Settings

You can manage the settings for your workplace or organization in Settings. This includes your Stripe connection, locale, currency, payment methods, volunteering, social visibility, login, welcome email, privacy policy, and Data Subject Access Request options.

Note: Based on your organization's preferences or your user role, some Philanthropy Cloud features may not be available.

Important: If you are a WAM, make sure you are in the right workplace context before performing any tasks. Functionality may differ based on workplace context and the associated privileges for that site. To switch between workplace contexts, enter the name of the workplace or organization in the Search text box located in the toolbar.

Stripe Connect

In order for your Workplace Partners to accept donations, the partners must have an active Stripe account connected. Each Local United Way that is processing transactions for a customer must connect a Stripe account to the Philanthropy Cloud environment. You may use an existing Stripe account or you can create a new one.

To create a Stripe account:

• Visit https://dashboard.stripe.com/register to begin the account creation process. You must enter your bank account information and activate your account before proceeding.

To connect a Stripe account to Philanthropy Cloud:

1. Navigate to Admin and select Settings.

2. Navigate to the Stripe Connect section.

3. Select Not Connected. You are redirected to Stripe's website, where you can select Sign in to sign into your existing Stripe account.

   Important: Do not create a new account through this page.

4. Once you have logged into your Stripe account and authorized the connection request, you are returned to Philanthropy Cloud. The Settings page indicates that you have successfully connected your account.

You are now ready to process donations.

Every credit card donation in Stripe is reflected as a Payment in Stripe. Every payment has a metadata section which contains unique information from Philanthropy Cloud, including the Donation ID. This ID attribute in the metadata should match up to Philanthropy Cloud and is available through the Donation API for Processors to match against.

Locale Settings

Locale settings are applied to all users within a workplace or organization. Users can change the setting in their personal user settings.

To set the locale settings for a workplace or organization:

1. Navigate to Admin and select Settings.

2. Navigate to the Locale Settings section.

3. Select the Default Locale and the Default Time Zone.

Currency Settings

You can select the default currency for your organization or workplace in the Currency Settings section of the Settings page.

Reports use this currency setting. Users also default to this currency setting unless their payroll currency setting is overridden using an employee upload file or they set a preferred currency in their personal user settings.

To set the currency for a workplace or organization:

1. Navigate to Admin and select Settings.

2. Navigate to the Currency Settings section.

3. Select your Organization Currency.

Payment Methods

You can select the available payment methods for your organization or workplace in the Payment Methods section of the Settings page.

Note: The payment methods enabled here can be enabled and disabled on a individual campaign basis when creating a campaign.

Note: Credit card donations are always enabled.

To set the payment methods for a workplace or organization:

1. Navigate to Admin and select Settings.

2. Navigate to the Payment Methods section.

3. Select Cash/Check, Payroll, and/or Stock.

4. Select Save.

Payroll Giving Configuration

When you select Payroll as a payment method, you must also select additional options to configure your payroll settings, such as recurring, one-time, and bonus payroll.

Recurring Options

Recurring payroll giving must be configured to enable One-time and Bonus Payroll giving. For recurring, you can select either Annual (Fixed) or Perennial (Fixed or Continuous):

• Annual - Annual means the gift has a start date and an end date. The payroll deductions recur over a fixed one-year period. The donation must be renewed each year.

  Enter an Enrollment Start Date and an Enrollment End Date, as well as a Payroll Deduction Start Date. The Payroll Deduction End Date is one year from the Start Date.

• Perennial – Perennial giving does not have a fixed end date. The enrollment periods can be either fixed or continuous. The donation only stops if the donor discontinues it or the employee is deactivated.

  • Fixed enrollment period – establishes a limited time window each year when a donor can initiate new donations and the payroll deductions recur with no set end date. The donation only stops if the donor discontinues it or the employee is deactivated.

    Enter an Enrollment Start Date and an Enrollment End Date, as well as a Payroll Deduction Start Date. There is no set Payroll Deduction End Date.

  • Continuous enrollment period - an employee can initiate new payroll deductions at any time, with payroll deductions starting effective immediately. The payroll deductions recur with no set end date.

You can always clear the options by selecting Clear Recurring Options.

One-Time Options

One-time payroll giving requires Recurring payroll giving to be configured. Bonus Payroll giving requires One-time payroll giving to be enabled. To disable One-time payroll giving, Bonus Payroll must be disabled.

There are three one-time payroll options:

• Always - one-time payroll deductions are enabled at any time of year.
• Disabled - one-time payroll deductions are disabled entirely.
• Date Range - one-time payroll deductions are enabled during a specified enrollment period only (disabled at all other times of the year). Enter Start and End dates. The Date Range cannot be longer than 90 days.

To enable payroll as an option, ensure you have entered a number in the Annual Pay Periods and that Disable Payroll Deduction is set to False (default) in the Employee Upload File. For more information, please refer to the Data Dictionary.

For example, if you enable payroll, cash/check, and stock, these methods become available on all impact funds and nonprofits, and you can enable these methods when creating a campaign. However, if you wanted to enable payroll for only a specific time each year (e.g., an annual benefit election), there is no way to enable the payment methods on a single campaign without also enabling them across all impact funds and nonprofits at the same time. But you could enable payroll globally for a limited time period and turn payroll on only during that time period.

Note: Impact totals for recurring payroll donations are calculated per the number of pay periods for that organization (e.g., 24 pay periods per year) and increment per pay period. The payroll deduction occurs every pay period on or around the same date (i.e., the end of the month could change per the month).

Bonus Payroll Options

Bonus Payroll requires Recurring and One-time payroll giving to be configured. Up to ten bonus payroll dates can be scheduled. Donors can give from a bonus payroll up to the cutoff date, at which time it will no longer be available as an option. Bonus payrolls in the current and next calendar year are displayed to the end user.

To enable Bonus Payroll for a workplace or organization:

1. Navigate to Admin and select Settings.

2. Navigate to the Payment Methods section and select Payroll.

3. In the Payroll Giving Configuration section, configure a Recurring and a One-time option.

4. To enable Bonus Payroll, select Enabled.

5. To schedule a bonus payroll, enter a Payroll Date and a Cutoff Date.

   Note: The Payroll Date and the Cutoff Date cannot be in the past, and the Cutoff Date must be before the Payroll Date. The Payroll Date must be in the future (any date after today's date).

6. Select Add. The bonus payroll appears as Scheduled in the table.

A list of scheduled and past bonus payroll dates appears at the bottom. You can select a scheduled item and either edit or delete it if there are no donations against it. You can archive a bonus payroll by editing the cutoff date if no donations exist.

Note: You cannot edit or delete a bonus payroll that has pledges associated with it.

Volunteer Settings

Volunteering enables organization administrators and champions to create and manage volunteer opportunities and campaigns. It also allows users to sign up for volunteer opportunities, log time, view their volunteering history, and personalize their user profile.

You can manage your Volunteer Settings in Settings.

Note: Volunteering is enabled for your organization by default. Users must refresh the application when volunteering is either disabled or re-enabled.

Note: Organizations with active volunteer opportunities must either submit a support ticket or manually cancel all scheduled and published volunteer opportunities to disable volunteering.

To disable or re-enable volunteering for your organization:

1. Navigate to Admin and select Settings.

2. Navigate to the Volunteer Settings section.

3. To disable volunteering for your organization, select the Volunteering Enabled/Disabled toggle.

   Note: Organizations with active volunteer opportunities must either submit a support ticket or manually cancel all scheduled and published volunteer opportunities to disable volunteering. To submit a support ticket to disable volunteering, select the submit a ticket link.

4. To re-enable volunteering for your organization once it has been disabled, select the Volunteering Enabled/Disabled toggle. Users must refresh the application to access its features.

Social Visibility Settings

You can allow users to see other users who have signed up for volunteer opportunities in the Social Visibility section of the Settings page.

When social visibility is enabled and users view a volunteer opportunity, they can see the names and profile pictures of others in their organization or community who have already signed up.

Important: Your organization is responsible for obtaining all consents as necessary and complying with all applicable laws.

To enable social visibility:

1. Navigate to Admin and select Settings.

2. Navigate to the Social Visibility section.

3. Select Social Visibility Enabled.

4. To disable social visibility, deselect Social Visibility Enabled.

Login Settings

Organizations can configure flexible policies for user login and new user welcome emails. The Settings page contains sections for Login Settings and Welcome Email Settings. These allow organization administrators to configure default values for user import and individual user management.

Administrators can also choose to override organization defaults and specify Welcome Email Settings and Login Settings on a per user basis when either uploading users in bulk or during individual user management.

Note: These settings only apply to newly created users and are not retroactive.

Select the default value for how users can log into the application. Organizations that have SSO enabled can specify a default login policy for users being managed through user import and individual user management. This allows administrators to leave these values blank on user import or individual user management, so that per user values are inherited from these organization defaults.

• Username/Password & Single Sign-on (SSO) - Specify an organization wide default for new and updated users. This value allows users to use Single Sign-on and use a Philanthropy Cloud-issued username/password in addition to SSO.

• Single Sign-on (SSO) only - Specify an organization wide default for new and updated users. This value restricts users to use Single Sign-on only for logging into the application. If enabled for an organization, it applies to all users.

Login settings can also be configured on a per user basis. For more information, refer to User Management.

Login Settings	Employee Upload File	User can log in using...
Username/Password & SSO	Username_Password	SSO or Username/Password
Username/Password & SSO	SSO Only	SSO Only
Username/Password & SSO	Blank	SSO or Username/Password
SSO Only	Username_Password	SSO Only
SSO Only	SSO Only	SSO Only
SSO Only	Blank	SSO Only

Note: To enable SSO for your organization, please contact Philanthropy Cloud Support by navigating to and selecting Contact Support to log a ticket.

Welcome Email Settings

Select the default value for how users receive their welcome emails for both username/password and/or SSO users. Welcome Email Settings only apply to newly created users and this value is ignored on user updates.

Username/Password

Send welcome emails immediately to new users or defer them until first login.

• Send immediately - When creating a new user, the option indicates whether or not the user immediately receives a welcome email from Philanthropy Cloud. For users with a username and password enabled on Philanthropy Cloud, this email includes a link to log in and set your password. The link provided is only for the initial sign on.

• Defer until first login - When creating a new user, no welcome email is sent from Philanthropy Cloud. If you select defer, the Welcome Email is deferred until you create one and decide to send it from your organization. You can personalize the Welcome Email per your branding, launch campaign, or other introductory material. The only requirement is that you include a link to Philanthropy Cloud (https://philanthropycloud.com) in the email so the user can access the application. The first time that a new user visits https://www.philanthropycloud.com, a welcome email is sent to validate that this unauthenticated web visitor actually holds an email address to a user on record; and, if they have a Philanthropy Cloud username and password enabled, the email contains a link to set their password.

Single Sign-on (SSO)

Send welcome emails immediately to new users or never send them.

• Send immediately - When creating a new user, the option indicates whether or not the user immediately receives a welcome email from Philanthropy Cloud. For SSO-only users, this email only includes a link to the Philanthropy Cloud Home page, where the user is prompted to log in with their SSO credentials.

• Never send - Selecting this option prohibits the sending of welcome emails. This option is only available and pertaining to SSO-only users, since the welcome email is required to be able to set your username and password.

The option to send or never send welcome emails can be set on a per user basis.

To enable SSO for your organization, please contact Philanthropy Cloud Support by navigating to and selecting Contact Support.

Privacy Settings

You can provide links to your Privacy Policy and Data Subject Access Request form in the Privacy Settings section of the Settings page to comply with CCPA/GDPR requirements. Users can access your forms using the links that display.

Note: When both a workplace and its WAMP provide links, the links to both forms display.

Privacy Policy

You can provide a link to your Privacy Policy in the Privacy Settings section of the Settings page. Users can access your privacy policy using the link that displays in the site footer.

Note: When both a workplace and its WAMP provide links, the links to both privacy policies display.

To display a link to your privacy policy:

1. Navigate to Admin and select Settings.

2. Navigate to the Privacy Settings section.

3. Enter your Privacy Policy URL.

Data Subject Access Request

You can provide a link to your Data Subject Access Request (DSAR) form in the Privacy Settings section of the Settings page. Users can access your DSAR form using the link that displays when they edit their profile.

When users access your DSAR form, their Salesforce IDs are appended to the DSAR request URL. For example, “https://.../dsar_request_page?SFID1234567”.

Note: When both a workplace and its WAMP provide links, the links to both DSAR forms display.

Note: Requests must be fulfilled within one month of receipt.

To display a link to your Data Subject Access Request form:

1. Navigate to Admin and select Settings.

2. Navigate to the Privacy Settings section.

3. Enter your Data Subject Access Request URL.

Workplace Account Management Partner

Note: For WAMPs and WAMs only.

Workplace Account Management Partner (WAMP) and Workplace Account Manager (WAM) information is displayed on the Settings page in a workplace context.

WAMPs are organizations that manage workplaces. WAMP employees can be assigned WAM roles for workplaces managed by the WAMP.

WAMs have full site access to administer workplaces they are managing. For these workplaces, they can configure settings and branding, manage users, develop and feature content and messaging, and run reports. WAMs can also customize their own Philanthropy Cloud user profiles.

Important: WAMs must always be aware of their workplace context to ensure that they are performing the appropriate tasks in the right workplace. Functionality may differ based on workplace context and the associated privileges for that site. There are some actions that can only be performed for the workplaces that they administer and not within the context of their Local United Way, and vice versa.

Note: WAMs can switch between any of the workplaces they manage. They can also switch to the context of their Local United Way, which itself may be a workplace. To switch between workplace contexts, enter the name of the workplace or organization in the Search text box located in the toolbar.

Note: WAMS can only be assigned and removed by WAMPs. Workplaces cannot assign or remove WAMs directly. For information on assigning roles, see Assigning Roles in User Management.