What should I do as a new user added to an existing Double the Donation account?

Step 1: Update users

Step 2: Update platforms and integrations

Step 3: Optimize for All Forms of Workplace Giving

Step 4: Review Automated Emails

Looking for more?

FAQs

Step 1: Update Users

Regularly update the user list to ensure that only active team members have access and to ensure that the necessary personnel are notified of any important updates.

Key Actions:

• Remove inactive users: Remove users who no longer need access, such as former employees.
• Add new users: Include team members who will maintain the system or assist with other tasks like marketing, volunteer management, or IT.
• Add recovery options: Set up a team inbox or recovery email to ensure continuous access to the account.
• Maintain at least 3 active users: This helps prevent access issues if a user leaves or is unavailable.

How to Update:

Under the Account Information dropdown, navigate to User Management to add, remove, or manage users. Check this article for recommendations and instructions.

Step 2: Update Platforms and Integrations

Importance of Integrations

Integrations ensure that donor and volunteer data continuously flow into Double the Donation from all your technology systems—including donation forms, CRMs, and volunteer management systems. This allows our workplace giving suite to seamlessly engage supporters and track opportunities.

Key Actions:

• Activate donation & CRM integrations: Ensure your main fundraising platforms and CRMs are connected so matching gift opportunities are captured automatically.
• Connect volunteer management systems: Connect your volunteer tracking platforms to prompt volunteers to report their employer, search for volunteer incentives, and submit corporate volunteer grant or Volunteer Time Off (VTO) requests.
• Connect auction platforms:  Integrate with your event and auction software so your team can view Double the Donation's Sponsorships Directory directly within the platform to find corporate grants and in-kind donation opportunities for your events. 
• Monitor existing integrations: Double the Donation regularly updates integrations, so ensure yours reflect the latest functionality and best practices.

How to Update:

Go to the Integrations tab for each module to browse and manage your integrations. For more guidance:

• Get started with integrations: Follow this article to understand integration setup.

• Explore integrations per platform: Find integration instructions specific to your platform in our support resources.

  • Learn more about our integrations by exploring our website's Integration Directory.

• Best practices for CSV imports: If you’re using CSV imports temporarily, review our best practices here. 

Step 3: Optimize for All Forms of Workplace Giving

Matching gifts are just one part of workplace giving. To capture every available opportunity, ensure your team is actively leveraging corporate volunteer grants, payroll giving, and other employee engagement programs.

Key Actions:

• Promote Volunteer Grants: Encourage volunteers to submit grant requests for their hours served. Ensure your volunteer pages, onboarding forms, and post-engagement outreach highlight corporate volunteer grant eligibility.
• Promote Payroll Giving: Allow donors to give directly through their employer’s workplace giving portal or payroll deduction programs.
• Embed Dedicated Website Plugins: Ensure you embed the unique plugin widget for each module (Matching Gifts, Volunteer Grants, etc.) on dedicated pages of your website so supporters can determine their eligibility for these different workplace giving programs at any time.

How to Update:

To locate the embed code for each search tool plugin:

• Navigate to Settings → Plugin Settings and scroll to Plugin Embed Code.

Copy the HTML embed code for each plugin and paste it onto the corresponding dedicated page of your website. You can also send instructions directly to your webmaster from the Plugin Settings page.

For step-by-step embedding options, see our full knowledge base article: How do we set up the search tool plugins on our website?

Step 4: Review Automated Emails

The Double the Donation Matching and Double the Donation Volunteering modules send automated emails to promote corporate giving opportunities. Activating these communications leads to higher engagement and significantly more matching gift and volunteer grant revenue.

Matching Gift Email Streams

The Matching Gift module includes automated outreach to guide donors through submitting matching requests.

• Match Eligible Stream: Sent to donors identified as working for matching gift companies. Activating the second email in this stream leads to 48% more matching gifts initiated by donors.
• Identification In Progress Stream: Sent to donors whose employer was not captured during donation. Activating the second email results in a 40% increase in matches initiated by donors.

Click here to learn more about the Automated Matching Gift Email Streams.

Volunteering Email Streams

The Volunteering module includes automated outreach to guide volunteers toward claiming corporate volunteer grants and Volunteer Time Off (VTO).

• Volunteer Incentives Available Stream: Sent when a volunteer is identified as working for a company with corporate volunteer incentives (Volunteer Grants and/or VTO). Templates include Volunteer Incentives Available, Volunteer Grant Available, and Volunteer Time Off (VTO) Available.
• Discover Volunteer Incentives Stream: Sent to volunteers whose employer was not identified during registration, encouraging them to search for their company using your embedded search tool.

Click here to learn more about the Automated Volunteering Email Streams.

Key Actions:

• Enable email streams: Ensure both Matching and Volunteering email streams are turned on before running major campaigns or volunteer events.
• Review templates & subject lines: Customize subject lines and body text using dynamic variables (e.g.,  {{first_name}}, {{company_name}}) to match your organization’s tone and branding.
• Configure sending parameters: Specify the delay timing (e.g., send immediately, 1 hour, or 24 hours after registration/donation) for when each follow-up email should trigger.

How to Update:

To enable the automated emails for each module:

• Navigate to the Automated Outreach tab to edit templates and turn on email streams. Customize parameters under Email Customization.

Looking for More?

Once you’ve completed these initial steps, you can explore more advanced configuration options to further optimize your Double the Donation account. Check out our support center for advanced recommendations on maximizing workplace giving revenue. 

FAQs

Q: What should I do first as a new user?

1. Update the user list by removing inactive users and adding new team members.
2. Set up integrations for donation forms, CRMs, auction platforms, and volunteer management systems.
3. Embed dedicated search tool plugins for each module on your website.
4. Review and activate automated outreach email streams across Matching and Volunteering modules.

Q: Why is it important to keep the user list updated?

A: It helps ensure security, proper notifications, and continuous access to your account by keeping at least three active users.

Q: How can I ensure our workplace giving programs work smoothly?

A: Make sure all relevant integrations are activated and up to date, dedicated plugins are placed on key website pages, and automated email streams are enabled to engage supporters across matching gifts and volunteer grants.