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How do I add a new recurring donor?

To add a recurring donor to the system so that their monthly or quarterly donation is automatically processed each month:

  1. Click Donations to view the Main Menu of this service
  2. From the Administration section, click Recurring Payments
  3. Click Add Recurring Payment.
  4. Enter the information regarding this recurring payment:
    • Select the Activity Type. Error notifications will be sent to the coordinator associated with the appeal. 
    • Select the optional Targeted Giving Program.
    • Enter the donor first and last names. 
    • Enter the email address. Note that an email confirmation is not sent when you add a recurring donation from your GiftTool account. An email is required to have the system issue an annual Canadian etax receipt. 
    • Enter the card holder mailing address as it appears on their credit card statements.  A phone number is recommended should you wish to contact the donor prior to the credit card expiration date.
    • Enter the recurring donation amount.
    • Select the frequency of the recurring donation (monthly or quarterly) next to the recurring donation amount.
    • Click the calendar icon to select the First Payment Date.

      Exception: If you are adding a new recurring donor at the very end of the month (on the 28th, 29th, 30th or 31st), the first donation will be processed on that day when clicking 'Save & Process Payment Now", but all of their subsequent donations will be processed on the 27th of the month. This is because February is a shorter month, and we wanted to allow for an extra day in case it does not go through on the first attempt. So if you change the date in the recurring profile to the 28th for example, the transactions will subsequently be processed on the 27th.

    • [Optional] Click the calendar icon to select the Last Payment Date if you wish to stop the automatic processing of the recurring donation on a specific date.  After this date, the card will no longer be processed.  Therefore, enter a date of 2018-09-14 to no longer process recurring payment on or after September 15th 2018.
    • Enter the card holder name as it appears on the credit card.  This name will appear on the annual Canadian etax receipt.
    • Enter the credit card number.
    • Enter the credit card security code (also known as CVV2 code)
    • Select the credit card type available for processing through your payment gateway.
    • Select the month and year of the credit card expiry date.
  5. NOTE: There are two options to save your changes:
    • To process the payment immediately, click Save & Process Payment Now.

    • Or, click Save to have the system automatically process the payment during the next cycle (either this month, if the monthly donation has not yet been processed; or the next month, if a monthly donation has already been processed this month). If the First Payment Date is in the future, the credit card will be processed on that future date.




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