The main workflow, step by step
The window follows one supporter from a first donation to managing a regular gift, with the fundraising team's view behind it. Choose any step to see its screen. The charity, the donor and the amounts are invented for the demonstration.
Donate
Riverbend Children's FundCompleted- Gift
- One-off, to the school meals appeal
- Tax relief
- Declaration offered where it applies
- Receipt
- Sent by email at once
- Account
- Created with one click afterwards
Off the pathA donation is never blocked by account creation, and the invitation to create one comes after the gift is complete.
Regular gift
RG-20418Active| Detail | Value |
|---|---|
| Frequency | Monthly |
| Collection day | Chosen by the donor |
| Method | Card or bank mandate |
| Next gift | Date shown |
Off the pathA donor who wants to stop is offered a lower amount or a pause first, once, and then the gift is cancelled as asked.
My giving
Supporter S-77310Up to date- This year
- Total and number of gifts
- Receipts
- Yearly statement to download
- Contact
- Email yes, phone no, post no
- Interests
- Education, emergency relief
Off the pathWithdrawing consent for a channel takes effect at once and reaches the tools that send campaigns.
Payment issue
RG-20418Card expired| Step | State |
|---|---|
| Retry | Scheduled automatically |
| Message | Polite request to update |
| After retries | Gift paused, not cancelled |
Off the pathA donor marked as vulnerable or in hardship is never chased, and the case goes to a named member of staff.
Giving overview
This quarterReport ready| Measure | View |
|---|---|
| Regular givers | Active, paused, cancelled |
| Appeal results | By appeal and channel |
| Preferences | Share contactable per channel |
Off the pathFigures in the overview come from the donor database, so that the portal and finance never report two totals.
Who uses it, and what each role can do
Donors give on trust, and the people who serve them need different levels of access to honour it. The roles reflect how a fundraising team is usually organized.
| Role | Sees | Can do |
|---|---|---|
| Donor | Their own gifts, receipts and preferences | Give, change a regular gift and set contact choices |
| Supporter care | Donor records and payment status | Help donors, correct details and handle failed payments |
| Fundraising manager | Appeals, giving trends and retention | Create appeals and review results |
| Finance | Income, refunds and tax relief records | Reconcile income and submit claims where applicable |
| Data protection lead | Consent records and data requests | Answer access and deletion requests |
When the work leaves the usual path
Fundraising is regulated and closely watched, and some donors are in difficult circumstances. These paths are designed with your supporter care lead.
| Situation | What the system does | Who decides |
|---|---|---|
| Regular payment fails | Retries, asks politely, then pauses the gift | Supporter care |
| Donor asks to reduce or stop | Offers a lower amount or pause, then complies | Donor |
| Refund requested | Follows your policy and records the reason | Finance |
| Tax relief declaration invalid | Flags the gift and asks for correct details | Finance |
| Donor may be vulnerable | Stops automated requests and assigns a person | Supporter care |
| Donor asks for data to be deleted | Starts the process, keeping what law requires | Data protection lead |
| Gift made in memory of someone | Notifies the family with the wording they chose | Supporter care |
What it connects to
The portal is a window onto your donor database and your payment arrangements. The connections below depend on which of those you run.
| System | What moves | Direction |
|---|---|---|
| Donor database or CRM | Supporters, gifts, appeals and consent | Both ways |
| Payment provider | Cards, bank mandates, retries and refunds | Both ways |
| Email and campaign tool | Preferences and segments | Out of the portal |
| Accounting | Income by fund and appeal | Out of the portal |
| Tax relief reporting, where it applies | Eligible gifts and declarations | Out of the portal |
What a first release includes
Donation forms
One-off and regular giving to chosen appeals, quick on a phone, with no account needed to give.
Regular gift management
Self-service change of amount, date and method, with pause and cancellation handled respectfully.
Receipts and history
Receipts on each gift and a yearly statement, in the form your tax and charity rules require.
Preferences and consent
Channel and interest choices set by the donor, recorded with dates and passed to your campaign tools.
Impact updates
Stories and figures about the appeals a donor supported, published by your team.
Supporter care tools
Lookup, corrections, payment recovery and notes, with sensitive cases handled by named staff.
Often added after the first release
- Fundraising pages for supporters' own events
- Gifts in memory and tribute pages
- Legacy pledges
- Corporate and matched giving
- A volunteer area
What we need from you
- Your donor database and how gifts are recorded in it
- Payment methods you accept and who provides them
- Your consent wording and supporter care policies
- The receipts and statements donors need in your country
- A supporter care lead and a few loyal donors to test with
Ownership and licensing terms are defined in the project agreement.
What to do next
Send us your current donation form and the requests your supporter care team handles most. We reply with a first release, the connections it needs and a proposal. Start a conversation or book a 30-minute call.
Common questions
Do donors need an account to give?
No, and they should not. Asking someone to register before donating loses gifts. The donation completes first, and an account is offered afterwards with one click, using the details already given. Regular givers and people who want their receipts in one place are the ones who take it up.
Will it work with our donor database?
Most established donor databases offer an interface, and the portal reads and writes through it so that there is one record of each supporter. We confirm what yours allows before design. Where no interface exists, a scheduled exchange of files can serve, with clear rules about which system holds the truth.
How are tax relief and receipts handled?
Rules on tax relief for donations, and what a receipt must contain, differ from country to country. We build the declarations, receipts and reports your finance team and advisers specify, and keep the evidence behind each eligible gift. The portal records what the donor declared. Confirming eligibility under the law remains your responsibility.
Is offering a pause instead of cancelling fair to donors?
It is when done once, clearly and without obstruction. A donor who wants to stop must be able to do so in a few taps. Offering a lower amount or a pause on the way is helpful to people whose circumstances have changed. Fundraising codes of practice in several countries address this, and we follow the one that applies to you.