How To Track Donations
When you want to track how well your donations are doing for an event, you must also look at how you are receiving or will be receiving those donations. Essentially, you will be manually recording donations, and/or you will be accepting donations from bidders on your event website.
There are three basic methods to record a donation using Auctria.
- Manually record the donations via the event dashboard using the Record Donation function;
- Provide a Donation Element on the event website for your guests to pledge an amount or,
- Manually enter a Donor Donation (non-item donation) using the Add New Donation function.
# via The Event Dashboard
For donations recorded Via The Event Dashboard, you would use thefunction. This will allow you to register a Cash Donation or a donation directly associated with a Donation Item.
# via The Event Website
For donations recorded Via The Event Website, your Bidders would be using aconfigured in either Cash Donation or Donation Item mode. This would assign the donations in the same manner as if you manually recorded them using the Record Donation function.
# via Add Donor Donation
When using thefeature set or addressing those donations not associated with an available item, you can use Add A New Donation. This will create a Donor record (saved to the Organization) and potentially add the Donor to those displayed on the event website via the Donor Catalog element.
Using the Add A New Donation function will require a separate report to view the records of these donations. Before using this option, consider whether it would be better to create a Bidder Record for the Donor and use the Record Donation function as described above.
When Reporting On The Donations, you must know if you have both Bidder and Donor donations. If you only have Bidder Donations, then you only need to run one report to see all of the donations that were made by bidders.
The Reports can be found from the main Event Dashboard board, and then clicking on the Financial tab to locate the Income reports.
# Donations Made By Bidders
Reports > Financial | Income > Bidder Donations
This report will display all bidder donations, both their Cash donations and those recorded on Donation Items.
# Donations Made By Donors
Reports > Financial | Income > Donor Donations
This report will display all Donor donations.
In the case where you have both Bidder and Donor donations and you want to see those numbers combined, you will need to Export both donation "Reports" in XLS formatted files and merge (external to Auctria) them together using an appropriate spreadsheet application.
Only using the Bidder Record approaches (providing for bidders to use the event website or using the Record Donation function) for cash donations and donations pledged to Donation Items will save this extra work.
Last reviewed: November 2023