Quick Tips










Vision Computer Programming Services, Inc.
Better Software...Better Price!

 

QUICK TIPS for Supporter Donation System
 Campaigns / Appeals / Sub-Appeals

Campaigns, Appeals and Sub-Appeals are the foundation of how you organization achieves the financial goal.

A Campaign is a series of Appeals and Sub-Appeals.
An Appeal is the manner in which you ask your supporters to make contributions.
A Sub-Appeal is a division of an appeal and more precisely defines an appeal.

When you enter this screen the Campaign will always be on All Campaigns and you will need to choose a specific Campaign in order to view information about the Appeals and Sub-Appeals related to that Campaign.

On any of the screens that are visible in table formation such as the Appeals Summary tab from the Campaign dropdown you can:

  • Right click on the small grey box on the top left corner and choose to copy, sort and/or format the font in the table

  • Sort by any column in the table by right clicking on the column header and choosing your sorting option 

  • Adjust the column width by clicking and dragging the vertical line dividing each column header to the desired width

  • Double click on many of the fields to take you to the corresponding information about that field

Preview and Print options are available on ALL of the screens in the Campaigns, Appeals and Sub-Appeals section

CAMPAIGNS

  1. From the Main Menu, click on the Campaigns/Appeals/Sub-Appeals button

  2. Click on the Campaign dropdown at the top of the screen to see what is available - if your campaign is not listed then

  3. Click on Add Campaign button on the bottom to add new campaigns

  4. Fill in the Campaign name, abbreviation (used where space is limited) and the goal

  5. Click on Add

  6. The Appeals Summary tab will show a list of Appeal information for the chosen Campaign

  7. Click on the Notes / Comments tab and fill in any additional information about this Campaign that is needed

NOTE: Click on the Set as Default button on the Campaigns/Appeals/Sub-Appeals screen to set a specific Campaign from the dropdown as your default

APPEALS

  1. Click on the Appeals dropdown at the top of the screen to see what is listed - if your appeal is not listed then

  2. Click on Add Appeal button at the bottom to add new Appeals

  3. Fill in the Appeal name, abbreviation (used where space is limited), description, goal, date, and time  NOTE: the time is OPTIONAL

  4. Choose a Default Program  NOTE: this is where the money is assigned as it come in

  5. Choose whether or not to Allow Directed Pledges which allows the User to choose any Fund/Program when adding pledges

  6. Click on the Active Appeal checkbox  NOTE: you will turn off the Active Appeal checkbox after a year or two so that when you are adding new pledges your older appeals will not show in the list. You will still be able to report on these appeals

  7. Fill in the first Sub-Appeal Name and Abbreviation here

  8. Turn on the check for Allow Guest List if this Appeal will have a guest list

  9. Turn on the check for Allow Items for Sale if this Appeal is related to an Auction

  10. Click on Add

  11. The Sub-Appeals Summary tab will show a list of Sub-Appeal information for the chosen Appeal

  12. Click on the Notes / Comments tab and fill in any additional information about this Appeal that is needed

  13. Click on the Event Tables tab to create tables for your event
    a.  Type in a Table #, Table Name, Table Abbrv and # of Seats for each table at your event
    b.  Each time you type in a new table an new blank line will become available
    c.  Click on the Duplicate Table button to create many tables at one time  NOTE: the Table Names will be numbered
    d.  You can also name the seats for each table on the right

NOTE: Choose an Appeal and click on the Set as Default button on the Campaigns/Appeals/Sub-Appeals screen to set a specific Appeal from the dropdown as your default

NOTE: You can select to Only include data from Active Appeals which make the list shorter to choose from on various screens.

SUB-APPEALS

  1. Click on the Sub-Appeals dropdown at the top of the screen to see what is listed - if your sub-appeal is not listed then

  2. Click on Add Sub-Appeal button on the bottom to add new Sub-Appeals

  3. Fill in the Sub-Appeal name, abbreviation (used where space is limited), date and time.  NOTE: the date and time is optional.

  4. Choose a Default Program  NOTE: this is where the money is assigned as it comes in

  5. Choose whether or not to Allow Directed Pledges which allows the User to choose any Fund/Program when adding pledges

  6. Choose whether or not to Allow Guest List

  7. Choose whether or not to Allow Items for Sale (used for auctions)

  8. Click on Add

  9. The Pledge List will show all contributions for this sub-appeal

  10. The In-Kind Donation List will show all in-kind contributions for this sub-appeal

  11. Click on the Notes/Comments tab and fill in any additional information about this Sub-Appeal that is needed

  12. The Item Categories tab allows you to categorize any items for an auction such as restaurants, men's, women's, children's, etc.

  13. The Auction Items for Sale tab will list existing items and allow you to add new items for the auction

  14. The Guest List tab shows the guest for this sub-event and allows you to add guest individually or by classification

  15. The Attendees tab shows the people who have been added to the Guest List - these people can be assigned to seats and given bidder numbers

NOTE: Choose a Sub-Appeal and click on the Set as Default button on the Campaigns/Appeals/Sub-Appeals screen to set a specific Sub-Appeal from the dropdown as your default

GUEST LIST
Guest Lists can be created for people invited to your Appeal/Sub-Appeal

  1. Click on Add to Guest List button on the bottom of the screen

  2. Choose a Supporter from your list

  3. Fill in the # of Tickets, check the RSVP received and fill in Comment if needed

  4. Click the Save button on the bottom of the screen

  5. Fill in the additional Attendees names, Bidder # and Seating information

  6. Click on Add Another Guest to continue the process

NOTE: It is recommended that all guests receive a bidder number before the auction event

ITEMS FOR SALE
When in-kind items are received, they can then be sold to supporters in exchange for contributions.  The organizing and sale of "Items for Sale" is usually named an Auction (silent or live).

Not all In-Kind items will become "Items for Sale".

A single item for sale may be comprised of numerous in-kind items.  Example: A Theatre Gift Basket might include a limo ride, dinner for 4, 4 theatre tickets and cocktails at the theatre.  Each of these individual items may have been contributed by different supporters.

The first step is to receive In-Kind items from your supporters in the supporters screen.  In-Kind items = Limo Ride from John Smith, dinner for 4 from ABC Steakhouse, Theatre tickets for 4 from Tampa Bay Performing Arts, etc.

Item for Sale Example = Night on the Town

The next step is to create the Items for Sale

  1. Click on the Add Item for Sale button at the bottom of the Campaigns/Appeals/Sub-Appeals window after you have chosen the specific Sub-Appeal that the In-Kind items were contributed to.

  2. Click on the Components tab to see all of the available In-Kind Items.

  3. Type an Item Name in the top left box. 

  4. The Sub-Appeal will automatically fill in based on the choice you made in #1 above but can be changed if needed.

  5. Click back to the Components tab to add components for the Item.

  6. Double click on each item you want to add to this Item for Sale.

  7. Click on Recalculate All button.

  8. On the Item Info tab, you can edit any of the information as needed.

You now have a new Item for Sale for your auction.

Vision Computer Programming Services, Inc.
685 Main Street, Suite C
Safety Harbor, FL 34695
(888) 425-6964
Email: email@visioncps.com 
Web Page: www.visioncps.com

Contents Copyright ©2010 Vision Computer Programming Services, Inc.