Orientation for finance secretaries and bookkeepers

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 deposit made to your bank account is accompanied by a detailed report which can be uploaded to your accounting system. These reports include account codes needed to appropriately receipt or allocate funds into the correct budgets.

Approval Flow:

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. Additionally, districts can provide customized Approval Chain Instructions under Administration > Approval Settings to ensure clear guidance for approvers.

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.