The Donors area of your Qgiv control panel allows you to access information about anyone who has set up a donor account and/or set up a recurring donation on any of your Qgiv forms. If neither has happened, you won’t see this area. This article will walk you through enabling donor accounts and managing accounts and recurring payments.
To see how your donors can access their accounts and manage their recurring payments, check out this article.
Contents:
To watch a video tutorial about managing donor accounts and recurring payments, click below.
PLEASE NOTE: Organization-level navigation was updated in July 2024, so the process for navigating the control panel will look a little different than what's described in this video. Check out the images in the article for instructions on navigating the new design.
Donor Accounts
When users create donor accounts, they can manage personal and payment information, as well as see their donation history with any Qgiv organization, provided they were logged in during any transactions made. The system will also auto-fill personal information on the form so it doesn't have to be re-entered. If you're using our peer-to-peer platform, the accounts donors create upon registering for an event will enable them to register for other events with your organization without filling in all of their personal information. This is particularly useful for annual events!
Enabling Donor Accounts
To enable the creation of donor accounts from a form’s control panel, click General in the Form Settings area.
Scroll down to Enable Donor Accounts and click the toggle so it’s in the on position.
Once you’ve enabled the creation of donor accounts, login options will appear along the top of your public-facing form.
Donor accounts aren’t required, so only certain donors will opt to use the donor account option.
Accessing and Managing Donor Accounts
To access a full list of your donor accounts, click the Donors link within the Reporting menu in your left-hand navigation.
Your donor accounts will be listed in a table displaying donor account ID, name, email address, date the account was created, the last time the donor logged in, and how many transactions the donor has associated with their account. The arrows next to each column heading provide additional options for how your donors may be displayed in the table.
You can search your donor list by name or email address using the provided search tool.
There is not an option to edit donors because accounts are global and may contain private information regarding transactions with other Qgiv organizations. Donors must make accounts updates on their own. You can access a Donor Info area by clicking in the Transactions column, but you cannot make changes to a donor’s personal information.
In the Recurring Payments tab, you'll see a list of any linked recurring payments. If a donor wasn’t logged in or didn’t have an account when they set up a recurring payment, you can go here to link the payment to their donor account.
Use the drop-down menu that appears after clicking the gray Link Recurring Payments button to select or search existing recurring payments.
Select the recurring payment you'd like to link, and then click the green Link Recurring Payments button.
You can also unlink recurring payments here. For more information on how to link/unlink recurring payments, check out this article.
In the Transaction History tab, you'll find a table showing any linked transactions for the donor.
Clicking a transaction ID on the donor’s transaction history table will take you to the transaction receipt. You have more options here, including viewing the donation confirmation page, emailing a copy of the receipt, and viewing donor information. You can Save Donation Information or cancel any changes you’ve made.
Just as you can link recurring transactions to a donor account, you can also link one-time transactions by clicking Link One-Time Transactions, locating the transaction you'd like to link, and saving.
Recurring Payments
To access a full list of recurring gifts to your organization, click Recurring Payments within the Reporting menu.
Here, you can search for specific donors by name or ID using the provided search tool. A list of all your active recurring donors will be displayed in a table. If a donation is a pledge, it‘s noted in the frequency column. If you have GiftAssist enabled, you'll see that displayed in its own column.
In the Filter By drop-down, you can filter results based on the Next Bill Date, Start Date, Payment Expiration, or End Date of recurring payments. You can also filter by recurring payments that have No End Date.
You can also use the Range drop-down to select from a list of time periods, enter a custom date range, or search all dates.
Advanced filters can help narrow your search results further. Click the Advanced Filtering button to display a search bar.
Click in the Select Filters field to see your options.
- Forms Choosing this option will display each form in your system, as well as an option to select all forms.
- Form Tags This option filters by forms that have one or more internal tags.
- Recurring Status This option allows you filter by gifts that are Active, Paused, Cancelled, or Expired.
- Restrictions Choosing this option will display each individual restriction in your system, as well as an option to select all restrictions across all forms.
- Frequency This option displays all recurring frequencies, as well an an option to select all frequencies.
- Pledges This option displays each individual pledge in your system, as well as an option to select all pledges across all forms.
- Classifications This option displays gifts that are associated with a specific peer-to-peer classification.
- Credited To Choosing this option will display gifts that are credited to a peer-to-peer Event, Team, or Participant.
You can add one or more advanced filters to narrow your report results.
As you choose from the list, you’ll see your options for filtering. The table below will populate with the relevant recurring payments based on your filtering options.
If you’d like to reset the advanced filters to do another search, click Reset Filters.
Editing and Managing Recurring Payments
You can edit a group of recurring payments within the table by selecting multiple entries and clicking the Group Edit button.
A drop-down will appear, from which you can choose to Pause, Resume, or Cancel a group of recurring payments. From this drop-down, you can also Disable the Recurring Donation Billed Receipt.
When you’ve selected an action, click Apply.
Within the table you’ll notice that the recurring IDs can be clicked on for additional details. When you click on a ID, you’ll be taken to a screen showing details of the recurring payment.
Next, you’ll see the following options. You may or may not see Edit Donor—this is dependent on a donor account being associated with the recurring payment. Keep in mind that you cannot make changes to this information—you may only view it.
For active recurring payments, you can re-send the transaction receipt by clicking Re-Send Email Receipt. This is useful if you'd like to remind recurring donors about the details of their gift or alert them to an upcoming billing date.
If you’d like to temporarily stop a recurring payment, click Pause Recurring Payment. The status and button will update. Click Unpause Recurring Payment to resume the payment.
To permanently delete a recurring payment, click the Cancel Payment button.
A pop-up window will display, asking you to confirm or cancel.
Careful! Once a recurring payment is cancelled, it can't be reactivated.
If the recurring payment is tied to a donor account, you’ll have an Edit Donor button that will take you to the account information. You'll also see Edit buttons anywhere editing of information is applicable within the unique recurring payment.
Clicking on Edit next to the Personal Information area gives you options to make adjustments to that portion of the recurring payment, if needed. Click Save Personal Information to save your changes.
Clicking Edit in the Billing Information area gives you options to edit the donor’s billing address. The Payment icon will take you to an area where you can change payment information details. Click Save Billing Information to save your changes.
If it’s necessary to change a donor’s Payment Information, you also have that ability. If the donor would like to switch to a new credit card, you’ll need the new card number and type, as well as the expiration date. If entering new eCheck information, you’ll need the name on the donor’s checking account, routing number, and account number. Click Save Payment Information to save your changes.
You can edit the Frequency of the payment by clicking Edit in that area. You may also change the beginning and end dates of the recurring payment. Click Save Frequency Information to save your changes.
Clicking Amount will take you to an area where you can alter the amount of the donation. You may also change the restrictions and sub-restrictions to which the donation was made, if applicable.
If GiftAssist is enabled, you can opt the donor in or out by checking or unchecking the box.
Donors can also log in to their donor accounts at any time to opt in or out of GiftAssist for any of their recurring payments.
Click Save Amount Information to save your changes.
Below a donor’s information, you’ll see a Recurring History table. The table displays each recurring payment a donor has set up. This information includes the ID number, date the payment was set up, how many iterations there are in the payment, the recurring amount, and the status of the recurring donation.
You’ll also see a Change History table detailing any changes made to the recurring payment or the donor’s information.
Downloading a Recurring Payments Report
If you’d like to download data from the Recurring Payments area, you can hover over the Recurring Report and Contacts icons along the top of the search area for some report downloading options. When you hover over an icon, you’ll see the option to download a CSV or an Excel file.
Refer to the top cell of each column of the spreadsheet to determine what information is contained within the column. Some information will be blank, based upon actions taken at the time of the transaction.
The Recurring Payments report contains detailed information about each recurring payment and donor. The Contacts report contains basic contact information, including name, email, address, opt-in information, company (if entered), and phone number.