Orientation for finance secretaries and bookkeepers

Where a campaign exists

When a campaign is created, it belongs to the school or group that the organizer was in at the time of creation.

• The campaign’s location shows on the campaign page.
• That location determines who reviews the approval request, which administrators have visibility, and which bank account SuccessFund will default to for deposits (deposits are always confirmed before final approval).

Ways to move a campaign

1. From the Edit tab

• Open the campaign.
• Click Edit.
• In the Owner Info section, you can change the School/Group field to move the campaign to another school or group.
• Save your changes.

2. When removing a user

• Go to the Users tab.
• If you remove a user who owns campaigns or approvals, the system will prompt you to either:
  • Move those campaigns to another user, or
  • Delete them.

Who can move a campaign?

• Typically, district administrators have this ability.
• The user’s role must include the permission to View/Edit All Organization Campaigns.
• If the user does not have this permission, the School/Group dropdown will be disabled, and the following message will be displayed:
  “You do not have permission. Only administrators can change the school/group.”

Can a non Administrator move a campaign?
If you don't have the administrator ability to move a campaign, you'll have to create a new campaign from the new group. You can change where your user exists by clicking on your profile picture in the top right. Once you're in a new school/group, you can duplicate your old campaign. The new campaign will be in the new group.

Can I change the owner of a campaign?
If you want the campaign to be owned by a different person, add them as a collaborator (from your campaign page, click on "Collaborators"). Then, the new owner can duplicate the campaign (on the "All Campaigns" page, locate the campaign and click the three-dot menu on the right). The duplicated campaign will then belong to the new owner in their current school or group.

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Yes. Each district can add and manage multiple bank accounts so that each school or organization can receive its own deposits. To add a bank account select Bank Accounts on the left hand toolbar under Administration.

Yes. Every bank deposit from SuccessFund is paired with a detailed deposit report you can upload or reference in your accounting system. Each deposit includes your Allocation ID (sometimes called account code, GL code, or allocation number) so your finance team can route funds to the correct budgets.

How it works

1. Add the Allocation ID during approval
   • In the approval view, find Assigned Bank Account – Pending Confirmation and click Edit or Confirm.
   • Enter your Allocation ID. This is a free-form field. Use whatever format your district prefers, for example:
     • 200 Girls Athletics
     • 01-235-00-5741
     • 50% Athletic Booster / 50% Activity Funds
   • Click Confirm to save.
2. Edit it later if needed
   • You can add or update the Allocation ID at any time, even after a fundraiser has started collecting. Districts that need multiple codes often note the split right in the freeform field, like “50%… / 50%…”.
3. Where it shows up
   • The Allocation ID appears on every deposit and in the associated deposit report, so your finance administrator can allocate funds quickly and accurately.

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By default, campaigns can be sent for approval to any administrator with Approval Permissions at the school where the fundraiser originated. If no school-level approver is available, the request can be escalated to a district administrator.

SuccessFund does not enforce a rigid approval hierarchy, allowing administrators to manually route approvals as needed. This ensures:

• A first approver can be set, but subsequent routing is handled by administrators.
• Different roles may review different types of fundraisers (e.g., an Athletic Director for sports, a Fine Arts Coordinator for performing arts).
• Approvers can reassign requests to the appropriate person if responsibilities shift or staff changes occur.

To set a first approver:

1. Go to Administration > Schools.
2. Select your school.
3. Click Actions > Edit Information to configure the approver.

The district can also configure Final Approver permissions to determine who has the authority to finalize approvals.

Approver Instructions

Districts can provide customized Approver Instructions to guide approvers before they take action. These instructions appear on-screen during the approval process, helping approvers understand where to route a request under different circumstances. These instructions are the same for the entire organization or district.

To add approver instructions:

1. Go to Administration > Approval Settings.
2. Scroll to the bottom of the page.
3. Enter clear guidance for approvers (e.g., “If the fundraiser is athletics-related, route to the Athletic Director. If it involves performing arts, route to the Fine Arts Coordinator.”).

This ensures consistency in how approvals are handled, even when responsibilities overlap.

Campaign Statuses

Fundraising campaigns in SuccessFund progress through the following statuses:

• Draft – Only the organizer can see the campaign.
• Pending – The campaign is in the approval process. Approvers are notified when a campaign is waiting in their queue.
• Approved – The campaign has been approved through the district's process.
• Live – If payments are collected through SuccessFund, the campaign goes live before it can be shared and start receiving contributions.
• Closed – The fundraiser has ended, and the organizer has submitted the required closeout information.
• Archived – Campaigns can be archived to remove them from the active list while retaining records.

Revoking Approval

Administrators can revoke approval and return a campaign to "Pending" status if changes or further review are needed. This can be done by navigating to the Approval tab and selecting Possible Actions.

This structured approach ensures transparency, compliance, and proper oversight while keeping the approval process adaptable to each school and district's needs.

SuccessFund only sends funds to bank accounts owned and managed by schools, districts, or other approved organizations. Funds are deposited on a weekly basis, and in most cases, districts allow donation dollars to be used immediately after the deposit arrives — but always follow your district’s specific use-of-funds process when requesting access.

Here’s how the payout process works:

• Contributions are aggregated over a 7-day period, then SuccessFund initiates a transfer.
• Transfers typically take 3–5 business days to arrive in the designated account.
• Most deposits arrive on Fridays, and on average, the total time between a transaction and a deposit is about 8 days.

To view your payout status at any time:

1. Go to your campaign and click the Results tab.
2. Click on the Payouts report to see a detailed list of all transfers, including dates, amounts, and payment status.