Events with Donation

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The Events with Donation enhancement allows organizations to collect donations from constituents while they are registering for an event. The donation dollars stay separate from the event dollars on the back end, allowing the campaign admin to see the donation dollars that came in through the event in their existing campaign exports.  The donation that is collected is tied to a specific campaign and inherits all of the configurations of that campaign with the option to edit the configurations.

The Event Admin will simply add the new donation category to any commerce or non-commerce event and associate the category to an existing campaign.  The option to add the donation category will be available for the following:

  • Legacy RSVP Events
  • Legacy Ticketed Events
  • Form Driven Registration Events
  • Fee-Driven Registration Events
  • Activity-Driven Registration Events
  • Simple RSVP Registration Events

NOTEIf the Event is using a hosted processor, the donation category will not be available to add to the Event.

Clients may choose to associate these donations with an existing campaign or you may decide to associate these donations with a new campaign you create.  Either way, the donation category will allow the end user to include a donation amount when registering for the event.  The user would enter their credit card one time, but the card would be processed two separate times: First for the event, and then secondly for the donation.  The user experience would be seamless, but processing the card twice will allow the event dollars to be associated with the event, and the donation dollars to be associated with the donation campaign.

NOTE: The ability to turn this functionality off for non-commerce events can be done on a community by community basis.  Meaning, if a community is not comfortable with the fact that the registrant will not be able to re-enter their credit card information when a donation fails and their is no commerce on the event, then they can turn this off for the community.  Turning it off at the community level will make it so the donation category will not show up under Manage Forms, unless the event is a Legacy Ticketed Event or a Fee-Driven Event. Please contact your iModules representative or AppSupport for assistance.

General Business Rules

  • Only one donation category can be added to an event.  If a donation category is added to the event, the option to 'add a donation category' under Manage Form will be disabled.
  • The Donation Category cannot be added to the Guest step or the Activity step, but it can be added to the Registrant step and or any other step added to the event form.
  • One campaign can be associated with multiple events. 
  • The campaign drives what can be configured on the donation category.  Changes made to the campaign will change the configurations on the donation category.  Changes made on the donation category will not change the configurations on the campaign.
  • If the first transaction for the event fails, the second transaction for the donation will not be processed.
  • If the first transaction for the event succeeds and the second transaction for the donation fails, the user would still be registered for the event.  The admin's view of the donation category would show 'No Information' for the donation amount.
  • If the donation transaction fails and the user was not required to enter credit card information for the event, then the user will not have a chance to re-enter their credit card information.  We will continue to process the event registration and verbiage will be added to the confirmation page, the finish page and the confirmation email that explains that the registration for the event was processed, but the donation was not successful.  A link to the donation campaign can be provided in the verbiage to make it easier for the registrant to donate.
  • The admin will be able to add Designation IDs to the end of a query string to display a list of pre-selected designation in the new donation category if the donation category is added to the first step of the event.
  • The new donation category is not supported with the old designations system.  In order to use the donation category, the client needs to be using the new designation system.  
  • The new donation category functionality is not available on a micro-site.
  • The admin will be able to remove a donation category from an event, but the columns will remain in the the event form export even if no transactions have come through.
  • If the event has Publish to Facebook turned off, the user will not be able to publish anything about the event or the donation to Facebook.
  • A promotion code added to the event will only apply to the event dollars.
  • Importing donations into an event is not supported.  When a user is on an event with a donation category and they select the option to import, the fields from the donation category will not be listed as fields that can be included in the import.
  • When cloning an event with a donation category, only the event portion will be cloned and the donation portion will be ignored.  The admin will need to add the donation category to the cloned event to ensure that it is connected to the appropriate campaign.
  • PDF receipts (Canadian clients only) will be available to be used through the event when a donation is collected.  The PDF token will still be available in the event confirmation emails and on the finish page, but the token will only populate if a donation is collected through the event.

Show/Hide Donation Amounts from Event Admins

When setting up a campaign, the Campaign Admin has an option to 'Show donation amounts to Event Admins' which is enabled (checked) by default. To hide donation amounts from Event Admins, uncheck the box.


If this option is disabled (unchecked), the Donation Amount column will not be included in the export and the Event Donations Report will not be available.

NOTE:  If this option is disabled (not checked), the event admin will still be able to see the donation amount in the admin confirmation email.  In order to not see the donation amount, the confirmation email that is sent to the Event Admin should only include the [Event Form Data] token or the [Event Form No Blanks] token.

Member Work Flow

When the member/user comes into the event that has a donation category added, they will proceed through the process of registering for the event and/or activities.  The donation category will display with the configurations set up by the admin.  The user will be able to proceed through the event registration without donating. The fields in this category will not be required.

 

If the user does enter a donation amount, they will proceed through to the billing page where they will enter their credit card information.  The user will enter their credit card information only one time, but their credit card will be charged two times.  The first credit card transaction is for the event/activity registrations and the second credit card transaction is for the donation.  Processing as two transactions will allow clients to use two different Merchant IDs.  Even if only one Merchant ID is used two transactions will be processed.

Credit Card Processing Business Rules

  • The registrant will enter their credit card information one time, but will see two transactions on their credit card statement.  The first would be for the event and the second would be for the donation.
  • The event and the donation amounts are processed as two separate transactions.
  • The two transactions must use the same payment gateway for both, but separate merchant accounts under the same payment gateway is supported.  Example:  Client must use Cybersource as the payment gateway for both donations and events, but they can have one merchant account set up for the donation and a different merchant account set up for the event.  The reason the processors must be the same is because the settings for each processor could be set up differently and we wouldn't know how to handle the finish page if different items are set to be returned from the different processors.
  • Registering for the event is what the user is there to do, so the event transaction is considered the master.  The event transaction will be processed first and the donation transaction will be processed second.
  • If the first transaction for the event fails, we will not attempt to charge for the donation. 
  • If the first transaction for the event is a success, but the second transaction for the donation fails, the user proceeds through with the processing of the event registration.  The user is not asked to enter their credit card information again for the donation, but instead the user is notified through the the finish page and the confirmation email that the event was processed successfully, but the donation transaction failed.  The admin is also notified through the confirmation email. 
  • If the admin is completing the form on behalf of the user and the donation transaction fails, the admin is notified of the failed transaction on the finish page and in the confirmation emails.

Submissions Grid

When the event registration with a donation is completed, a new row is added to the events submission grid.  There will be no indication in this grid that the event had a donation tied to it.  On the campaign side, a new row will not be added in the submissions grid.  Since the donation was submitted through the event, a submission will not show up on the campaign.

Manage Event and Manage Campaign Grids

The Manage Events grid shows the dollars associated with the event.  There are no donation dollars in this grid and nothing to indicate that donations came in through the event in this grid. 

The Manage Campaigns grid will include the following:

  • The donation amounts that come in through the event in the Total Amount column.
  • The donation amounts that come in through the event in the Total Amount to Date column.
  • The donation amounts that come in through the event in the # of Contributions column
  • The donation amounts that come in through the event in the # of Donors column.

There is nothing to indicate that the donation dollars came in through an event in the Manage Campaigns grid.

The Total Collected column in the designations grid is also updated if the donation coming in through the event is allocated to specific designations.  There is nothing in this grid to indicate that the donation came in through the event.

Business Rules around Scheduled Payments

Scenario:  User sets up scheduled payments through the donation category on an event

If a user schedules payments through the donation category on an event, they will not be able to schedule payments through the campaign if they are authenticated to the site.   The authentication could be from entering their username and password or from a pre-populate link in an email.  An authenticated user who set up scheduled payments through the donation category on an event would see a read only view with details of their scheduled payments from the event donation category on the campaign side.  The user would be able to donate again, but they would not be able to set up scheduled or perpetual payments again.

When the admin views the campaign on behalf of a user who has scheduled payments they will see verbiage at the top of the form  '...has an active schedule payment for this campaign.  The next scheduled payment will occur on... for..."  The admin will also see read only view with the details of the user's scheduled payments from the campaign.


When recurring billing is set up through the donation category on an event, a row is added in the existing Recurring Billing  grid under Admin - Recurring Payments.  The Campaign Name should be the campaign to which the scheduled payment is associated.  There is no indicator in this grid to let the admin know the recurring billing was set up through an event.

The recurring billing emails that are set up to send for the Campaign will be sent for the the recurring billings set up through the donation category on the event.

 

Scenario:  User sets up scheduled payments through the campaign

If a user schedules payments through the donation campaign, they would not be able to schedule payments through the donation category on an event if they are authenticated to the site.  The authentication could be from entering their username and password or from a pre-populate link in an email.  An authenticated user who has scheduled payments set up on a campaign would see a read only view with details of their scheduled payments from the campaign on the donation category.  The user would be able to donate again, but they would not be able to set up scheduled or perpetual payments again.   In general, if a campaign has a scheduled payment tied to it, we will not allow the user to set up another scheduled payment.   When a donation on the event has been set up for recurring billing, the same recurring billing emails that are sent for that campaign will be sent.

When the admin views the event with the donation category on behalf of a user who has scheduled payments they will see verbiage at the top of the form  '...has an active schedule payment for this campaign.  The next scheduled payment will occur on... for..." 

The admin will also see read only view with the details of the user's scheduled payments from the campaign.

Editable list of pre-selected designations for an Event with Donation Category

You'll add &dids=x.x.x (the "X's") represent the Encompass IDs you want to use) to the end of the query string when looking at the form from the user side.  The donation category must be on the first step of the form and the link must be to that first step, not the event center. You can add as many Encompass IDs as you want to the query string by putting a period (.) between each ID.  If the user wants to edit the designation selections, they can use the [edit] link. For more information see Alternative Ways to Display Designations and The Power of URL Customization.

 

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