epledge Toolkit Tips and tools for effectively using epledge for your United Way campaign.

Transcription

1 epledge Toolkit Tips and tools for effectively using epledge for your United Way campaign.

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3 epledge checklist Send the following information to your United Way relationship manager. Items marked with an asterisk * are required. epledge options Form Complete the epledge form. A fillable PDF of this form can be found in the online epledge toolkit at unitedwayplains.org/epledgetoolkit. I.T. Department Approval for s from United Way to be allowed through your security settings.* Check spam filters to allow s from United Way.* Whitelist IP addresses.* Send United Way what browsers employees use so they can test the site on each.* Customized messages Find samples in the online epledge toolkit at unitedwayplains.org/epledgetoolkit. s - Kickoff, first reminder, second reminder and final reminder Message to encourage donors to increase their gift or join a United Way affinity group (appears on Pledge Amount page) Personalized thank you message (appears on the log off page) Employee Data Provide in an Excel spreadsheet. First name* Middle name Last name* Work * Home address Home phone User ID can be the same as company ID Unique employee ID Department Division Location/Branch Number of pay periods (by employee if multiple pay periods schedules are used) Current United Way pledge per pay period Information your HR needs to process payroll deductions (FT/PT/Exempt/Non- Exempt) Any fields required for administration/ committee sorting Company logo Company logo (color, JPEG or GIF file)*

4 epledge SITE: PAGE-BY-PAGE 1. Kickoff Employee data will be used to create an employee account on epledge. United Way will send an to each employee with a unique user id and a one-time use embedded link. Clicking the link will open a webpage for the user to create a password. Once the password is created and saved, the user will be directed to your epledge site. This also provides a general epledge link which the user may use to re-enter the site using the user ID provided and the password created. 2. pledge type Donor will select their pledge payment type.

5 3. pledge amount This page changes based on the pledge type selected. Selection of payroll deduction pledge type will open a pledge amount page with an optional salary calculator. This calculator is helpful for those that choose to donate 1% of their salary. The page also contains the donor s pledge amount last year, the payroll deduction start date and the number of pay periods. Information entered in the calculator, such as salary, is not stored on the site or in the database. If your company is offering designations, there will be a Do you wish to designate check box that must be checked in order to access the designation options page. You may also add a personalized message to this page to encourage your employees to increase their gift and/or list giving requirements to join an affinity group or giving society.

6 4. Designations If the donor selects the designation checkbox on the previous page, the designations page will be displayed. Donors can designate to the United Way Community Fund, one of United Way s focus areas (education, income health), a United Way initiative or specific local nonprofit human service agency (minimum gift of $100 per agency). Learn more about our donor designation policy at unitedwayplains.org/designations.

7 5. Verification This page allows the donor to check their personal information and provide demographic information. Page includes checkboxes to sign up for United Way affinity groups or giving societies. Verification - continued on next page

8 6. Verification - Continued A second verification page allows the donor to review and confirm their pledge details. The donor can go back to edit any details or click submit. Note: It may take a minute or two to process the gift.

9 7. Completion Upon submission, the donor will be directed to the confirmation page that they may print for their records. They will also receive a personalized thank you with the details of their pledge. 8. Log-off This page advises the donor they have been logged off the epledge site. You may include a personalized thank you message here.

10 Suggested timeline The length of your campaign and the epledge options chosen may require an adjusted timeline. Key campaign dates Campaign Kickoff Date: Campaign End Date: Timeline Step timeline Your target date Complete your epledge form 8 weeks before campaign kickoff Submit your employee and company data 8 weeks before campaign kickoff Review proof of epledge site and submit any needed changes 6 weeks before campaign kickoff Submit customized messages (templates online at unitedwayplains.org/ epledgetoolkit) 4 weeks before campaign kickoff Review final proof of epledge site 4 weeks before campaign kickoff Test epledge site 4 weeks before campaign kickoff Submit data for any new employees 1 week before campaign kickoff Kickoff your campaign! Below is a suggested timeline for sending s. You may decide if these s are sent, when they are sent and how many are sent. Reminder s are only sent to non-respondents. Send announcement with link to portal Day of kickoff Send first reminder 2-3 days after kickoff Send second reminder 1 week before the end of your campaign Send final reminder Finalize your campaign 2 days before the end of your campaign Contact the United Way epledge administrator and request to turn off your epledge campaign

11 REPORTS The reports available are determined by your user authority administrator (full access and authority) and coordinator (limited access and authority). All of the following reports are available to administrators. Coordinators only have access to the No Response Report and Response Report. The reports can be run as needed or scheduled to run at a specific date and time and ed to the requester. Contact the United Way epledge administrator, at or epledge@unitedwayplains.org, to schedule reports. campaign status The campaign status provides a real-time summary of the campaign, with total pledge amount and number of donors. This is not a downloadable report.

12 no response report The No Response Report lists all employees who did not respond at all. These are employees who did not make a pledge or select the No Gift pledge type.

13 response report The Response Report lists all employees who have responded in the campaign. Includes employees who did not make a pledge but selected the No Gift pledge type. You can choose whether or not to show gift amounts.

14 TRANSACTION report The Transaction Report shows the transaction details such as pledges, payments, and designation details from employees. Only available to epledge account administrators.

15 my outputs - downloading reports Reports are submitted to the system and executed in the order they were submitted. To download your report, select My Report Output in the drop down menu under Available Reports. Verify the report status is ready. If not, click Refresh. To download, click on the name of the report and save to your computer.

16 SAMPLE MESSAGES Below are sample messages for your epledge campaign. You can find a downloadable Word document in the epledge online toolkit at unitedwayplains.org/epledgetoolkit. Customize your messages and send to your United Way relationship manager. Information highlighted in gray is standard. epledge website copy Message to encourage donors to increase their gift or join a United Way affinity group (appears on Pledge Amount page) Please consider increasing your gift this year or joining one of United Way s affinity groups. Personalized thank you message (appears on the log off page) Thank you for supporting our community with your gift to United Way through [Company Name] s campaign! epledge s Kickoff - initial with link to create password [Company name] is proud to run a United Way campaign in our workplace. Last year, because of your generous spirit, we raised [amount here] to help those in our community who need it most. We are excited at the opportunity to do even more this year for our community. In fact, our goal this year is to raise [amount here]. Why give? United Way makes the greatest impact. With just one donation, you can support a variety of programs. The United Way Community Fund supports local programs that address the biggest needs in our community in the areas of education, income and health. In case you didn t know, our company will [match your gift, dollar-for-dollar or highlight other incentives you are offering]. Together we can build a community we re all proud to call home! Payroll deduction makes it easy to contribute and epledge simplifies the process. Here s how it works: 1. Click on the following one-time-use link to create a password <ResetLink> 2. Enter password, click Save and click Continue to log into the system. 3. If you need to return to the site after your password is reset, use this link: Your User ID is: <UserID> Thanks! Having trouble with the epledge site? Contact the United Way epledge administrator at or epledge@unitedwayplains.org.

17 First Follow-up to Individuals Who Have Not Pledged Don t forget! Everyone who completes their United Way pledge by [date/time] will be entered into a drawing for [describe incentive]! Follow the link below to make your pledge. Payroll deduction makes it easy to contribute and epledge simplifies the process. Here s how it works: 1. Click on the following one-time-use link to create a password <ResetLink> 2. Enter password, click Save and click Continue to log into the system. 3. If you need to return to the site after your password is reset, use this link: Your User ID is: <UserID> Thank you! Having trouble with the epledge site? Contact the United Way epledge administrator at or epledge@unitedwayplains.org. Second reminder to individuals who have not pledged Good morning! Our United Way campaign wraps up one week from today. Currently, we have raised [amount here]. Help us reach our goal of [amount here] and pledge today! The process is simple: Payroll deduction makes it easy to contribute and epledge simplifies the process. Here s how it works: 1. Click on the following one-time-use link to create a password <ResetLink> 2. Enter password, click Save and click Continue to log into the system. 3. If you need to return to the site after your password is reset, use this link: Your User ID is: <UserID> Thank you! Having trouble with the epledge site? Contact the United Way epledge administrator at or epledge@unitedwayplains.org. Final Follow-up to Individuals Who Have Not Pledged Good morning! Just a few more days are left to make a pledge to the United Way campaign. Please join those employees who are giving back to their neighbors by following the instructions below to sign up through payroll deduction. Thank you. Payroll deduction makes it easy to contribute and epledge simplifies the process. Here s how it works: 1. Click on the following one-time-use link to create a password <ResetLink> 2. Enter password, click Save and click Continue to log into the system. 3. If you need to return to the site after your password is reset, use this link: Your User ID is: <UserID> Thank you! Having trouble with the epledge site? Contact the United Way epledge administrator at or epledge@unitedwayplains.org.

18 Frequently asked questions Is epledge secure? Using the employee list provided to United Way of the Plains, a unique user ID and embedded password is created specifically for each employee and sent in an directly to the employee. This one-time use link allows the employee to create their own password before being forwarded to the company site for pledging. SHA-2 encryption technology is used to safely and securely transmit your data. Will our information be shared? No. Per our privacy policy (unitedwayplains.org/privacy-policy), we do not sell or share your company or donor information. How will United Way of the Plains use employee addresses once the campaign is over? Unless a company requests otherwise, United Way will send a monthly newsletter to employees who make a donation to United Way. The newsletter informs donors how their donations are working year-round. The newsletter will not be sent to employees who do not make a donation to United Way. What if we have employees who don t have addresses or easy access to the website? We suggest you offer both epledge and traditional paper pledge cards to employees. United Way will enter paper pledge cards into your epledge campaign. Ask your United Way relationship manager for a report envelope. Enclose your pledge cards and complete the front of the envelope. Contact your United Way relationship manager at to pick it up. Is there a minimum number of employees required to use epledge? No. We can accommodate your company no matter how big or small. Does epledge require a minimum gift? A minimum gift amount can be determined by the company based on pledge type. epledge has a default payroll amount of $1.00 per pay period. Pledge type by credit card has a default of $ Can we use epledge if we have multiple locations or a national campaign? Yes. We ll need more time for the setup, but talk to your United Way relationship manager. If our company has multiple locations outside of the United Way of the plains service area (Sedgwick, Bulter and Sumner counties), which United Way will donors gifts be directed to? Our standard procedure is to direct gifts to the United Way associated with the donor s work ZIP Code. If you would like to direct donor s gifts to their home ZIP Code, please talk with your United Way relationship manager. Are there fees for using epledge? No. The service is provided to you free of charge by United Way. United Way has invested in this campaign technology to upgrade the donor experience, to meet the expectations of donors, and adapt to the fast paced work environment. What if we hire a new employee after we send our employee data file to you? In most cases, a new employee can be added after the site is active. Send the same information for the new employee that was provided on the original employee list to the United Way epledge administrator at epledge@unitedwayplains.org. After the account is set up, we will send the new employee an with a link to access your company s epledge site.

19 What if someone loses or deletes their link? Someone who loses or deletes their link or has difficulty signing on should contact the United Way epledge administrator, at or for immediate assistance. What if an employee wants to change their pledge? Yes. Ask them to contact the United Way epledge administrator, at or Can I enter special events or corporate gifts in epledge? No. epledge is a portal for employee donations only. Instead, put these gifts, including any paper pledge cards, in a traditional report envelope. Call your United Way relationship manager at to get a report envelope. Complete the front of the envelope and contact your relationship manager when it s ready to be picked up. Does the employee s link expire after the campaign ends? The campaign is finalized and turned off at your request. At that time, each employee s personalized link is expired. When do I get my payroll file? When the company campaign is complete, contact the United Way epledge administrator, at or epledge@unitedwayplains.org, to turn off your epledge campaign. At that time, you can run the transaction report listing only payroll pledges for your payroll department. Can the epledge link be added to our company intranet? Yes. Users will be prompted to set up an epledge account. For more details, contact the United Way epledge administrator, at or epledge@unitedwayplains.org. This is our first year to use epledge. What are the best ways to promote this change to our employees? It is important that you inform your employees that you are using epledge. Take time at your employee campaign meetings to highlight the epledge giving portal and explain what they can expect and how to use it. Have a question that you don t see here? Contact your United Way relationship manager at

20 Office 245 N. Water St. Wichita, KS (316) find help or volunteer Dial kansas.org unitedwayplains.org 06/08/2017