Fundraising for teams and players
How to track who has paid a fundraiser
The hard part of a fundraiser is not collecting the money. It is knowing whose payment is whose, and what has actually arrived.
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Whose payment is whose?
When money moves through Venmo or Zelle, the payment says a name, an amount and maybe a note. That is all you have to go on, and people use nicknames, send from a spouse's account and forget the note. A fundraiser with forty gifts turns into a detective job.
Three habits fix most of it, and the fundraiser page builds them in.
- Give every gift a code. Each supporter is shown a short code, like PB-4X7K, and asked to put it in the payment note. You search your payment app for it.
- Ask for a name only you can see. It is required, it is private, and it is what you fall back on when the note is empty. What the public sees is a separate choice the supporter makes.
- Keep two lists. Gifts people say they sent, and gifts you have confirmed. They are different, and mixing them up is how an organizer ends up short.
A weekly routine that takes a couple of minutes
- Open your dashboard. The top section lists everyone waiting for you, newest first, with name, amount, code and how they say they paid.
- Open your payment app next to it. Match on the code, or the name and amount.
- Press "I got it" on each one you can see. It moves to your history and counts toward the total.
- Release the ones that never came. After a day or two, release them so the squares open again.
- Release picks nobody finished. A square someone picked but never sent for stays held until you let it go. The "Started, not sent yet" list shows how long each one has waited.
- Record the cash and checks. Anything handed to you directly goes in as a recorded gift, with the squares it covers.
- Treat the dashboard as your record. It shows each gift, who gave it, how they paid and when you confirmed it, and each gift can be moved back if you made a mistake.
Start a fundraiser you can track
Playbook Logix never holds, moves or touches this money, and charges no fee on it. Supporters send gifts straight to the organizer by the method the organizer chose, and Playbook Logix only keeps track of what was picked and what has been confirmed.
Venmo, Cash App, PayPal and Zelle are trademarks of their respective owners. Playbook Logix is not affiliated with or endorsed by any of them.
Common questions
A payment arrived with no note. How do I match it?
Use the name and the amount. Every claim in your dashboard shows the name the supporter gave you, the total and the squares, so a $25 from "Pat" matches the claim from Pat for $25. The code in the note is the fast way, not the only one.
What if someone says they sent it and I cannot find it?
Leave it waiting for a day, since some payments are slow, then release it. The square opens up again, and the supporter's private page says it was released when they next open it. We do not email supporters, so if they left a phone number or an email address, a quick message from you is the kind thing to do. If they did pay, they can contact you, and you can record the gift yourself.
What if I confirm the wrong one?
Undo it. A confirmed gift can be moved back to waiting from the history list.
Can I see who gave without showing it on the page?
Yes. You see every name, contact and note in your dashboard. The page shows only confirmed gifts, by the name each person chose, and only if you turn the supporter list on.
How long do you keep supporters' names?
A supporter's private details are cleared a year after the fundraiser ends. The amounts stay, so your totals do not change.
Keep reading
31-day fundraiser
Day 1 is $1, day 15 is $15, day 31 is $31. Supporters pick a day, you see what is taken, and it adds up to $496.
Read moreChoose-a-square fundraiser
Any number of squares, any amounts. Supporters pick theirs and nobody can pick the same one twice.
Read moreGoal fundraiser
Set a goal and let people give any amount. A bar shows what has arrived and what is on the way.
Read morePut the clipboard away
Make a fundraiser in a few minutes, share the link, and see what is taken at a glance. It is free, and the money goes straight to you.