RecChat: WebTrac Roundup Donations - 04/20/2023
Find out how to offer your customers the chance to round up their change and donate to your organization.
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Roundup Donations allow your customers to round up to the nearest dollar in WebTrac, collecting the change for your donation fund or scholarship account. To find out how to enable this feature, join us for a discussion on all things WebTrac Donations!
Note: Spencer had asked if you need a Miscellaneous AND a Donation type service item. I said Yes, and that we’re waiting for development to address it, but the answer is NO! You can link a Miscellaneous OR Donation service item to WebTrac parameters for user-selected donation contributions.
Zach Malloch 0:08
Hello and welcome to this edition of RecChat. I'm your host Bret Alarcon. So in today's RecChat, we're going to be talking about donations through WebTrac. So we're going to start off by talking about the old way of doing donations. And then we're going to move on to the new donation roundup feature. So before we start, if you have any questions, please ask them in the q&a section. That's that little Button down at the bottom. And if you just want to make comments, go ahead and Click that little chat box and make your comments for the presentation. Today, we're joined with Julia and Cullen. So they're gonna be here answering questions. Well, maybe mostly Julia and myself. I'm not so sure about Cullen.
Cullen Barber 0:51
But my strong point, after this session ability to answer any questions
Bret Alarcon 0:57
you never know. Can you use usually, usually nail it out of the park.
Bret Alarcon 1:02
Alright, and with that, I'll hand it over to you, Zach, how you doing today?
Zach Malloch 1:06
Very good. Thank you, Bret are I'm doing well. I suppose if I was doing good, I would be doing good deeds saving.
Bret Alarcon 1:14
Zach Malloch 1:15
Thank you for your now for that knowledge about grammar. Bret, your video is not working for me. I'm not sure.
Bret Alarcon 1:22
Zach Malloch 1:22
we do. But
Bret Alarcon 1:24
oh my gosh, I thought I hit the Button. And I didn't even hit the Button. I do three clicks boom, boom, boom, to get the show going. And I must have skipped one.
Zach Malloch 1:33
Oh, we're good. Yeah, so as we go, definitely ask questions. Rob coli is also here he is a fly on the wall, but an excellent fly on the wall for this conversation, so I'm just gonna go ahead and get started. I'll start by sharing my Screen. And as Brett mentioned, we've had the ability to process donations on WebTrac for a while. There, we can see RecTrac right now. Okay, awesome. So the way that we have done that in the past is that you would go to your search, and you would have this make a donation Button, we can put these make a donation buttons in a few different places, we will choose the donation you want to make assuming it has a prompting fee group, then we get to enter the amount of the donation we would like to make. And then by hitting continue, we can add that to our shopping cart. So to do that, we would first needs to go into Service Item management. And I have some donations set up. So there's my boy easy scholarship, my swim team, my other Boise scholarship, then we have this, you know we have well done is a message. So it's not actually a donation code. These are messaging codes that I'd have in Point Of Sale. But anyway, we would have these codes set up, the actual code itself doesn't really matter, they have to be miscellaneous service items. And then we give a description so that people know what they're actually donating to. And then in the fees, we just have a standard fee that defines the GL Code that this money is going to go into. And then as I mentioned, I have a fee group that is designed to prompt so that the customer can choose how much money they're going to donate for this. So we're just making sure that this prompt for fees Toggle is turned on there.
Zach Malloch 3:24
And then in WebTrac parameters. So that's under Profile assignments. And then under our www user in 90% of the cases, there's WebTrac parameters, we update that. And then we have our donation lists, it's going to be over here on the right hand side, I believe. Once it loads up, there's plenty of options in the WebTrac parameter Profile, of course, so it takes a moment for it to load all of those different fields. And so there's our donation list. So any any Service Item, any miscellaneous Service Item can be linked as a donation. Obviously, it makes sense to do them as service items that have specifically been set up as donations. So we have the definition of it kind of written into the word or into the distinction as far as why people would choose this donation over another donation. And then based on the way the fees are set up, those donations can go to different GL codes. So by linking those as long as you have the Point Of Sale module, and WebTrac then you can allow your customers to make donations all day long. There's even a lite version of Point Of Sale that's just to allow donations on the web. So this lets customers choose the donation amounts and but they do have to kind of do this they have to be conscious about going into that part of the system or using this Button that you see before you go into the shopping cart.
Zach Malloch 4:54
Now what we have in addition to this now and this is actually released a live little bit ago, but we never really had a specific, we never had a RecChat about it, we have not had a virtual symposium about it. So this is maybe the first time that people are seeing us demonstrate this process. Although if you've been combing through the new release messaging, then maybe you found this on your own. So this has a different Type. And so this record Type is donation. Other than that, you just need your descriptions. And then we have these donation settings over here. And this allow Roundup is kind of the the real important linchpin as far is making this available on WebTrac. This comment code will display next to the donation and I'll show you in just a moment. And we can also choose to update scholarships whenever we receive a donation to this code. So if we're trying to get money into the the swim Fund, and the swim fund offers lower price registrations for disadvantaged people, we can have a donation to this code automatically go to the swim fund. The only other requirement is that we have to have a fee linked to it, I was just actually testing it, the amount listed here does not matter, it will always give you the option of rounding up to the next dollar, whether it's $0, you put in here $100. So just leaving it at zero makes a lot of sense.
Zach Malloch 6:19
So a donation Type Service Item, I'm defining it as Park cleanup fund, and then I have this common code. And if I look at the comment code, we can see that the messaging is actually kind of got a little hover over we can see what it is right here. Your donation will go to keep our green spaces green and well maintained. Thank you. So now when I go to WebTrac, I'm going to empty my cart. And I'm just I just have this simple Service Item set up as a test, which would give us kind of a an example as far as what we're doing. So my test Service Item is $18.13. I add that to my shopping cart, I have a prompt to let me change the quantity. But then, so nothing new here, I could still Click my make a donation Button. But when we go to proceed to checkout, because I have that set up properly, I now have this option, round up purchase with donation. So we're going to donate 87 cents by rounding up your total to $19. And which code do you want, Park cleanup fund is selected, it's the only one. So it says Your donation will go to keep our green spaces green and will maintain Thank you. And so by doing that, it just bumps us up to that next dollar amount. And that's really all we need to do for WebTrac Round Up donation. So thank you for your time now anyway, that mean technically that is all that we have to do. There are a couple little things that I discovered as I was testing and preparing to, to demonstrate this. So I wanted to just show a little bit more of what we're doing. So we're gonna go back to our cart, just so that any changes I make will come into play here. And I'm just going to make another one from scratch. So I'll add a brand new Service Item and we're somewhere you would like to donate to Bret.
Bret Alarcon 8:18
Oh, geez. National Save the birds foundation.
Cullen Barber 8:33
They're all robots.
Bret Alarcon 8:35
Zach Malloch 8:37
Nation settings allow round up. So then this gives us the ability for putting out a comment code. We'll go ahead and throw that in there.
Bret Alarcon 8:50
Well while we wait for this, we got a question. Can we do this for inventory items sales.
Zach Malloch 8:58
So any balance that goes into the shopping cart, whether it's an activity, a facility, anything at all, if you have some WebTrac donations available, it will give you the option to round up to the nearest dollar. So that would also happen for Point Of Sale items. Yes. Now this is just the web. We have some options as far as setting up fees for in person RecTrac stuff where we can, we can round things up to the nearest dollar and the like. But for the web, this is this is really a better way to do it. But this works across the board. It's pretty universal. Birds have had a tough time lately.
Bret Alarcon 9:39
All that bird flu going around,
Zach Malloch 9:42
throw them some change. So we save on this. So now we have a common code link to this. Now if I just hit save right now, we're not 100% there. We still have to set up that fee and if we don't have this See, even though everything else is set up, this donation code will not show up on the web. So if any of these pieces are not in place to make this functional, it just won't display, it won't be functional, which kind of makes sense if you think about it. So save birds. And let's put this into, they'd be better if I had an actual revenue code for things like that. But let's say we're going to give this to our activity liability, we hit Save. And we'll go ahead and save that record. And so now if I go back to WebTrac, and I proceed to check out, I'll have the option to round up the purchase. But maybe I maybe I went too fast. Let's go back to the shopping cart. And we'll just kind of zip through these again, refresh. Okay, so that's interesting. Maybe I had something you didn't set it to donation.
Zach Malloch 11:04
Save the birds. Oh, yep, I left it as miscellaneous. So because one piece was broken for that, we didn't see it at all. Now, I haven't used this I don't. Let's see if it allows me to switch it to donation. Yeah, so there's no history attached to it. After you've processed transactions, it probably will not let you change the Type of the Service Item. But here we go. Proceed to Checkout. This is where the magic happens. There we go. So we can choose part cleanup fun. Or we can choose save the birds, we still have to Toggle this one for either one to take effect. And you can see that the totals are updating right up there above this. So you can have one you can have 10, you can have 48, you could have 53,732. But obviously that would take a while for your customers to go through and effectively kind of break the system in that case. But that's really what this is and how this works. So go ahead Bret.
Bret Alarcon 12:04
Oh, as I say we got another question come in, or actually questions are starting to come in. So whenever you're ready for those?
Cullen Barber 12:11
Yeah, let's do it.
Bret Alarcon 12:12
All right. Kelly wants to know, did you need to add a fee group? If we have a Point Of Sale for RecTrac? Does that mean we have it for WebTrac as well or is web and add on.
Zach Malloch 12:25
So we would have to have Point Of Sale licensed for WebTrac for you to do merchandise search for Service Item search or tickets on the web. If you can do any of those three things on the web, then you do have Point Of Sale for the web. I am not actually 100% sure how the licensing works out for the roundup piece. But I I don't know if you need the WebTrac Point Of Sale donation portion turned on as a minimum? I would think so. I mean, I guess I could test it real quick. But there was another question we had right before I break my system here. Yes.
Bret Alarcon 13:02
Brittany wants to know, if the transaction came out to an even dollar amount. Would it ran round up to the next dollar?
Zach Malloch 13:09
Yes, it will actually so let me go ahead and empty my cart. And I'm just going to put something in here that has a round number. I believe ball drilling get five bucks. So I hit continue. And so now because it starts at zero, if I proceed to checkout, I do have the option of rounding up and it's going to be a full dollar. There's not a way to make it round up more than $1. Right now at that point, you'd want to use the Make a donation Button so people can just put in whatever value amount they want to. One other thing just to address Kelly's question, I don't think I mentioned it specifically, we did not have to add a fee group to the donation Type Service Item for the roundups for the Make a donation service items.
Zach Malloch 13:55
We did put a fee group and I made it $0. If I had just said it's $25 because that's how much it costs to sponsor a memorial bench. I could just have it. So it's $25. Here, they Click on it, they Click add to cart and they do not go through this intermediary Screen. So you can skip that for the regular donations and for the roundup donations, you do not need a fee group. And yeah, we covered the $5 will round up to $6. So anything it just goes up to the nearest dollar, whatever that is. So I think that's any other questions coming in right now?
Bret Alarcon 14:37
None right now.
Zach Malloch 14:39
Okay, this might be just super, super quick and sweet. Short and sweet. That's what the phrase is. I did want to point out that we do have if you go to our Help system, and you Type in round up. We have this fast track video that Brian did and it just is a very consolidated I think it's three to five minutes, four minutes and 15 seconds. And Brian just goes through exactly what I did but without any of the extraneous conversation and just shows you all of the exact steps for specifically the round up donation. So Julia is asking if this can be used in RecTrac transactions. And this particular logic cannot be used in that way, we can kind of get around that in certain cases, you could have a miscellaneous Service Item that is linked to a fee increase fee. So if we go to the fees tab, let's just call this round up. Real quick.
Zach Malloch 15:47
So there's already baseball club dues. But those are $0. Let's pretend this was a blank Service Item. And actually probably need to get to our advanced settings, because that's where the rounding goes here, we'll just call this round up, and we'll leave it at $0, we'll put in whatever GL Code we want that money to go to. It is a standard, no, it's not going to be standard fee, it's going to be a fee increase. think we'd probably actually, this is I'm getting into territory I haven't tested. So I don't want to promise anything. But I can show you the direction I was thinking about. And so we go here, we edit this, we do an advanced change.
Zach Malloch 16:33
And then down under miscellaneous settings, this is where I don't know exactly if it's going to be available. But down at the bottom, we have rounding options. So we can say round to the nearest always round up, always round down. And if we choose round to the nearest, then here, we can put like round to the nearest 25 cents round to the nearest 50 cents round to the nearest dollar. So or you could just always say round up to the nearest dollar. And so by attaching this to a fee, increase fee code
Zach Malloch 17:16
I that we'd have to play around with it a little bit. But I believe that I could get this to apply to a previously added item so that it's increasing the fee of the previous items in the transaction there. But like I said, that's I started answering that question and realized I hadn't tested it to validate that that is a good process to go through. But that Type of thing would be the way we'd work around it and get it to work in RecTrac. And of course, we could always do that on any individual types of Well, no, I think that that would work. Because normally we would do it for something like if you had a non resident surcharge, it could just be a 20% fee increase. But we don't want it to end up with like just cents on the dollar. So we just say it's a 25 or it's a 20% increase and round up to the nearest dollar. And so that that should work to do feline basically like that. They're good questions, though, as they're coming in. Other questions, anybody have anything else, we can also make this nice, short and sweet as mentioned previously, rec chat session, let's see sounds like this should work. only concern is if they cancel, well, it refund the donation as well. I can't imagine it wouldn't. But that is actually another piece I have not tested. So let's just go ahead and go through here. So this is $5. I'll proceed to the checkout, I will round up to $6. So this is well let's do save the birds, they haven't had any donations. And I think I can pay for this with cash on the way that I have my WebTrac setup continue. Okay, so we just did that. So now if I go to global sales and RecTrac in the same household, obviously an important step.
Zach Malloch 19:16
And then once this loads, purchase history is going to be my donate my destination right there. And theoretically, the top is ball drilling. So it was so interesting. Note that it's two separate items. So both of them are here. It adds the donation as a separate line. So I think you would have to remember to select both of those and then add it to the cart if you did want or cancelled both of them if you wanted to refund everything otherwise it looks like you. Let's just see what happens if I empty the cart and add just ball drilling back in here as a cancellation So it looks like it will let that happen. So, you know, theoretically, if this was on something that had some change would be like 87 cents. And we just have to select both of those when we're doing the cancellation. Another question?
Bret Alarcon 20:15
Yes. Kelly wants to know, could you show how they make a donation Button works on the WebTrac WebTrac? Payment Screen? Is that tied to the money. can you hear me?
Zach Malloch 20:26
I can hear you now.
Bret Alarcon 20:27
Okay. Start over. Could you show how the Make a donation Button works on the WebTrac payment page? Is that tied to the miscellaneous Service Item?
Zach Malloch 20:38
So yes, I can the answer to that entire question is yes. And yes, I can show you and it is tied to the miscellaneous Service Item. So if I go back here, and I continue shopping, let me just add another simple thing to my cart, we'll get a little bit complicated here. So this is $18.13. So I'll do the round up. I have my make a donation Button here. I happen to make a donation Button here. And when I get to my shopping cart, I will have a make a donation Button, all of them do the exact same thing, they all go right to this Screen, where I can choose from those miscellaneous service items that I've linked to the WebTrac parameter Profile. So if I am at my cart, and I say Proceed to Checkout, and let's go ahead and round up here. And I'll choose cash. But I'll also say, Oh, well, there's an added donation Button here to once again, it goes to the exact same place. So I'll make a swim, swim team donation as well. Let's make this $2.50. Maybe I'll round up my donation into another donation as well. Proceed to Checkout. So it actually that will actually mean this is a good thing that we went up here. I was wondering this as I was clicking on it, but it it only takes you up to the nearest dollar amount. So I actually reduced the amount of this registration by getting something that was, you know, brought me 50 cents higher. So it only instead of an ad seven says donation that was a 37 cents donation.
Zach Malloch 22:13
But that is how that donation Button works. If I wanted to add something to it. And I see the next question Spencer is bringing in do you need to add for each code? If you wanted people to be able to make the donation from this Button and select from this list? Yes, right now you would need to make one donation version of that code and turn on the roundup option and a miscellaneous version of that code. There is actually an enhancement request written up that is basically saying the donation code should be able to be selected in the WebTrac parameters, the donation Type of like the fact that we have this as a drop down to select the donation record Type this was actually introduced for the WebTrac round up, he's only been miscellaneous beforehand. So it is a little bit weird that now you have to have a miscellaneous one to link to the donations in the WebTrac parameter Profile. But you have to have a donation one to allow the roundup donations to work. So there is an enhancement in place, there might be a little bit of change to that. My thought would be, the ideal would be that we just make it so that service items have the ability to convert themselves, or we have the ability to convert them to donation items. And then it's only donations that you can link in WebTrac for donations. That just makes sense. But we're going to have to wait to see what Development says about that. But yes, as of right now you're right, Spencer, if you needed to do it in both places, you would make one miscellaneous and one donation Type
Bret Alarcon 23:51
Cassie the says sorry if I miss this, but does this work with activity registrations?
Zach Malloch 23:56
Yes, it does. I don't actually know that I have any activities that are currently functional for this household. Since I've tested so many different things, but let's see. I think these dates might be too old also has already ended. unavailable, unavailable, unavailable, unavailable, unavailable. Well, you can also trust me when I say this anytime you get it so this donation option is really a shopping cart thing rather than any sort of module thing. So when you get to your shopping cart, whether this is Inventory Service Item activities, facilities, whatever, if you have that option turned on when you get to your checkout Screen you will have this roundup purchase with donation regardless of what what is involved in making up these numbers. So yes, absolutely.
Zach Malloch 24:58
Well, that feels morelike a A full version of a wreck chat session. Very, very good questions that came in for some clarification right at the end there. Anything else? Any any closing thoughts? Anybody has?
Bret Alarcon 25:17
Nothing I can think of on my end.
Zach Malloch 25:18
Okay. Well, yeah, I mean, hopefully this brought some more awareness to this capability that's in RecTrac, R and WebTrac. So hopefully, if you're looking for a way to do some donations, you have some more options available. If you're looking for a deeper dive into how I set up those miscellaneous donations, you can check out the knowledge base, I think that we actually have a wreck chat where I went over those a little bit more clearly, in the past, but I'm sure we have some write ups in our knowledge base as well. And of course, This session covers both pieces, and will be posted by the end of tomorrow. And I think we'll just go ahead and call it there. So no last minute questions, no last minute chats, and I think we're ready to go ahead and close it up, Bret.
Bret Alarcon 26:07
Alright. Thanks, Zach. Thank you, everybody. Have a good day.
Cullen Barber 26:10
Zach Malloch 26:11
Thanks for attending. Thanks for everybody watching the questions and we'll see you next time.
Bret Alarcon 26:16
Remember to save those birds!
Zach Malloch 26:18
That's right. It's important