COMPANY REPRESENTATIVE ....................... 14

GHD PROGRESS (SETUP PROGRESS).. ............ 26

CREDIT CARD DETAILS ................................ 15

EARLY GIFTS............................................... 26

DONATIONS. . .................................................... 16 INDIVIDUAL DONATIONS............................ 17 VOLUNTEER LISTINGS....................................... 18 VOLUNTEER APPLICANTS............................ 19

NAVIGATION BAR INSTRUCTIONS

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The menu shown on the left side of your screen is the main navigation bar for your Giving Hearts Day organization dashboard. Use this menu to access all tools, resources, settings, and fundraising features.

The instructions that follow will show you exactly where to click within this navigation to complete common Giving Hearts Day tasks.

GHD Registration

SIGN IN PAGE To access your Giving Hearts Day account, you’ll sign in at this link: https://admin.givingheartsday.org/login You will use the username and password you set up when first creating your account. If you don’t remember your password, you can click “Don’t remember your password?” to set a new one.

If you have not participated in Giving Hearts Day before, please reach out to the GHD team at GHDInfo@dakmed.org to set up your account.

If you would like to add more users to your account, you will be able to do so once your organization has been approved.

Instructions for adding team members can be found on the “Team Settings” section on page 8!

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YOUR NONPROFIT DASHBOARD

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Your dashboard offers you a quick glance at upcoming events and resources.

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CALENDAR: A quick view of upcoming events, trainings, and deadlines. Click into the “View Calendar” view for the full calendar and details about events.

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02 VOLUNTEER UPDATES AND NEW & USED GOODS:

Charity Profile Deadline

Displays your volunteer listings and applicants, as well as your goods listings and pledges.

Gift Cards Available

03 GHD QUICK EXPORT:

This feature quickly exports your full Giving Hearts Day donations from previous years.

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04 LINKS:

Quick access to any links you may need throughout the Giving Hearts Day season.

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SETTING UP YOUR ORGANIZATION’S PROFILE 01

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ORGANIZATION DETAILS: This is where you will edit any information that appears on your public profile. You can click “Edit Profile” to begin making changes to your information. The profile will not be published on the website until it is complete, so don’t worry if you aren’t able to fill it all in at once. *Profiles will need to be completed by the profile deadline in the fall. Please refer to your GHD calendar for all deadlines.

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02 LOGO & MISSION:

Begin by filling in your organization’s name, logo, and mission information.

Your logo file may be a JPEG, GIF, TIFF, or PNG. The image will be a square and the system will automatically resize, but not stretch, your logo to fit the square.

03 MEDIA:

Provide visuals of your mission at work using images and a video! You can add up to five images, and one video link (either YouTube or Vimeo).

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SETTING UP YOUR ORGANIZATION’S PROFILE CONT. 01

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FOCUS & SERVICE AREA: Add in your Charity Types, Service Areas, and Keywords to help donors narrow their search. These fields are not required, but we recommend filling them in to help supporters who are looking for specific causes.

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02 MORE INFORMATION:

Fill in the remaining miscellaneous information to help donors find you and get in touch with you.

03 MAKING EDITS:

If you have unsaved changes, you will see this message at the bottom of your screen.

Be sure to select “Save Changes” before closing out of the page.

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04 When your information is filled in, you

can select “Preview” to see how it will be arranged.

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LIVE PROFILE When your profile information is complete, you can request for the GHD team to review the information and have your page go live on the website. You can review the image for an idea of how the information is displayed.

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INFORMATIONAL SIDE: This is where donors learn all about what you do and ways they can connect with you.

02 INTERACTIVE SIDE:

This is where donors can take action by donating, signing up to volunteer, or pledging to give new or used goods.

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CHARITY SEARCH FEATURE The charity search and donate features will operate the same way on the general year-round site and on Giving Hearts Day. • Nine random charities will be profiled for every donor.

The system automatically rotates these charities so every donor is viewing nine random charities.

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Donors can search by Charity Name or Keyword. You can enter in up to 5 keywords under your “Organization Details” tab in Admin to help donors find you.

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Donors can filter by Zip Code.

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Donors can filter by charity type. You can select up to 3 types that best describe your organization’s cause under the “Organization Details” tab in Admin.

When the donor begins typing in the Search box, a list of charities that match the search will appear in alphabetical order.

If a donor searched by Zip Code, charities serving only that zip code will appear first alphabetically, followed by charities that serve the entire state.

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TEAM SETTINGS 01

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Click the “+ New Team Member” button to add an additional user.

will have the ability to give this user 02 You Donation Administrative access, Volunteer Administrative access, or both as a Master Administrator. When you select “Create” the new user will receive an email prompting them to set up their account.

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To make changes to team settings, simply select from the following actions:

03 The envelope icon sends a password reset email to the selected user.

04 The pencil icon allows you to make edits to user settings.

05 The trash can icon removes the selected user from your organization’s team.

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SUBSCRIPTION

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All charities are required to pay for a Giving Hearts Day subscription each year they would like to participate. The deadline to pay is typically in the fall - payments are subject to a late fee if they are not received by the deadline. Please consult the GHD calendar for deadlines.

If you pay by check, Giving Hearts Day staff will update your account to “Paid” status when the check is received.

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If you would like to pay via credit card, you can do so by clicking “+ Add a Card” in the “Card On File” section on the Subscription page. After filling in your card information, you can use this as your payment method for your subscription. You will receive an email receipt once your payment is completed.

Stripe will securely store your credit card information and automatically renew your subscription each year as long as it’s an active credit card. You may remove your card details at any time.

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CONNECTING TO STRIPE Stripe is the secure payment processor used by Giving Hearts Day to collect donations and deposit funds directly into your organization’s bank account.

Your Stripe account must be connected before your organization can receive donations.

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Once connected, donation funds are deposited into your bank account within 24–72 hours after credit card charges are processed.

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To set up your Stripe account, click the “Stripe Connect” tab along the left side of your organization’s page.

02 Once in “Stripe Connect, “ click on the “Connect

with Stripe” button in the Stripe Information box.

Before beginning the setup process, have the following information available:

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1. Organization’s Employer Identification Number (EIN) 2. Bank Routing Number 3. Bank Account Number where Giving Hearts Day donations should be deposited

PRO TIP: All information entered during setup is stored securely by Stripe.

The Giving Hearts Day team does not have access to your Stripe account credentials or banking information.

STRIPE ACCOUNT SET-UP

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This is your Stripe account set-up page.

All organizations are required to set up a Stripe account.

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Select your organization’s country. The default country is the United States.

02 Briefly describe your organization and

indicate that you charge the donor’s card once a donation has been made.

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03 Select your business type. All organizations

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04 Enter the Legal Name of your organization. It

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should select Non-profit.

is important that the Legal Name matches the EIN that you will enter below. This is not the name that will be displayed to donors when they search for your nonprofit, but will be used to verify your EIN.

05 Enter your organization’s EIN (Tax ID) exactly as it is shown in the format above.

06 Enter your organization’s Business Address and Website.

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COMPANY REPRESENTATIVE - STRIPE ACCOUNT SET-UP CONT. Every organization is required to have one company representative tied to their Stripe account. This is to ensure that your organization’s identity can be verified. This is the ONLY person who should have access to your Stripe account. We recommend having a representative from your finance/accounting team be your Stripe representative.

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You can verify your identity through Facebook, LinkedIn, or Google. (This is optional.)

02 Enter your legal name.

03 Enter your date of birth.

04 Enter your Social Security Number.

Completing this process will loop you back to your organization’s Giving Hearts Day administrative profile.

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CREDIT CARD DETAILS - STRIPE ACCOUNT SET-UP CONT. 01

Enter your Business name and Phone associated with your organization.

02 Enter your Bank Routing Number and Bank

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Account Number that you would like donations to be deposited to on Giving Hearts Day.

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Enter the Email and choose a Password for your Stripe account. The Email should be for the individual you identified as your Stripe account representative.

04 Submit your information by clicking the blue

Authorize access to this account button on the bottom.

You are now connected to Stripe in order to receive donations and you will automatically be returned to your Giving Hearts Day account.

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DONATIONS

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All donations you receive are tracked in your “Donations” tab.

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You can narrow your search by using the filters at the top of the page.

02 View additional filtering options by selecting the “Show more filters” tab.

At a glance you can view basic details like: •

Donor name

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Donation type

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Donation amount

PRO TIP: Donors are able to make Giving Hearts Day gifts once Early Giving opens in January. When Early Giving is open, there will be a tab that shows you donations made during this timeframe. View the “Extra Features” Section on page 24 for more information!

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INDIVIDUAL DONATIONS

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Click into individual donations to view further details about them.

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First and foremost, you will see donor information, including name and contact information. This section will be blank for anonymous donors.

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Jane Doe

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Jane Doe janedoe@email.com (123) 456-7890 123 4th St. Fargo, ND 58103

The section below will tell you information about the transaction.

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03 The third box will appear in some cases to show any additional details about the donation such as who the gift is dedicated to.

PRO TIP: You also have the option to check off the “donor thanked” button at the bottom of this section.

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In Honor of John Doe

VOLUNTEER LISTINGS

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Organizations have the opportunity to create ongoing or scheduled volunteer opportunities that will display on their Giving Hearts Day profile.

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This is a general volunteer listing that you can add to your profile to capture people interested in volunteering.

02 To create a new volunteer opportunity, click the “New Opportunity” button.

the prompts to provide information about 03 Follow the volunteer opportunity and to publish it on your public profile.

PRO TIP: You can add individuals from the general volunteer listing to your organization’s email list, or reach out to them individually to get them involved with your mission.

Note: You cannot edit the general listing, but you can disable it if you wish, by using the toggle.

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VOLUNTEER APPLICANTS 01

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You can view volunteer applicants by switching to the “Applicants” toggle in your “Volunteers” section.

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GOODS LISTINGS 01

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This feature allows you to list your need for new or used goods. To show listings on your profile, turn on the visibility toggle.

02 Optional: Complete the “Fulfillment

hours” section for donors to see options for dropping off donations. You can add further details using the “Additional notes” section.

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CUSTOMIZE GOODS LISTINGS 01

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Include wish list links (e.g. Amazon, Target, etc.)

02 Choose up to five search categories to help donors narrow their search

03 List up to ten specific new or used goods that are needed by your organization by selecting the “+ New Listing” button

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GOODS PLEDGES 01

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You can view pledges for goods donations by switching to the “Pledges” toggle in your “Goods” section.

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RESOURCES

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Your Resources page is where you will find downloadable training handouts, logos, templates, and other helpful resources for your Giving Hearts Day planning!

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Use the top navigation bar to quickly access helpful resources, including training materials, marketing tools, links, logos, and more.

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DONATION DESIGNATIONS

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Donation Designations can be used to create a separate mini-fundraiser for things like a building project, specific organization need, and/or a specific program.

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To create a Donation Designation, click on the “+ New Designation” button.

02 Enter the title of your designation.

03 Enter a start and end date, OR select the toggle

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for an ongoing designation.

04 Click “Create Designation” to publish.

05 When donors give to your organization, they will be able to select a donation designation using the dropdown pictured.

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06 You can select any designation you have already

created and edit or deactivate the campaign at any time. The system will save inactive campaigns in order for your organization to reactivate them if needed.

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EXTRA FEATURES

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On the following pages, you will find a list of features that appear in your Admin Portal at certain points of the Giving Hearts Day season, and approximately when you can expect to use them.

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Assigned Forms: Forms are used for Giving Hearts Day registration, which each organization is required to complete for each year they would like to participate. This is typically assigned in the summer.

It may also be used for quick surveys. Master admins will receive an email alert if a form is assigned.

02 GHD Progress (Setup Progress): This box shows

your progress toward your basic Giving Hearts Day requirements: •

Completed and Active Profile

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Connection to Stripe

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Giving Hearts Day Subscription Paid

•

Match and Goal Entered

You will see your progress and be prompted to move to the next step.

PRO TIP: Please refer to the Giving Hearts Day Calendar for important dates, deadlines, campaign milestones, and feature availability throughout the Giving Hearts Day season.

01 Giving Hearts Day Registration

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EXTRA FEATURES CONT. 01

Check Entry: If you receive check donations for Giving Hearts Day, they are added to your total using the check entry. This is typically available in early February, and closes the day after Giving Hearts Day.

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02 Match Report: To fulfill your Giving Hearts Day match

requirement, you’ll need to enter in the amount of match you’ve raised in your “Match Report.” This will show up in your Admin Portal in early December, and closes on the deadline for match. Both your match donors and your overall goal are required fields.

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03 Early Gifts: When Early Giving opens in January, you

will see a progress tracker toward your goal in your dashboard. For each donation received, the system calculates that same amount from your match dollars, and adds it to your progress bar toward the goal you set!

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