Zeffy Software for Events

Adding a New Project

  1. Login to Zeffy using the username and password in Funder Login Smartsheet
  2. On the left side menu click Lizzie Howells > 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 Lizzie to confirm her identity with her a piece of her ID. Ensure you enter the info as shown below:
  1. Once you’ve entered the information, you can select “save for later” and then email Lizzie to notify her of next steps.
  2. Steps to include in your email to Lizzie -
    1.   Login to Zeffy
      1. Username -[email protected]
      2. Password - Mwz2024!
    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 do not need to add board members. If prompted, please click "continue without board of directors" and then confirm.
  2. 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.
  3. 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 start sharing the details.

  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 the dashboard for Navigate to the project's profile page in Zeffy.
    1. Click on the arrow next to Bank in the left-hand menu, then select Payouts.
    2. Find the correct payout by matching the Amount to the amount of the EFT.
    3. Once in the specific payout page click  “export” on the top right of the screen.

Events with Ticket Sales and Donations

  1. On the exported excel report, check if there are any donations. This should be indicated in column S titled “Extra donations”
  2. If there are donations included in the payout:
    1. Open the Payout Excel file and add a second tab called  “donations” Note: it’s sometimes helpful to view the payments on the Zeffy screen to assist with finding the donations.
    2. Copy the pertinent info on the new donations sheet, including amount, full name, mailing address. Sheet 1 will contain all revenue and sheet 2 will contain just the donations.
    3. If any mailing addresses are missing, reach out to the project to confirm if the donor want receipts and to collect a mailing address.
    4. NOTE: if unable to find mailing address, scroll through the collected answers received on the payment spreadsheet to see if the donor has completed their address there.
  3. Once ready to process, save the edited Payout Excel File and email it to [email protected] and the Finance Advisor.
  4. Write a note to Andrea on the EFT file in the Society Revenue Box Folder noting that you’ve sent her an email with the details and move the file to the Donations Coordinator Folder.  

Events with Donations Only

  1. Follow the steps in the Payout Schedule and Revenue Processing to export the correct payout report.
  2. The payout report does not include the mailing address for donors, so that information must be exported separately.
  3. To access a report that contains mailing addresses, navigate to the Payments section of the event.
  4. Add a custom date range that matches the Payout report and then select Export.
  1. Add a column for mailing address in the initial Payout report and copy in the mailing addresses from the second Payment report that you exported.
  2. Once ready to process, save the edited Payout Excel File and email it to [email protected] and the Finance Advisor.
  3. Write a note to Andrea on the EFT file in the Society Revenue Box Folder noting that you’ve sent her an email with the details and move the file to the Donations Coordinator Folder.