How to Add Variants to Products on SuccessFund

What are Discount Codes?

Discount Codes let you offer special pricing to supporters. When a customer enters a code at checkout, the discount is applied to their order based on the rules you’ve set.

You can use them for:

• Promotions (10% off spirit wear)
• Early bird pricing
• Staff or faculty tickets
• Free items
• Limited-time sales

Discounts can be:

• Percentage-based (e.g. 15% off)
• Dollar amount-based (e.g. $5 off)
• Applied to the entire cart
• Applied to specific products
• Limited-use or ongoing
• Single-use or multi-use
• Single code or multiple unique codes
• Time-restricted or always active

What can Discount Codes NOT do?

Discount Codes:

• Do not auto-apply via link
• Do not restrict who can see or purchase a product
• Do not function as access control
• Do not support bundling natively
• Do not support minimum order requirements
• Do not allow stacking multiple codes
• Do not limit usage per customer automatically
• Do not apply to donation amounts
• Do not restore usage if an order is refunded

Only one code can be used per order.

How does the discount amount work?

You can add a discount by going to your Products tab, and clicking on Store Options.

Once you create a discrount, you choose either:

• Percentage (e.g. enter 10 for 10% off)
• Dollar Amount (e.g. enter 5 for $5 off)

A discount will never reduce an item below $0.

If you use a dollar discount that exceeds the item price, the remaining amount does not carry over.

Example:If you create a $20 discount and someone buys a $15 item, the order total becomes $0. The extra $5 is lost.

How do usage limits work?

You control how many times each code can be used.

There is no automatic per-customer limit.

If you want one use per person, each person must have their own unique code (A great unique code for students or faculty is their student ID number)

A single discount can include as many unique codes as needed. Each code has its own redemption limit.

How usage is counted depends on where the discount applies:

• Entire Cart discounts count each checkout as one use.
• Specific Products discounts count each discounted item as one use.

Example:If you offer $5 off hoodies and someone buys 3 hoodies in one order, that counts as 3 uses.

Important:For product-specific discounts, the "Discounted Items Per Order" value must be less than or equal to the usage limit.

Faculty example:If you want to give all faculty free entry to a football game:

• Paste each faculty ID as its own code.
• Set the usage limit to control how many times each specific code can be redeemed.

If you want one use per ID, set it to 1.If you want each ID to be usable multiple times (for example, 6 free tickets over the course of a season), set it to 6.

Be intentional. The number you enter is how many times each specific code can be redeemed.

If you instead create one shared code and set usage to 100, anyone who has the code can use it until all 100 uses are gone.

Refunds do not restore usage.

What is "Discounted Items Per Order"?

This only appears when you choose Specific Products.

It controls how many items in a single order can receive the discount.

Example:If you set this to 2 and a customer buys 4 eligible items, only 2 of them will receive the discount.

This field is required for product-specific discounts.

Where does a discount apply?

You can apply a discount to:

• The entire cart
• Specific products

If you select specific products:

• The discount applies to any eligible product in the cart.
• If a product has variants (size, color, price range), the discount applies to any selected variant within that product.

How does the date range work?

You can choose:

• Always — The discount works anytime while active and until its usage limit is reached.
• Date Range — The discount only works between the start and end dates you set.

A discount stops working when either:

• Its usage limit is reached, or
• Its end date passes

Whichever happens first.

Are discount codes case-sensitive?

No. Codes are automatically converted to uppercase.

If you create a code called save10, it will work whether someone types save10, SAVE10, or Save10.

Can I have multiple codes for the same discount?

Yes.

When creating or editing a discount, you can enter as many codes as you want, one per line. They will all share the same discount settings.

Each code has its own redemption limit and is tracked separately.

Can I add or remove codes later?

Yes.

You can edit a discount to:

• Add more codes
• Remove individual codes
• Update settings
• Delete the entire discount

Can multiple discount codes be used on the same order?

No. Only one code can be applied per order, but that single code may apply to multiple eligible products depending on your discount settings.

Can discount codes control who is allowed to buy something?

No. They do not restrict visibility or purchasing access.

Can I require a minimum order amount?

No. Minimum purchase thresholds are not supported.

Do discounts apply to donations?

No. Discounts apply to products only.

What happens if a discount code doesn’t work?

A code will not work if:

• It has reached its usage limit
• It is outside the scheduled date range
• It does not apply to any items in the cart
• It has been deleted or deactivated

The customer will see a message explaining why the code didn’t apply.

What happens if I refund an order?

The discount usage is not restored.

Can I create bundles with discount codes?

Not natively.

Workarounds include:

• Creating a bundled product with its own price
• Carefully limiting discounts to specific products and quantities
• Manually sending a discount code after a qualifying purchase (for example, sending free ticket codes to sponsors)

How can I see how a discount is performing?

On the Discounts page, you can see:

• How many times a discount has been used
• How many times each individual code has been used
• How many uses remain

Regularly review usage to make sure codes are not being shared or abused.

What are best practices when creating a discount?

• Be clear about whether the discount applies to the entire cart or specific products.
• Understand how usage is counted before setting limits.
• Use unique codes when limiting per person. Use a list of student or faculty IDs for quick and easy codes that they already know.
• Make sure "Discounted Items Per Order" aligns with your usage limit.
• Use date ranges instead of manually deleting active discounts.
• Regularly review code usage to ensure codes are not being shared or abused.

Before You Publish a Discount Code

Before sharing a code publicly or sending it to supporters, double-check the following:

• Does the discount apply to the correct scope (Entire Cart vs Specific Products)?
• If product-specific, is "Discounted Items Per Order" set correctly?
• Does the usage limit reflect how many times each code should be redeemed?
• If using multiple unique codes, did you confirm each code has the correct redemption limit?
• Is the date range correct (or intentionally set to Always)?
• Have you considered what happens if someone shares the code publicly?

Taking 60 seconds to review these settings can prevent accidental over-discounting or code abuse.

‍

What is barcode scanning?
Barcode scanning lets you ring up products by scanning the barcode in the SuccessFund mobile app instead of searching for items manually. When you scan a product barcode, the item is instantly added to your cart at checkout.

Do my products need barcodes already?
Most retail products already have barcodes on their packaging. If your product has a barcode, you can scan and save it to that product in your store.

How do I set up barcodes for my products?
From the app, tap More, then select Set Up Barcodes. Choose a product, tap Scan Barcode, and scan the barcode on the item. Once scanned, the barcode is saved to that product.

Can I use barcode scanning with product variants?
Yes. Barcode scanning works with products that have variants. You can scan and assign a barcode to each variant.

Do I need to set up barcodes every time?
No. Barcodes only need to be set up once per product or variant. After that, you can scan the item anytime during checkout.

Barcode Scanning vs Redemption QR Codes

What is the difference between product barcodes and redemption QR codes?
Product barcodes are linked to items in your store. Scanning a product barcode adds that item directly to the cart.

Redemption QR codes are tied to completed online purchases. These QR codes can appear on receipts for online orders when enabled. Scanning one pulls up the original purchase so it can be redeemed.

Where do redemption QR codes come from?
Redemption QR codes appear on receipts for online purchases when the feature is enabled. Customers can show the QR code on their phone or on a printed receipt.

What happens when I scan a code?
The scanner automatically detects the type of code.

• If you scan a linked product barcode, the item is added to the cart.
• If you scan a receipt QR code, the related order is pulled up so it can be redeemed.

You do not need to switch modes. Scan either one.

Do I need different scanners or buttons?
No. Both the Scan Barcodes and Scan Redemption Codes features support scanning both types of codes. The system handles the difference automatically.

Can I scan the same redemption QR code more than once?
No. Once an order has been redeemed, it cannot be redeemed again. This helps prevent duplicate redemptions.

Checkout and Usage

How do I check out using barcode scanning?
At the point of sale, tap Scan and scan the items you want to sell. Each scan automatically adds the item to your cart. When you are ready, tap View Cart to complete checkout.

Can I still add items manually?
Yes. Barcode scanning is optional. You can continue to add products to the cart manually.

What if a code does not scan?
If a code does not scan, you can add the item manually or search for the order to redeem it. If the issue continues, make sure the barcode or QR code is clear and has been properly set up.

‍

‍

‍

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.

‍

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.

‍

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.

‍

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.

‍

By default, external groups are Unmanaged, meaning they are autonomous and do not require district approval to run fundraisers. However, districts can enable Managed External Groups, which makes approval through the district required for every external group. Membership in these groups remains self-managed, but the approval requirement is a global setting—all external groups are either Managed or Unmanaged. You cannot pick and choose on a group-by-group basis.

‍

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.

‍

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.

‍

✅ 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

‍

Product delivery depends on how your campaign is set up.

If you're using a vendor, the vendor typically handles fulfillment directly. This might include shipping to the school, offering local pickup, or mailing items directly to supporters. The method will depend on the vendor’s agreement, which should be outlined during campaign setup.

If your group is managing fulfillment yourself — such as distributing items on campus or in classrooms — you’ll coordinate delivery. To help with this:

• Go to the Results tab and open the Result Details report. This report shows each transaction and includes detailed order information like supporter names, products purchased, variants (like size or flavor), and quantities.
• You can download this report as a CSV to create packing slips, delivery checklists, or class-by-class sort sheets.

The Product Sales report gives you a summary view — showing how much of each item you’ve sold overall. This is helpful for inventory planning and seeing which items were most popular.

If you’re running a fundraiser with one of SuccessFund’s integrated partners, fulfillment may happen automatically and digitally. If that’s the case, you’ll see a note in the campaign description outlining how items are delivered.

Also, if your fundraiser includes student participation, the Leaderboard tab is a great tool for fulfillment support. Each student has a unique link and can see which supporters donated or purchased through their link — helpful if they’re assisting with product delivery.

Note: If your campaign is donation-only and doesn’t include products, the Product Sales and Result Details reports may not display any fulfillment-related information.

‍