How do Product and Checkout Questions Work?

Access Codes FAQ

Access Codes allow you to restrict the purchase of specific products to people who have a valid code.

When a product is protected by an access code, customers must enter a valid code before they can add that product to their cart.

Common examples:

• School dances limited to eligible students
• Team-specific merchandise
• Staff-only or faculty-only items
• Early access or VIP products
• One-per-student purchases using student ID numbers

How do Access Codes work?

1. You create an access code group inside your campaign.
2. You select which products require a code.
3. You paste in one or more codes.
4. You set a usage limit per code.
5. Customers must enter a valid code to purchase those products.

If the code is invalid or has reached its usage limit, the purchase will be blocked.

When should I use Access Codes?

Use Access Codes anytime you need control over:

• Who can purchase a product
• How many items each person can buy
• Whether a product is publicly available or restricted

They are especially helpful for school dances where you want to:

• Limit tickets to eligible students only
• Allow one ticket per student
• Use student ID numbers as single-use codes

Setup & Configuration

How do I create an Access Code?

1. Open your campaign.
2. Go to Products.
3. Click Store Options.
4. Select Access Codes.
5. Click New Access Code.
6. Fill out:
   • Name (internal only)
   • Products (which items require the code)
   • Usage Limit
   • Codes (one per line or comma separated)
7. Click Create Access Code.

What is the Name field for?

The Name is for internal reference only. Customers do not see it.

Use something descriptive like:

• 2026 Student IDs
• Faculty Only
• VIP Early Access

What does Usage Limit mean?

The Usage Limit controls how many total items each individual code can purchase.

Examples:

• Usage Limit = 1 → Each code can buy 1 item total.
• Usage Limit = 2 → Each code can buy up to 2 items.
• Usage Limit = 5 → Each code can be used for up to 5 items.

Once the limit is reached, that code cannot be used again.

Can one Access Code apply to multiple products?

Yes. When creating the access code, simply select multiple products. A valid code will unlock all selected products.

Can I add more codes later?

Yes. You can edit an existing access code and:

• Add new codes
• Remove specific codes
• Remove all codes
• Increase the usage limit

Changes only take effect after saving.

Can the same code exist in multiple access code groups?

No. Codes must be unique within a campaign. If you try to add a duplicate code, you will receive an error.

Customer Experience

What does the customer see?

When a product requires an access code:

• An Access Code field appears on the product page.
• The customer must enter a valid code.
• The Add to Cart button activates only after a valid code is entered.

If the code is invalid or expired, they will see an error message.

Are Access Codes case sensitive?

No. Codes are automatically treated as uppercase.
“vip2026” and “VIP2026” are considered the same.

What happens if a code reaches its usage limit?

The code will stop working. Customers will receive an error message indicating the code can no longer be used.

You can increase the usage limit or issue new codes.

Can customers share codes?

Yes. If multiple people share a code, they can use it until the usage limit is reached.

If you need strict one-person-only control, use:

• Unique codes such as student ID numbers
• Usage Limit set to 1

Reporting & Management

Where can I see which code was used?

In Results, you will see:

• An Access Code column in the All Results table
• The code listed on individual line items in sale details

This makes it easy to audit usage or verify eligibility.

What happens if I delete an Access Code?

Deleting an access code removes the requirement going forward.

The product becomes publicly purchasable unless another access code covers it.

Past purchases are not affected.

Common Use Cases

School Dance

Goal: Only eligible students can purchase one ticket.

How to set it up:

1. Create an access code.
2. Select your dance ticket product.
3. Set Usage Limit to 1.
4. Paste in eligible student ID numbers, one per line.

Each student can use their ID number as their code and purchase one ticket only.

Faculty or Staff Only Purchases

• Create an access code.
• Paste in staff ID numbers or distribute a shared staff code.
• Select the restricted product.

Team-Specific Merchandise

• Create separate access codes for each team.
• Assign codes only to members of that team.
• Gate only that team’s products.

Early Access or VIP Sales

• Create a small set of codes.
• Share them with VIP supporters.
• Remove the access code requirement when ready for public sales.

Limit Per Household

If you want to allow up to 2 per family:

• Create one code per household.
• Set Usage Limit to 2.

Troubleshooting

A customer says their code is invalid.

Check that:

• The code exists.
• The product is selected under that access code.
• The code has not reached its usage limit.

The access code field is not showing on the product.

Verify that:

• The product is attached to at least one active access code.
• The access code has not been deleted.

The field only appears when a product is gated.

A customer cannot increase quantity in their cart.

This usually means:

• Their code does not have enough remaining usage.
• They have hit the usage limit.

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Donations allow supporters to contribute money directly to a campaign. Every campaign defaults to allowing donations, even if you are also selling products or registrations.

This lets supporters give even if they do not want to purchase an item or participate in an event. If needed, donations can be disabled or hidden at any time from the campaign’s donation settings.

How do I edit donation settings?

1. Go to your campaign page
2. Click the Donate button
3. Click Edit

From there, you can update all donation details.

What can I customize?

You can customize:

• Suggested donation amounts
• Donation name and description
• Donation image
• Placeholder text for custom amounts
• Where donations are available (online, in-person, unlisted, or disabled)

All changes update the live campaign immediately.

Can donors enter a custom amount?

Yes. Donors can always enter a custom amount, even if you set suggested amounts.

Can I remove donation tiers?

Yes. You can remove any suggested donation amount. Donors will still be able to enter a custom amount.

Can I change the suggested donation amounts?

Yes. Suggested donation amounts can be added, removed, or changed at any time, including while your campaign is live.

Will donations count toward individual students or participants?

Yes, if you add participants to the leaderboard.

When donors select a participant during checkout, the donation will count toward that individual’s total on the leaderboard.

I am selling products or registrations. Can I hide the Donate button?

Yes. You have full control over whether donations appear on your campaign.

If you do not want to accept donations, you can:

• Set donations to Disabled to remove the Donate button entirely, or
• Set donations to Unlisted if you want them hidden from the campaign page but accessible via a direct link

How do I bring donations back after they have been removed?

You can re-enable donations at any time.

To bring donations back:

1. Go to your campaign
2. Click the Products tab
3. At the top, click Store Options
4. Select Configure Donations
5. Update Where should this be available? to your preferred option (online, in-person, or both)

Once updated, the Donate button will appear again based on your selection.

Where are donations available?

You can choose where donations are available:

• Online and in-person
• Online only
• In-person only

This gives you control over where supporters can donate.

Do donations count toward my campaign goal?

Yes. All donations count toward your campaign total and goal progress.

Can I update donation settings after my campaign is live?

Yes. Donation settings can be updated at any time.

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What is organization verification?

Organization verification is a required step that confirms your organization is legitimate and that funds are sent to the correct place. This must be completed before you can add a bank account and receive payouts.

Who needs to complete organization verification?

Every organization on SuccessFund must complete verification, including:

• School districts
• PTAs and PTOs
• Booster clubs
• Foundations
• Other external or standalone organizations

For school districts, verification only needs to be completed once for the entire district. Individual schools do not need to verify separately.

Why is organization verification required?

Due to increasing risks around identity fraud and AI-generated impersonation, we take extra steps to protect schools and organizations. Verification ensures:

• Funds are sent to the correct organization
• Only authorized individuals can manage payouts
• Compliance with payment and banking regulations

What information is required to verify my organization?

You will be asked to provide:

• Legal organization name
• Organization address
• City, state, and ZIP code
• Employer Identification Number (EIN)
• Confirmation that you are authorized to act on behalf of the organization
• Acceptance of the SuccessFund Terms of Use

All information should match official records.

What if my organization does not have an EIN?

If your organization does not have an EIN, select the “I don’t have an EIN” option during verification. You will be guided through the appropriate next steps.

What is Persona and why do I need to use it?

Persona is a trusted third-party identity verification provider. We use Persona to confirm that you are a real person and an authorized representative of your organization.

Persona verification typically takes only a couple of minutes and is used only for identity verification. Your information is not used for any other purpose.

What does the Persona verification process involve?

Persona may ask you to:

• Take a photo of a government-issued ID
• Take a quick selfie or short video

This helps confirm your identity securely.

What if Persona has trouble verifying my photo or ID?

If you run into issues:

• Try using a different device
• Use your mobile phone instead of a desktop computer
• Make sure you are in a well-lit area
• Avoid glare or blurry photos

Most verification issues are resolved quickly by switching devices.

How long does organization verification take?

In most cases, verification is completed within a few minutes. Some verifications may take longer if additional review is required.

Can I create campaigns before verification is complete?

Yes. You can create and manage campaigns, but you will not be able to add bank account details or receive payouts until verification is completed.

Who should complete verification for a school district?

A district-level administrator or authorized finance representative should complete verification. Once verified, all schools in the district can use the same verified status.

Is my information secure?

Yes. SuccessFund and Persona follow strict security and compliance standards. Your information is used only for verification and payout protection.

What if I still need help?

If you have questions or run into issues during verification, contact the SuccessFund support team through the Help Center. We are happy to help you get verified and up and running.

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What is an offline transaction?

An offline transaction is a cash or check payment that you manually record in your campaign to keep your totals, inventory, and leaderboard accurate. Offline transactions have no processing fees.

How do I log an offline transaction?

1. Go to the Results tab on your campaign.
2. Click Transactions.
3. Select + Offline Transaction.
4. Enter the buyer’s Name, Email, and Phone (optional), and any other info. All fields are optional.
5. Click Save Transaction.

Once saved, your offline transaction will automatically:

• Update your inventory,
• Reflect on your leaderboard if you have one, and
• Count toward your fundraising goal if you have one.

Are there any fees for logging offline transactions?

No. Offline transactions are recorded for tracking purposes only and have no fees.

Can I edit or add details later?

Yes.
If you need to update product selections, product questions, or checkout questions:

1. Go back to the Results → Transactions page.
2. Click on the transaction you want to update.
3. Select Edit Transaction.
4. Add or change responses as needed.

Can I log offline transactions using the mobile app?

Yes!
The SuccessFund mobile app makes it easy to log cash payments on the go.
You can also answer product questions directly within the app as you record each sale.

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What is the Payout Recording feature?

The Payout Recording feature helps finance teams and bookkeepers keep track of whether a payout from SuccessFund has been logged in their external accounting system. It does not record the payout for you in your accounting system — instead, it gives you a quick way to mark payouts as “Recorded” or “Not Recorded” within SuccessFund.

Why is this useful?

• Keeps finance/bookkeeping teams aligned on what’s been logged.
• Reduces the risk of missing or duplicating a deposit entry.
• Makes it easy to see which payouts still need to be reconciled in your accounting software.

How do I record a payout?

1. Go to the Payouts page.
2. Click View next to the payout you want to record.
3. Click Record Payout.
4. In the popup, choose:
   • Recorded → if you have already logged this payout in your accounting system.
   • Not recorded → if you haven’t yet logged it (this is the default).
5. Optionally, add Notes for your internal records.
6. Click Save.

What happens after I mark a payout as “Recorded”?

• The Recording Status will update from “Not Recorded” to “Recorded.”
• You and other team members will be able to quickly see which payouts are finished vs. still pending entry.
• This status only updates in SuccessFund — it does not push data to your accounting system.

Can I change the status later?

Yes. If a payout was accidentally marked as “Recorded” or “Not Recorded,” you can reopen the payout, update the selection, and save again.

Do my notes show up anywhere else?

Notes are saved with the payout record inside SuccessFund. They’re visible to your team members when viewing that payout, so you can leave reminders or clarifications.

Does this replace my accounting software?

No. This feature is simply a tracking tool to help bridge your SuccessFund payouts with your own accounting workflow. You’ll still need to enter deposits into your accounting system as usual.

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No — donors and patrons never need to create an account or log in. You can make your purchase or donation directly from the campaign link that was shared with you.

How do I find the campaign I want to support?

You should use the direct link given to you by the organizer, school, group, or participant. Each fundraiser has its own campaign page with all the details and a checkout button.

I created an account by mistake. What should I do?

That’s okay — you can simply ignore the account. To support a fundraiser, just return to the campaign link and complete your purchase there. You won’t need to log in.

Why don’t I need an account?

Our system is designed so that donors and patrons can give quickly and securely without creating extra logins. Accounts are only for organizers who are running fundraisers.

What happens after I purchase or donate?

You’ll receive an email receipt right away. If your purchase includes a digital voucher, it will also be delivered by email instantly.

Who do I contact if I can’t find the campaign link?

Reach out directly to the organizer, school, or group that told you about the fundraiser. They’ll be able to resend the correct link.

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Why this happens:
In-person transactions (using the mobile app and card reader) work differently from online checkouts. When a patron taps their card in person, the system records the payment amount but does not automatically collect names, emails, or checkout question responses like online checkout does.

How product and checkout questions work in-person:

• Product questions are always displayed automatically at checkout.
  • If the question is required, it must be answered before completing the purchase.
  • If the question is optional, you can leave it blank and still move forward.
  • To adjust whether a product question is required, log in on a web browser, go to the Products tab, click the individual product, and update the question setting.
• Checkout questions only appear automatically if you have marked them as required.
  • If they are optional, you can still fill them out (along with patron name, phone, or email) by tapping the Options button on the checkout screen and selecting Customer Details.
  • Special note about requiring Name: The name field is always considered optional. If you want the name to be required on every in-person transaction, you’ll need to add at least one required checkout question (any question). This triggers the name field to also become required.

Tip:

• If you add an email under Customer Details, the receipt will automatically be sent to the patron.

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To make sure SuccessFund and card readers run smoothly, it’s important that your organization’s network and email settings don’t block required services. Restrictions like firewalls, content filters, or email security tools can prevent payments from processing, files from uploading, or alerts from being delivered.

For in-person payments, the device running the SuccessFund mobile app must have an active internet connection. Without it, card readers will not be able to process transactions.

Your IT team should also add the following to the allow list:

• Core services: successfund.com, intercom.com, success-fund-fundraiser-files.s3.amazonaws.com
• Payment providers: zettle.com, izettlepay.com, izettle.com, sumup.com, paypal.com, paypalobjects.com
• Media & assets: images.unsplash.com, ik.imagekit.io

And for system notifications and alerts, allow emails from:

• @alerts.successfund.com
• @successfund.com
• @successfundteam.com

Taking these steps ensures that your district can process payments, use card readers, upload files, and receive important alerts without interruption.

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To access detailed product sales data for your campaign:

1. Click on your campaign from your dashboard.
2. Click the Results tab in the top menu.
3. Select Product sales from the dropdown or options.

What this report shows:

The Product Sales report provides a breakdown of sales data for each product variant sold through your campaign. It includes the following columns:

• Product: The name of the item sold (e.g., Alain Energy Drink, BSN COMPETITOR HOODED PULLOVER).
• Variant: The specific version or size of the product (e.g., Cherry Twist, XL, 2XL).
• Amount Sold: The total dollar amount collected for that specific variant.
• Qty Sold: The number of units sold for each variant.
• Remaining Qty: The number of units still available for sale. If the product has sold out, this column will display “Sold Out” in red.
• Tags: Any tags or internal labels attached to the product (if used).
• Total Fulfilled: The number of units that have already been fulfilled or delivered to customers.

🔍 Note: This report only shows products that have recorded at least one sale. Unsold products will not appear in this view.

This report is especially useful for tracking inventory, identifying your best-selling products, and managing fulfillment.

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🎯 SuccessFund FAQ: How Do I Change My Notification Settings?

SuccessFund makes it easy to manage the notifications you receive about your fundraising campaigns, payouts, and more. Here’s a step-by-step guide to updating your preferences.

🔑 Accessing Notification Settings

1. Log in to your SuccessFund Account
   Start by logging in at successfund.com.
2. Open the “My Info” Page
   • Click your profile icon in the top-right corner of the screen.
   • In the dropdown menu, click “My Info”.

✏️ Editing Your Notification Preferences

On the My Info page, you can customize how and when SuccessFund sends you emails:

📩 For Campaign Orders or Donations:

• Immediately: Receive an email as soon as someone places an order or makes a donation.
• Once a Day: Get a daily summary email.
• Once a Week: Get a weekly summary.
• Never: Disable emails for these updates.

📬 Other Notifications:

• Payouts: Check the box to get an email whenever payouts are deposited.
• Campaign Closures: Check the box to be notified when campaigns in your organization are closed.

🖼️ Adding a Profile Photo (Optional)

You can also add a friendly photo to help donors recognize your profile.

• Click the photo upload icon and choose a photo from your computer.

💾 Saving Your Changes

After you’ve updated your preferences:

• Click the green “Save” button at the top-right of the My Info page.
• Your new settings will take effect right away.

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A Variable Priced Product allows you to collect a custom payment amount without setting a fixed price in advance. This is perfect for situations like auctions, donation-based sales, or “pay what you can” items.

To set one up:

1. Go to the Products tab and click Add Product.
2. Select Single Option under product options.
3. Under pricing, choose “Variable Price.”
4. Set a Minimum and Maximum amount.
5. Add a clear description (e.g., “Enter the amount you’d like to give” or “Pay your winning bid here”).

When supporters go to pay, they’ll be able to enter any amount within your price range. You can collect these payments online, in person with a card reader, or through a QR code or donation link.

It’s a flexible, easy way to accept open-ended contributions while keeping your tracking clean.

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Yes! While SuccessFund doesn’t include bidding tools, it’s perfect for collecting payments from auction winners.

To set up an auction item:

1. Go to the Products tab and create a new product.
2. In the pricing section, select “Variable Price.”
3. (optional) Enter a Minimum Price (e.g., $3.00) and a high Maximum Price to allow flexibility.
4. Use the description field to prompt: “Did you win the bid? Pay for your auction item here.”

After the auction ends, just enter the winning bid amount when collecting payment. You can use a card reader, share a QR code, or send a payment link. Cash and check payments can also be logged manually to keep your totals accurate.

SuccessFund tracks everything in your campaign dashboard — making auction payments fast, flexible, and easy to manage.

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✅ What are Options?

Options (sometimes called Variants) let you offer different versions of a product—like sizes, colors, or ticket types—all within a single listing. Shoppers select the option they want from a dropdown menu before adding the product to their cart.

➕ How do I add an Option?

1. Click “+ Another Option.”
2. Name the option, such as:
   • T-Shirt Size
   • Ticket Type
   • Registration Category
   • Or something more general like “Option”
3. Add the selections (e.g., Small, Medium, Large).
4. You can add multiple option categories, each with its own list of selections (like Size and Color).
5. SuccessFund automatically creates all combinations (like “Red – Small”) so you can set prices, quantities, and availability for each one.

🛍️ What can I use Options for?

Here are just a few ideas—there are endless possibilities:

• Apparel sizes (Youth Small, Adult XL)
• Color or style preferences
• Ticket levels (General, Student, VIP)
• Meal choices
• Add-ons and upgrades

💵 Can each Option have its own price?

Yes. You can set a different price for each combination. For example, student tickets might be $10 while general admission is $20.

📦 Can I manage inventory by Option?

Absolutely. Each combination has its own inventory count. You can set different quantities and mark individual selections as sold out.

🧾 What does it look like for buyers?

Buyers see one product with dropdown menus for options. After choosing what they want, they can add it to their cart and check out. The correct price and available quantity are applied automatically.

🎯 When should I use Options, Separate Products, or Questions?

Use this...When you need...OptionsA single product with multiple choices that need separate prices or inventory.Separate ProductsUnique images, descriptions, or categories for each item (e.g., hoodie vs tee).QuestionsTo collect extra details that don't affect price or inventory (e.g., shirt size on a free registration). Great for registration or other follow-up info.

🧪 Example: Ticket Type Option

Selling tickets to an event? Add an option called Ticket Type with selections like:

• General Admission ($20)
• Student ($10)
• Senior ($12)

Each type can have its own price and inventory. Shoppers pick their ticket type from a dropdown, and you manage everything in one product.

Here's a great video on how variants/options work http://www.successfund.com/home/videos/how-to-add-variants-to-products-on-successfund

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