GETTING STARTED CAF DONATE PROFILE. Your guide to setting up. Making it easy for your charity to fundraise online. Registered charity number

Transcription

1 GETTING STARTED Your guide to setting up CAF DONATE PROFILE Making it easy for your charity to fundraise online Registered charity number

2 CONTENTS Introduction to your CAF Donate profile...3 Setting up and managing your charity s CAF Donate profile...4 STEP 1 Entering your charity s contact details...4 STEP 2 Creating a compelling profile for your charity...6 STEP 3 Creating a web address to use in your communications...7 STEP 4 Reporting and remittance advices...8 2

3 INTRODUCTION The CAF Donate Service is a simple donation portal that aims to make it easy for your charity to raise money online. You can take advantage of the full CAF Donate service or you can start off with a basic CAF Donate profile. CAF Donate profile Fundraising through cafonline.org Your CAF Donate profile gives you the opportunity to set up a free online profile and donation facility on cafonline.org for your charity which can be accessed by your donors and 73,000 CAF donors through our charity search facility Every month approximately 750,000 in donations is made to charities by donors using our website. Not only will your CAF Donate profile enable you to receive one-off donations online by credit and debit card and PayPal, it will also allow you to upload and submit CAF Account Payment, CAF CharityCard and CAF voucher payments* received by phone or post, help you to publicise your charity s mission and achievements and give you online access to donation summaries and remittance advice. With a CAF Donate profile you will automatically be able to receive donations from other CAF donor services such as CAF Give As You Earn. This User Guide will take you through the steps you need to take to start fundraising through cafonline.org using your CAF Donate profile.** CAF Donate - the full service Fundraising through your own website and social media channels CAF Donate is an enhanced online donation processing service that gives you the tools to fundraise through your own website and via mobile devices and Facebook. Through CAF Donate you have the ability to set up and manage the following: Fully branded donation pages that donors can access through your own website and via mobile devices and Facebook through a Donate Now button. A Widget that you can embed into your website and Facebook page which means that donors can give without leaving your website and which is fully optimised for mobile devices too. Campaign pages that will enable you to raise funds for specific initiatives you can: set fundraising targets set timelines for the campaign set up QR codes* accept one-off donations via credit or debit card, PayPal and CAF Account Payment online accept regular donations via Direct Debit* and CAF Account Payment submit your offline donations* from CAF Accounts Payment as well as credit and debit card and Direct Debits monitor and track your fundraising progress with detailed reports on campaigns and donations. * These service features will be available from August ** Access to a CAF Donate profile is free. A 5% transaction fee is applied per gross donation processed via your CAF Donate profile to be paid by the donor. 3

4 Setting up & managing your charity s CAF Donate profile Steps 1-3 below will take you through the process of setting up your charity profile for inclusion in the charity search section on STEP 1 Entering your charity s contact details To make it easy for donors and CAF to contact you, your charity s up-to-date contact details are required. Once you ve logged into your CAF Donate Account, select the Charity contact details in the Set up menu. Select the drop down menu for Charity contact details and enter your , telephone number, website and primary address. If you previously subscribed to a CAF Free Online Profile, this section will already be pre-populated with your charity s contact details. Alternatively, it may contain information from the Charity Commission website. 4

5 Please complete and check that your details are correct. It is your responsibility to ensure that these contact details are kept up to date so that we can contact your Authorised Administrators associated with your charity about service-related matters. As this is an online service we will mainly contact you by , however if we need to contact you by post we will use your primary address. If you would like us to use a different address you can also add an alternative address by clicking on Correspondence Address You will need to decide whether you want all of these details visible to CAF donors on your profile page. Save your input. Remember you can come back and change this if you wish at any time. Adding additional Authorised Administrators You can add additional Administrators to help you manage your CAF Donate and/or CAF Donate profile Account. Each Administrator will need to apply online by selecting your charity from the dropdown list and completing the Application Form. It is then the responsibility of your charity to authorise new Administrators as per the application process. 5

6 STEP 2 Creating a compelling profile for your charity This section enables you to set up a profile for your charity that will appear on CAF s website, accessible to your donors and CAF s donors through the charity search. See below a web optimised example of a published charity profile the donor s view. Setting up your profile won t take long but you need to keep the text concise ensuring that you get across all your key messages. Including your logo is a must for building your brand and increasing your visibility. The recommended size is 230 x 128 pixels, maximum sixe 250kb. To help get you started, your profile may already be pre-populated with information taken from your CAF Free Online Profile or with information from the Charity Commission website. Please note any changes will take 24 hours to take affect - therefore we suggest you check your profile on the following day. Important: We are currently collecting videos and social media information for your charity. The facility to display these on your charity s profile is currently in development, but you can upload the details now to save you having to do it later on when this service becomes available. 6

7 STEP 3 Setting up a web address to use in your communications Once you have saved your profile, the service will generate a short-form Friendly URL within 24 hours that will direct donors to your profile at cafonline.org. You can use this in all your charity s communications. When you next log on after this time the URL (web address) will be ready for you to use. How to link your website to your CAF web address Select Charity profile from the setup menu. Scroll down the page to the header Public profile addresses and click on the arrow to open the section. Your CAF Donate profile web address will be displayed. Simply copy the HTML code and insert as a hyperlink into your website s content management system or editor. Please see example web address below: <a href= >Make a donation via the CAF website</a> Remember to insert the Friendly URL web address into the HTML code above when copying into your content management system. 7

8 STEP 4 Reporting and remittance advices Report 1: Viewing your donation summary There are two options available to view your donation summary the activity view and the reconciliation view. 1. Activity view Shows all the donations made to your charity in the last 12 months via your CAF Donate profile by CAF donors via cafonline.org, by payment type: CAF Account Payment, CAF Give As You Earn, credit and debit card (via cafonline.org), PayPal and any existing standing orders from CAF Account Payments. 2. Reconciliation view Shows the donations paid into your charity s bank account over the last 12 months. Please note you can only view activity and reconciliation information for the last 12 months. 8

9 Report 2: Remittance advices Viewing your remittance advice Select Remittance Advice from your CAF Donate profile home page. Your remittance advice is uploaded weekly. The remittance advice is available as a PDF or CSV file which shows all payments from CAF by payment channel: CAF CharityCard, Charity voucher, single CAF Account payment, cafonline.org donation, and standing orders from a Charity Account. You can view the PDF online or print it out and upload the content in the CSV file into your donor management system. Amending your personal details This is where you go to amend the personal information of Authorised Administrators, including address, changing your password and managing your Gift Aid declaration (if you use CAF to manage your own personal donations). 9

10 You have now completed your charity s CAF Donate profile WHAT NEXT? Provide your bank details To use CAF Donate profile you must also provide us with details of the bank account into which you wish us to pay donations made via this service. We want to be able to disburse charitable donations to you as quickly and securely as possible so that you can start to use these funds immediately. Bacs provides the most secure and efficient means of money transfer therefore, we encourage all our charity customers to use this to receive their donations. All we need is a pre-printed paying in slip this can be sent via post or you can scan a copy to charityvalidation@cafonline.org Then all future donation disbursements can be made directly into your bank account via Bacs. As an alternative, CAF will need to see an original bank statement before we can start to disburse donations via Bacs to you. Please note if you have multiple accounts already set up with CAF you will need to tell us which one to pay into. If you wish to upgrade to the full CAF Donate service, you will not be able to proceed further until you have contacted us to confirm your bank account, and we have linked the main account for you. COMING SOON Inputting offline donations Self Processing The ability to upload your offline donations received via post or over the phone via the secure admin area on your CAF Donate profile for CAF to process. This will include the ability to process, CAF CharityCard and CAF vouchers. When available a new user guide will be issued detailing how to use and take advantage of this system. 10

11 Why not get access* to a wide range of online fundraising tools by upgrading to CAF Donate at no additional cost?* *Access to CAF Donate is free. There is no set-up or monthly charge. A 3.6% transaction fee is applied per gross donation processed via CAF Donate. For more information please see the Fee Schedule. Upgrading to CAF Donate To upgrade to the full CAF Donate service all you need to do is tick the box on your CAF Donate profile to say that you are happy for CAF to reclaim Gift Aid on your behalf and accept the CAF Donate Terms and Conditions. You will then need to download a ChV1 form which gives CAF permission to reclaim Gift Aid on your behalf. The form (see below) once completed needs to be sent back to CAF at the address below within 2 weeks of you electing to upgrade to the CAF Donate service: CAF Donate, Charities Aid Foundation, 25 Kings Hill Avenue, Kings Hill, West Malling, Kent ME19 4TA To help you To help you with your ChV1 form, you only need to complete the following sections: 1) Front page: complete the details about your charity. This should be based on the current information held by HM Revenue and Customs (HMRC). 2) Page 6: the declaration: two authorised signatories are required with their National Insurance number. This is so HMRC can run a standard identity verification check and confirm that the signatories have authority to appoint CAF to reclaim Gift Aid on your behalf. Please note: Page 4 - Changes to the nominee and collection agency details has been pre-populated with CAF information. CAF are acting on your behalf as a collection agency and we have pre-populated this form with the necessary information so you do not need to make any amendments to this page. Once you have upgraded, you can start using CAF Donate straight away. However, we can only reclaim the Gift Aid back on donations made to your organisation once we have been notified by HMRC that they have processed your ChV1 form. We will however retrospectively claim back the Gift Aid on donations made from the point at which you upgraded. HMRC usually take around one month to process the ChV1 form. Please refer to GETTING STARTED - User Guide: Your guide to setting up CAF Donate to find out how to start fundraising through CAF Donate. 11

12 Charities Aid Foundation 25 Kings Hill Avenue Kings Hill West Malling Kent ME19 4TA T: E: 1319F/0613 Registered charity number