When one donation just won't do, it's time to fire up OvationTix's Recurring Donations feature. With Recurring Donations, you can set up monthly, quarterly, or yearly recurring donations, all from one initial transaction.
Activating Recurring Donations
The first thing you need to do is get into a fundraising campaign you would like to add recurring donations to.
Hover over Tools, and click Fundraising.
Select the fundraising campaign you'd like to add recurring donations to by clicking its title (or View/Edit) from your list of fundraising campaigns. If you need to add a fundraising campaign and need some help with that, check out This Article First.
You'll note that we selected a campaign called Recurring Donations - it's not necessary to name your campaign this for the feature to work, it just happened to be the campaign we picked for our example.
Once you're in the edit screen for your campaign of choice, scroll down until you see the "Allow Recurring Donations?" feature and change the radio button from No to Yes.
If you don't see the Recurring Donations option, just call the Client Services team to have it turned on for you.
Decide on the frequencies you want your patrons to have access to. You can pick just one, or all three. The most common is Monthly, but we'll go ahead and check all of them.
Give patrons the option to set their own end date, or not. This is something you can do from the box office at any time, this only determines whether patrons have the ability to choose an end date when making a recurring donation online. We'll let our patrons select an end date.
Click Save on the bottom of the screen.
There you have it, our recurring donation is ready to go! Now let's head to Quick Sell Plus and process a recurring donation, so we can see what that's all about.
Processing a Recurring Donation
Recurring donations have to be placed on a credit card (otherwise, how would they recur?), so to get started, get thee to Quick Sell Plus.
You can actually click Sell or Quick Sell Plus - they do the same thing.
Once you're in QSP, click Donations, or whatever you have opted to call Donations from your Storefront Settings.
Since making a recurring donation is much like making any other transaction in OT, we're just going to focus on the parts that are different.
First, select a campaign with Recurring Donations from the pull down.
Put in the amount the patron would like to donate each time the donation reoccurs.
Change the radio button you see below the Donation Amount to This is a Recurring Donation.
Decide how often the donation will occur. In this case, we'll go for monthly, but you can select whichever option you like.
Decide whether you want to set an end date. If you do set an end date, OT will let you know the total amount that will be donated, and the total number of donations.
Fill out the rest of the donation form as normal, then click Add to Cart on the bottom of the page.
Proceed with the rest of the transaction as normal (load patron info, put anything else they want into the cart, click Credit Card).
When you get to the screen to enter the CC info, you will see a note giving some information about how the transaction will process. Feel free to convey this to the patron.
Click Submit Order, and you're all set!
Now let's take a look at managing Recurring Donations.
Managing Recurring Donations
The most efficient way to manage your recurring donors is to first navigate to your Fundraising page on the admin side of OT...
Then click Recurring Donors.
This will bring you to a list of your recurring donors.
To edit a donor's recurring donation, click view details to the far right of their name. (Don't just click their name, unless you want to check out their Patron Record.)
This will bring you to the management page for that patron's recurring donation, which has all sorts of useful info on it. We circled the options on the bottom of the page, which are most likely what you'll be go to this page for - Edit this Recurring Donation Template, and Cancel this Recurring Donation Template.
Editing a Recurring Donation Template.
To start editing a Recurring Donation, click Edit this Recurring Donation Template.
This will open up a bevy of options to update the recurring donation.
The options on the right are pretty straightforward. If you want to change any of them, fill in the new information. If you don't need to change anything, then...Don't change anything.
On the right hand side of the screen, you'll see the option to Change Credit Card.
Just click it, and options to update the patron's credit card will appear.
Just fill out the credit card information if you need to update it. Otherwise, click Keep Current Credit Card.
When you're done making changes, click Update Recurring Donations on the bottom of the screen.
If you need to cancel a Recurring Donation, click Cancel Recurring Donations near the bottom of the screen.
Fill out the field with your reason for the cancellation, then click Cancel Recurring Donation near the bottom of the page.
A Failure to Recur
If a Recurring Donation stops going through, you'll see the evidence of the failed transactions in the the patron's Associated Transactions.
If this happens, just update the credit card information using the methods described above. OvationTix will attempt to process the donation 5 times before giving up, and each time the donation fails, the patron will receive an email, and any OT user in your organization set up to receive donation emails will receive a message.
After updating the CC information, if it's within the 5 days, the card will be charged the next day. If it's not within 5 days, OT will try again next month.