Charity Fundraiser Spot Allocation

DonationsGraphicWe are extending our Fundraising platform to allow large races to manage the process of allocating spots to different charities who use a diverse set of fundraising platforms outside of RunSignUp. The big benefit is that the race then gets each fundraiser to go thru the normal registration process and collect all the normal race participant information. This means you will have a single database of all participants for things like shirts, bibs, etc.

The system is currently on our test servers and will be released shortly.

For example a race might have to manage the allocation of spots to 50 different charities. Some charities might get 5 spots, others 20 or 50 or 100. Those charities might pay the entry fees or might have their fundraisers pay the entry fee. The new capabilities allow the following features (right now limited to lottery races):

  • Races can create multiple charity accounts and invite a charity representative to manage their own Charity spots and their allocation.
  • Races can set a different number of spots per Charity.
  • Charities can then allocate those spots to individual fundraisers with an invitation.
  • Charities have the option of full price or free when inviting a fundraiser.
  • Fundraisers receive an invitation email and are directed to do a full registration.
  • Fundraisers will use the Charity’s own fundraising system – not the RunSignUp system.
  • Charities and Races have the option to select the fundraiser once they have registered for the race on the RunSignUp system. This includes the new delayed payment lottery system.
  • Charities and Races have reports to see how many spots have been filled, who has filled them, and what the Charity might owe the race depending on how many free entries the Charity gave away. Races can use RunSignUp’s Invoicing system to easily send invoices to charities.

This system will continue to be expanded to allow more flexibility and make the mixture between charities who use their own system and charities who use the RunSignUp Fundraising system to intermix easily.

Public View

Once charities are set up, a page gets automatically created. It is updated dynamically, as you add new charities, new charity cards will appear. As fundraisers sign up, the counts for the # of spots will change instantly:

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When clicking on the Charity, a secure form pops up to allow the potential fundraiser to contact the charity directly. The system emails the charity manager and they can then decide if they allocate a spot or not.

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Race Director Reports

The race director also has access to an overall report that shows how many people have been selected from each charity. This is also in combination with the Lottery:

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Race Directors can view the charity participants as a normal registration in the normal View Participants report. This report also shows the number of free entries per Charity so the race can use the information to invoice the charity. This is one of the best parts of implementing third party charities like this, as races have a single, consolidated database with assured waiver signatures and all the proper information like Shirts, bibs, etc. in one place.

Setup

This capability is currently in the Delayed Payment Lottery Setup:

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The next step is to set up your Charities under the Donation menu in your race dashboard:

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Once Charities are set up, you can allocate spots:

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When setting up a charity, you can invite a person at the charity to be the manager:

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They will receive an email like this:

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Charity Self-Serve Management

Once they set up their account, they will have access to managing their charity (they can reach this from their Profile Page):

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Selecting “View Associated Races”, they can access the dashboard for managing the charity for this race (note people can manage multiple charities and a charity may be associated with multiple races):

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From here they can manage their own Charity page and information by clicking the edit button:

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They can also manage their Lottery spots. There are specific links they can send their fundraisers to register either for free or for paid:

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Once fundraisers have registered, the Charity can review those people who have registered and select them (this is the delayed payment functionality from the lottery system):

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The Charity is also able to see those who have been selected:

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We will be making some improvements to this system over the coming months (like making this work for non-lottery races) – feel free to give us your feedback.

 

Delayed Credit Card Payment Lottery

Lottery BallsWe are introducing a new way for races to do a lottery where participants enter their credit card up front and it is charged later. This is in addition to the many ways we already support like Waiting Lists and Loyalty Programs used by races like Boilermaker and Space Coast Marathon. The new system is on our test server, and will be released shortly. This system is also used for a new Charity option where the fundraising is done on a separate service, but registration happens for all fundraisers on RunSignUp directly.  The steps are:

  1. Runner does a full registration, including entering their credit card.
  2. RunSignUp checks the credit card with an AUTH request to the credit card network (no charge appears on the customer’s card) and then securely stores the card in a separate PCI Level 1 service.
  3. The Race Director selects which runners are accepted.
  4. Successful runners are automatically charged.
    1. If the charge is successful, then we send them a final confirmation email.
    2. If the charge is not successful, then we send them an email that asks them to enter a new card number.
  5. Race Directors can manage their selected (successful and unsuccessful) and not selected with reports. Additional participants may be selected.

There is a new page for setup under Participants:

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This option sets all events to this lottery mode. So if you select this, both your Marathon and Half Marathon will have this setup. Once you have selected your participants, you can then turn off registration for say the Half and open regular registration for the Full.

Note that it follows the full registration path – so you can ask participant questions, include add-ons, collect information. If Add-Ons are included in a  participant’s checkout, they are not charged for those until selected. Items purchased by non-selected participants are not charged for. If you want to sell items to non-participants, they can be placed in the Store and sold stand alone separate from a registration transaction.

The things that can NOT be done are donations and fundraising, club registration and USATriathlon membership purchases.

Note in the setup screen above, you can select what term you want to use for “Lottery”, as well as set a message for what appears to the participant on the checkout page:

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Selection

You can select participants at any time (although there is a 6 month maximum from the opening since we delete all credit cards after that period of time). You select them by uploading a CSV with the Registration ID’s in a column. This gives races the ability to use whatever mechanism they want to select participants. Registration ID’s are available easily in a spreadsheet download format from the Participants report along with other fields you may use for selection such as zipcode, registration date, estimated time, age, gender, etc.

After selecting the file to upload, you will see good codes and bad codes:

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Note that all participants in a single transaction must be selected, otherwise, they will appear in the Bad Registration IDs list. This makes sure that a person who signs themselves and their spouse up for your race will both get in. (of course you can limit the number of registrations to 1 per transaction if you do not want to enable this). This also holds true for all team members – everyone on a team must be selected.

Participant Notification

When a person is selected, RunSignUp automatically attempts to charge the credit card we have saved. If selected, then the participant is notified via email with a full confirmation email. There is the ability to customize the emails with a header, logo and your own custom text. This is an example of the top part of the confirmation of selection email being editable:

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This is an example of the credit card failed email. It gives the selected participant a link to go to directly to fill in enter a new credit card number:

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Reports

The participant Report has fields that show you the status of each person:

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Financial Reports also show the status of money pending and collected:

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Finally, you can use the free Email Marketing system in RunSignUp to send notifications to update lottery participants every step of the way. You can send status emails, as well as “Not Selected” emails with your own special message.

Lottery Waitlist Improvements

LotteryWe are working with a large race who will be using our lottery and waitlist features. We’ve made some updates to clean this up for them.

First, we used to have a “Registration Full” message that showed by default. The Registration Full message makes sense for races who sell out and still allow people to sign up for a waitlist, but this makes more sense for lotteries:

Lottery race

Second, we’ve added an email confirmation when runners join the waitlist. Also to help people remember and confirm they are on the waitlist, we have added a search on the waitlist capability that displays.

Race LotteryFinally, we have added the ability to set a beginning and ending date for the lottery.

You can see other features of our Waitlist here. Other resources are listed below:

https://runsignup.wordpress.com/2012/08/07/wait-lists/

https://runsignup.wordpress.com/2013/06/04/setting-up-sell-out-races/

https://runsignup.wordpress.com/2014/12/04/syracuse-half-marathon-case-study/