Zeffy Software for Events

Adding a New Project

Zeffy offers a fee-free solution that can help projects avoid costs, allowing more of your funds to go directly toward their cause.

  1. Login to Zeffy using the username and password in Funder Login Smartsheet
  2. On the left side menu click Allie Roberts > Switch Profile > Create a new Organization
  1. When prompted for Organization Name put the project's name and then Create Organization.
  2. From here you can either create a new “Form”, which is a ticketed event or select “Go Back to Dashboard”, which will take you back to the original screen and you should see your project as an option when you “Switch Profile”
  3. Once in the project's Zeffy profile, in order to start collecting ticket purchases you must Link the Bank account from the left menu click Bank and then the button “Link bank account”
  4. This will lead you to the page below. Enter the required information and Click Save and Continue. Note the “Import Signature” portion is not required.
  1. Complete any required fields and you’ll be led to eventually entering in MWCS banking info.
  2. Once you’ve entered MWCS banking info you’ll be lead to “Director Information”. This will eventually require Gayle to confirm her identity with her a piece of her ID. Please reach out to Allie for Gayle's personal information.
  1. Once you’ve entered the information, you can select “save for later” and then email Gayle to notify her of next steps.
  2. Steps to include in your email to Gayle:
    1. Username and Password for our Zeffy account
    2. Once logged in, ensure you are on the correct project profile, indicated by the arrow in the image below Then click on "Bank"
    3. Then Click on "Link Bank account". This will lead you to where you need to input information and add your images. Once Lizzie has completed the last step, you should be set up to receive funds
  1. You may or may not be prompted to Add or Update Directors. The directors entered must match the director list in our most recent T3010 report, which can be found on the CRA website.

 

  1. To share the Event with the project, you can click the top right menu and “Invite User” This will allow them to access to their project Zeffy page only.
  2. Give the project staff the following permission that are ticked

Creating a New Event

Now that the project has a user profile, they can either create the event themselves, or ask the coordinator to do it. If the project is creating the event, make sure you review it before they share the link publicly.

  1. Events on Zeffy are “Forms”. You can either provide the project with template and set up the Form for them, or you can allow the project to set up the event themselves and the Coordinator can double check that all information is correct.
  2. To create a new Form, navigate to the “Forms” on the left menu and then click the “Create Form” button on the top left of the screen.
  3. This will lead you through several self-explanatory screens (i.e., General Info, Tickets, Customization)

NOTE: if the project wants to accept Additional Donations (it’s a tick box on the Tickets screen), ensure you add a custom question asking for the donor’s full mailing address. If the "event" is strictly to solicit donations, make sure the mailing address is a required field.

  1. The Customization page is where projects can add their branding and event pictures etc.
  2. Once complete with customization, you can click “Create Form”. This is will allow you to view the form and access the Advanced Settings
  3. Advanced Settings is where you can edit the email address to the project so they are notified of new tickets. You can also add any discount codes from this page.
  4. Once the coordinator has reviewed the event for compliance, the project can share a link to the Zeffy event page (form) on their website, via email, on social media etc.

Payout Schedule and Revenue Processing

  1. Zeffy automatically sends you any revenue (payouts) from ticket sales weekly or monthly. Generally for project events, you will want to receive payouts monthly. To ensure this is set up correctly, navigate on the left menu to Bank > Payout and then click on the button in the middle of the screen “Edit Schedule”.
  1. When revenue comes into the revenue folder it will be an EFT from Zeffy.
  2. To match the payment to the Zeffy sales or donations, navigate to a project’s profile (On the left side menu, click Allie Roberts > Switch Profile >select project).
    1. On the left-hand menu, select finances. Here you will see the recent payouts
    2. Find the correct payout by matching the Amount to the amount of the EFT
  3. Once you confirm which project the payout matches, use the left-hand menu to navigate to "payments"
  4. Filter the payment list to only include payments for the previous month by selecting "add a date range' and "last month" (this should be all the payments included in the payout)
  1. Export the list (using the button at the top right-hand side of the page) 
    1. When exporting, select “Itemized payments” and make sure the purchasers contact information is included (ie. name, address etc) as well as the custom questions. 
  1. Save this document to your files and open it on your desktop. This document will list all of the payments included in the payout, and the total amount should match the amount of your payout.  
  2. Remove any for $0
  3. Check if there are any donations. This should be indicated in column N titled "Rate Title". It will show as "additional donation".
    1. If there are any donations included in the payout:
      1. Add a second tab called "Donations"
      2. Copy the pertinent information on the new Donations tab, including amount, full name, mailing address. Tab 1 will contain all revenue and Tab 2 will contain just the donations.
      3. If any mailing addresses are missing, reach out to the project to confirm if the donor wants receipts and to collect a mailing address
      4. NOTE: If unable to find mailing addresses, scroll through the collected answers received on your payment spreadsheet to see if the donor has completed their address there.
  4. Once complete, save the edited Payout Excel file and name it PXX Project Name Zeffy report_Payout Month date. Email it to [email protected] and the Finance Advisor. Please note in your email if there are any donations included.
  5. Write a comment to Andrea on the EFT file in the Society Revenue Box folder noting that you've sent her an email with the details.
  6. Move the file to the Donations Coordinator folder.