Site Data Settings

Written by Nick Miles

Last published at: April 21st, 2020

Below are descriptions of each field on the main System Data page.

Depending on your system configuration, certain settings may not appear. If a setting is missing that you think you should have, please contact support or your CSM.

Site Data

  • Name
  • EIN
  • Address
  • Address2
  • City
  • State
  • Zipcode
  • Phone
  • Default Fund - this is the default fund for transactions where a specific fund is not indicated.
  • Please note that the fund can still be changed while recording transactions.
  • Home URL - this URL is linked to your Foundation logo in CommunitySuite and will redirect site visitors to your Foundation website.
  • Financial Offset- allows you to set your fiscal year by entering the number of months from January 1 on which your fiscal year starts.
    • If you leave the field blank your fiscal year runs from Jan.1 to Dec. 31st.
    • If you enter -6 months, your fiscal runs from July 1 to June 30th.
  • Timezone Offset - allows you to set your timezone by entering the hour(s) differential between your time zone and PST time zone. For example:
    • If you are in EST you would enter 3.
    • If you are in Alaska Standard time you would enter -1:00:00.
  • Disable Scholarship Swaps - removes the Scholarships column from Balance Swaps.
  • Default Email Reply To - email address that will populate when a profile chooses to reply to an email that was generated and sent from CommunitySuite.
  • Show Legacy Codes - this feature will expose the legacy profile ID's that were used in your old system (e.g. FIMS). If the box is checked, profiles that have legacy ID's will have a new field titled Legacy Code in the native profile record. These codes are also available as a profile field in custom reports, named Legacy Profile Code.
  • Logo - allows you to upload your foundation's logo.

GLM Org/Individual Sync Options

  • Search GLM On Profile Create- if checked, CommunitySuite will search GLM for similar profiles when creating a new profile in CommunitySuite.
    • This setting can be toggled off/on from the Create Profile page.
    • Note: This feature is only available for CommunityGrants and CommunityScholarships.

Grant Options

  • Grant Approval Percent -the percentage of Approvers required to move a grant forward into accounts payable.
    • For example: If you require 75% approval, and a fund has 4 approvers, you will need at least 3 approvals for the grant to move forward into accounts payable.
    • If a fund has 2 approvers then both must approve the grant as each approver only counts for 50%.

Enable COVID-19

Overview

The COVID-19 grant field is designed to allow consistent tracking of funding trends across the sector in response to COVID-19. The shared aggregated data will show how much, where, and for what purpose funding is being distributed. With over 1750 grantmakers and 240 community foundations, our clients’ combined data can provide valuable insights to each other and local, state and federal government. We are using Candid’s Support Strategies taxonomy so the data can be aggregated sector wide.

The use of this field is voluntary and strictly opt-in.
If you enable this feature (in System Data), a COVID-19 drop-down menu will display when you create or edit a grant. The drop-down menu contains a list of codes that were developed using Candid's Support Strategies taxonomy), giving you the ability to code any grants that are related to the COVID-19 outbreak.

If you utilize the integration with Grant Lifecycle Manager (GLM), this field will sync with the integration. The field must also be enabled in your GLM site. Please note that if you sync individual grants from SLM to CommunitySuite, the requests will be synced as scholarships in CommunitySuite. The ability to sync those requests as grants is in development at this time.
  • Enable Guidestar - gives you the option to run a charity check on an applicant or grantee to confirm 501c3 status.
    • To utilize Guidestar:
      • The grantee’s business number (tax ID) must be present in the grantee’s profile.
      • Enable Ajah must be unchecked (within Site Data - Grant Options).
  • Enable Ajah - Allows Canadian clients to check and confirm a grantseekers nonprofit status. This replaces Guidestar with Ajah across the entire system.
    • To utilize Ajah:
      • The grantee’s business number (tax ID) must be present in the grantee’s profile.
      • Enable Guidestar must be unchecked (within Site Data - Grant Options).
  • Charity Check Interval - determines how often you’re required to run a charity check.
    • By default the system requires that you check the Pub 78 every time you write a check to the grantee.
      • This setting allows you to change the default to any desired interval.
  • Disable Approval Emails - if checked, Grant Approvers will not receive emails when a Grant needs approval.
  • Auto Approve Grant Payments - if checked, the system will not require approval to create a voucher for a grant payment.
  • Conditional Payment Fund - when grant installments/payments are marked as conditional (yes), the expense and payable will be reversed in this fund.

Voucher Options

Enable Voucher Approval & Voucher Approval Percent

This will add an approval bucket to the Vouchers page, and require that Voucher Approvers approve vouchers before they can be paid.

This feature is specifically for non-scholarship and non-grant vouchers.


  1. Click Edit.
  2. Check the Enable Voucher Approval box.
  3. Enter the Voucher Approval Percent; which is the percentage of approvers that must approve (non-scholarship and non-grant) vouchers before they can be paid. 
  4. Click Save.
  • Disable Voucher Approval Emails -  if checked Voucher Approvers will not receive an email when a Voucher needs approval.

Public Donation Page Options

  • Hide Public Grant Catalog Tab - hides the public grant catalog tab from the public donation page.
  • Hide Event Tickets Tab - hides the event tickets tab from the public donation page.
  • Hide Nonprofit Directory Tab - hides the nonprofit directory tab from the public donation page.
  • No Memorials - turns off memorials system wide. This means donors will not have the option to select a tribute when making online donations.
  • Public Recurring Donations – this allows people to set up recurring donations from the online donation portal.
  • Min Online Donation – allows you to set a minimum dollar amount for online donations.
  • Allow Donation Notes - if the box is checked, donors will be able to leave a note when making a donation from the Donation Portal. This may be helpful if a donor wants to communicate the intent of their gift.
  • Donation Notes Label - text entered in this field will display next to the Donation Notes field. If no value is provided for the Grant Request Notes Label, the default Label will say Additional Notes.
  • Show Google Translate - enables Google Translate in your Online Donation page.
  • Cover CC Fee Percent - allows you to enter the credit card fee percentage that Stripe is charging for donations made through the Online Donations page. Donors will then have the option to cover those fees in the check-out portion of the Online Donations page.
  • CC Fee Fund - select a fund to cover the credit card fee for online gifts, that is not the fund receiving the donation (i.e. Operations Fund). Any time you receive a credit card donation through Stripe, the selected fund will be used to cover the Stripe credit card fee. If the donor chooses to increase their donation to cover the credit card fee, the additional amount will be deposited into the CC Fee Fund.
    • For example, if someone donates $100 and chooses to increase their donation to cover a 3% credit card fee, the additional $3 will go into the CC Fee Fund because that fee is also paying the fund associated with the donations. This will also display on the donor's tax receipt.

Show Fund Images

Overview

This feature allows you to display a fund image next to a funds name in the online Donation Portal, and Fund Advisor (Donor) Portal.

If the box is checked, fund images will display below a funds name in the online Donation Portal, and Fund Advisor (Donor) Portal.

You can add an image to a fund from the fund page.

Prerequisites

  • This feature only applies to foundations that are using the online Donation Portal and Fund Advisor Portal.
  • You must add an image to each fund.

Donation Options

  • Donation Serial Numbers- this assigns a unique serial number to each donation, and the associated tax receipt.
    • Note:
      • Serial numbers are required for Canadian clients. 
  • Next Donation Serial Number - click Edit to enter a starting donation serial number.
    • Note:
      • The box next to Donation Serial Numbers must be checked for this options to appear.
      • You cannot edit the beginning number once it’s been set.
      • The default starting number is 1.
  • Donation Templates- if you’ve uploaded a custom Donation Template, checking this box will use your custom template in the Donation Tax Receipt message. 
    • Note: If the box is unchecked, the system will use the default Donation Tax Header and Footer from System Data -> Content.
  • Auto Donation Receipt – will send an automatic email receipt to your donors.
  • Auto Donation Receipt Reply To– when a donor clicks Reply to the email they receive containing their tax receipt, the Reply To address will auto populate with the email that you enter in this field.
  • Use Letterhead– removes your logo from printed documents. This is useful for foundations who use pre-printed letterhead stationary.
    • If you select the Use Letterhead checkbox, scroll down and click Save.
    • Next, click Edit from the left-side menu.
      • Enter the number of inches from each edge that you need to accommodate your letterhead stationary.
    • Click Save.
      • Note:
        • If you use the letterhead feature, system generated donation tax receipts will not print your logo.
        • If you do not use the letterhead feature, CommunitySuite will print your logo at the top of the relevant donation letter, tax receipt, etc.

Check Options

  • Check Printing Format - allows you to select a check format from the drop-down menu. 
    • Available Formats:
      • Quickbooks three part with the check on top (this is the system default).
      • FIMS (check in middle).
      • 59085 which is formatted with the check on the top but with slightly different alignment.
  • Enable Check Templates - if the box is checked, the option to edit the check format for an individual account will be turned off, and CommunitySuite will use your custom check templates.
  • Disable Approval Emails - leaving the box unchecked will enable check approval emails. When a user clicks Send To Approval (from the New bucket of the Checks page), the system will send an email to check approvers; notifying them that they need to approve a check(s).

Fund Advisor/Donor Portal Options

  • Contributions Tab Name - change the name of the Contributions tab for fund advisors in the Donor Portal.
  • Grants Tab Name - change the name of the Grants tab for fund advisors in the Donor Portal.
  • Grant Request Tab Name - change the name of the Grant Request tab for fund advisors in the Donor Portal.
  • Grant Catalog Tab Name - change the name of the Grant Catalog tab for fund advisors in the Donor Portal.
  • Statements Tab Name - change the name of the Statements tab for fund advisors in the Donor Portal.
  • Files Tab Name - change the name of the Files tab for fund advisors in the Donor Portal.
  • Receipts Tab Name - change the name of the Receipts tab, for fund advisors in the Donor Portal.
    • Show Donor Portal Receipts (see below) must be enabled for this tab to appear. 
  • Donate Tab Name - change the name of the Donate tab for fund advisors in the Donor Portal.
  • Other Tab Name - change the name of the Other tab for fund advisors in the Donor Portal.
  • Verbose Advisor Alerts - automatic emails you can set to send to the fund advisor at the time checks are posted for their grant requests. The email comes under the Subject Line: Grant Payment Notification - NAME OF FOUNDATION.
    • The email is system generated and you cannot change the text of the email.
    • The text in the email is set by selection of Verbose or not. If not selected, only the Fund Name and Grant # is included.
    • If Verbose is selected, the message will also include Grantee Name, Amount and Description.
  • Min Fundmananger Grant - this sets a minimum Grant Request amount for Fund Advisors in the Donor Portal or Fund Manager page.
  • Allow Grant Request Notes - if the box is checked, fund advisors will be able to add notes to their grant request. Grant request notes will display below the grant request, on the back-end of CommunitySuite. This may be helpful if a fund advisor needs to leave notes about grant processing, or intent.
  • Grant Request Notes Label - text entered in this field will display above the grant request notes box in the Donor Portal. If no value is provided for the Grant Request Notes Label, the default label will be Additional Notes.
  • Hide Grant Catalog Tab - hides the grant catalog tab in the donor portal.
  • Hide Anonymous Amounts - hides anonymous donation amounts from fund advisors in the donor portal.
  • Hide Donor Phone - hides donor phone numbers in the donor portal.
  • Hide Donor Email - hides donor email addresses in the donor portal.
  • Hide Donor Address - hides donor addresses in the donor portal.
  • Hide Memorial Amounts - hides the amounts of donations that were given in memory/honor of.
  • Show Student Data - if the box is checked, fund advisors will be able to see the following student information (associated with scholarships) in the Donor Portal:
    • Student Name
    • Student Number
    • Student Address
    • Student Email(s)
    • School(s)
  • Show Available Cash - calculates the amount of cash in a fund that’s available for spending. The calculation is based on the percentage defined in the Available For Cash field within your Asset accounts.
  • Show Donor Portal Receipts - adds a Receipts tab to the Fund Advisor Portal that where fund advisors can view and print their tax receipts.
  • Show Non-Promoted Funds - displays non-promoted funds for fund advisors on the Grant Request page. 
    • In the context of this feature, a non-promoted fund is a fund that has a checking account defined, and is not marked as Private or Promote in the fund's settings.

Do Not Enforce Spendable

Overview

This feature relates to the Fund Advisor (Donor) Portal, and controls whether or not a fund advisor can submit grant requests that exceed a fund's Spendable Balance

If the box is left unchecked, fund advisors will not be able to submit grant requests that exceed a fund's spendable balance, and the following message will display.

The previous message will also display to fund advisor's if a grant request exceeds the entire balance of the granting fund.

Prerequisites

  • This feature only applies to foundations that are using the Fund Advisor (Donor) Portal.

Enable Fund Statement Notify Emails

Overview

This feature relates to online fund statements, and controls whether or not fund advisors are notified when their fund statement is ready for review in the Fund Advisor (Donor) Portal.

If the box is checked- any fund advisors that have their statement type set to Online, will receive an email notification when you mark the fund statements as completed.

The body of the email notification can be edited in the fund_statement_review_email_body field within Site Custom Content.

Prerequisites

  • This feature only applies to foundations that are using the Fund Advisor (Donor) Portal.
  • Fund Advisors must have their statement type set to Online in the the fund advisor record. 



Fund Options

Statement YTD Interval

Overview

This will set the Statement Year-To-Date (YTD) Interval for all funds at the same time. For example, you might use this feature if your foundation has a year ending on June 30th, but you want your year to date interval based on a calendar year.

  • You can override the Statement YTD Interval by entering a different YTD interval at the fund level. 
  • This option is independent of the Financial Offset. To base the Statement YTD Interval on the calendar year, enter 0MON in the field. 

MailChimp Integration

  • MailChimp Integration - if you have a MailChimp account and wish to integrate it with CommunitySuite, this is where you add the API Key. 
    • Please discuss this functionality with your CSM prior to setting it up.
  • MailChimp List Name - this is where you enter the name of your MailChimp Auidence. Check out this article for more information.

User Password Policy

  • Password Policy Enabled - check this box to enable and configure a password policy.
  • Minimum Password Length - the minimum number of characters that a user must have in their password.
  • Include These Character Types - check the boxes to define the specific character types that a user must use in their password.
  • How Many Different Character Types From Above Do You Want To Require - defines the number of character types (from above) that a user must include in their password.
  • Minimum Characters to Require From Each Character Type - defines the specific number of characters (from each character type) that a user must use in their password.
  • Require Two Factor Login- check the box to require that all users enable two factor login.
  • Expire Days (Enter 0 For Never, Minimum of 60 Otherwise) - how often users will be required to reset their password. This must be entered as the number days.
  • Max Failed Attempts (Always Enforced) - defines how many times a user can try to login to CommunitySuite before they're locked out of their account.