Policy for MobilePay

Leslie Brock · July 2017

Has anyone created a policy in their P & P manual for MobilePay? I need to come up with some rules before next month.

Gina Gerhard · July 2017

Leslie Brock:

Has anyone created a policy in their P & P manual for MobilePay? I need to come up with some rules before next month.

Leslie - Not sure what you mean by a policy for the 'rules' -- MobilePay is just another way for a constituent to make a payment.

Do you maybe mean a procedure manual on how to set it up and use it?

Leslie Brock · July 2017

We have multiple programs that would use out mobilepay at special events and we are in the middle of creating a policy manual so I wanted to see what rules others have set up.

Chris Rainwater · July 2017

I'm in the same boat as Gina here.

I'm not sure what you are trying to set policies for. Do you mean for how the mobile pay events are set up? Something like cash management policies for receipting? Perameters around log in and device names?

I have our development department using it for multiple events and then have our Child Development deparment using it for those payments aslo.

Leslie Brock · July 2017

Let me back up....so we are a 501c3 with 12 different ministries all under our umbrella. When one of the directors of these ministries has an event and wants to be able to receive donations onsite what would be the established rules created by the main office surrounding the use of the a mobile pay. Some of that goes back to I haven't see it in use so should we assign it to one tablet or phone and use the corporate website donation page which lists all ministries. OR can they take the mobile pay and attach it to their smart phone and utilize their donation page which talks about only their ministry and is a online express form. Is there a sign out system in place to be able to take the mobile pay.

I'm thinking basic rules I can give to my COO.

Chris Rainwater · July 2017

If I'm understanding right...

Swiping a card won't interface with the online express donation page so each donor would have to type in all of the required information for each gift choosing the designated allocation.

Doing each online would be a very slow process and introduces a lot more opportunity for user error and complications.

How I have things set up is each department has their own iPad (with a recorded device ID to them) and their own login specific to their department.

Development, Day Care, Afterschool, etc. I assume you could it set it up in a similar way with each ministry having a login and device. Or at least a login to track where the funds came from.

That allows us in Development and Fiscal to be able to see the device ID and the specific username in BBMS to see where those funds go.

Thus far it has worked out great for us. The fundraising dollars funnel correctly and the child development payments have no way of being mixed up.

Judy Spigarelli · July 2017

Leslie Brock:

Has anyone created a policy in their P & P manual for MobilePay? I need to come up with some rules before next month.

MobilePay is wonderful and difficult. We use Blackbaud Merchant Services - when you swipe with MobilePay, the transaction is recorded in Merchant Services. There is not a way for me to integrate this with our Raiser's Edge. (We are on-site RE and hosted NetCommunity.) Gifts are entered manually and the information available is limited. I suggest using the default text to ensure you know which ministry and event produced the gift. We require back-up documentation to state how much was charged to what designation (only through the text field, can you specifiy fee vs gift).

At the same time, Mobile Pay is easy to set-up, easy for the end user, and easy to suspend the individual devices. I suggest suspending devices between events. It takes moments and adds a later of protection.

I've attached my user instructions for MobilePay and Mobile Event Manager. It's not a policy and procedure, but you may find it helpful.

Leslie Brock · July 2017

Thank you For this.

Judy Spigarelli:

Leslie Brock:

Has anyone created a policy in their P & P manual for MobilePay? I need to come up with some rules before next month.

MobilePay is wonderful and difficult. We use Blackbaud Merchant Services - when you swipe with MobilePay, the transaction is recorded in Merchant Services. There is not a way for me to integrate this with our Raiser's Edge. (We are on-site RE and hosted NetCommunity.) Gifts are entered manually and the information available is limited. I suggest using the default text to ensure you know which ministry and event produced the gift. We require back-up documentation to state how much was charged to what designation (only through the text field, can you specifiy fee vs gift).

At the same time, Mobile Pay is easy to set-up, easy for the end user, and easy to suspend the individual devices. I suggest suspending devices between events. It takes moments and adds a later of protection.

I've attached my user instructions for MobilePay and Mobile Event Manager. It's not a policy and procedure, but you may find it helpful.

Heather MacKenzie · July 2017

Sounds like Judy's offices and mine work quite similarly. Each location handles getting the devices for their own events, and we do not limit what the devices are (tablet vs. phone, etc.). Each office also has it's own login and password setup for BBMS, which get changed after each event. This allows them to log back in if the devices time out while in use, but limits who knows the passwords going forward. Then the devices are suspended after each event as well.

One thing I learned the hard way - if you have the devices sending a confirmation email for the transactions - unless you can have one single sent from for all your transactions for all your ministries, make sure this information gets updated in BBMS in between events.

Taking a quick look at Judy's document, I think you might find it quite useful, and I got some ideas for updating ours. Thanks, Judy!

Judy Spigarelli · July 2017

Leslie Brock:

Has anyone created a policy in their P & P manual for MobilePay? I need to come up with some rules before next month.

Happy to help! Heather and Leslie, I'm open to suggestions to improve my document as well.

Rachel Bailey · August 2017

Judy Spigarelli:

Leslie Brock:

Has anyone created a policy in their P & P manual for MobilePay? I need to come up with some rules before next month.

Happy to help! Heather and Leslie, I'm open to suggestions to improve my document as well.

I've got a document similar to Judy's that I'll share here. As the Database Administrator, people have to come to me before their event to check-out a card reader and get their device of choice configured. Disabling devices in between events as Judy suggested helps ensure that people come to you each time they have an event. Yes, getting the donors and gifts from BBMS into RE isn't the most seamless process, but I generally use Import and it works pretty well. I also have a procedure written up for how to enter them through Batch if I'm unavailable and gift entry staff need to get them in asap. Hope this helps!

Policy for MobilePay

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