Fundraising & donor management

Set up approved fundraising, add a donation form to your website, manage personal and business gifts, and help donors find their history and statements.

Providers: Dashboard → workspace selector → Fundraising. Donors: Money → My giving. New online donations start only in the provider’s website embed.

Get admin approval and open Fundraising

Fundraising requires separate KidzMaps admin approval, like Retreats & rentals. It is disabled by default. A provider owner or manager cannot approve their own access.

Ask KidzMaps to enable fundraising.

A site admin opens the provider’s details in the admin dashboard, finds Fundraising, and chooses Enable fundraising. Approval is specific to that provider.

Open the provider workspace.

Refresh your dashboard, open the workspace selector currently showing Camps & classes or Retreats & rentals, and choose Fundraising. Approved owners and active managers can manage fundraising; instructors and ordinary staff cannot.

Check payment readiness separately.

Approval unlocks campaigns, donors, pledges and statements. It does not turn on online payments. Complete the payment setup in the next section before inviting online donations.

Good to know. If an admin disables fundraising later, the provider workspace and new donation checkouts close. Existing records are preserved; donors retain their giving history and cancellation controls.

Admin control for fundraising access. Actual KidzMaps screens with fictional example data; no real payments. Captured November 1, 2026. Select the image to enlarge.

Prepare online payments

Complete payout onboarding.

In the provider dashboard, open Payments and finish the Stripe payout setup for your organization. Use the organization that will receive the gifts and complete any outstanding Stripe requirements.

Confirm online giving is available.

If the donation form says online giving is unavailable, contact KidzMaps support before sharing it. You can still prepare campaigns and record gifts received outside KidzMaps.

Choose whether to offer monthly gifts.

Enable Allow monthly donations on each campaign where you want that choice. Donors must separately authorize monthly charges. Existing monthly gifts are managed in Recurring gifts and My giving.

Review before sharing.

Confirm the recipient, campaign description, dates and embed on your website. Ask KidzMaps support for help checking payments before sharing the form. Submitting a payment on your live donation form makes a real charge.

Good to know. You can prepare campaigns and record gifts received offline while online giving is unavailable. Only voluntary gifts with no goods or services in exchange belong here. Amounts are in USD.

Create and activate a campaign

Choose New campaign.

Enter a clear Name and Purpose and description. Explain what the gifts support. Goal (USD, optional) adds a progress target; it does not charge anyone or promise that amount will be raised.

Set dates and monthly availability.

Starts on and Ends on are optional UTC dates. An active campaign accepts new online gifts only within its date window, including the start and end dates. Enable Allow monthly donations if appropriate.

Save as Draft, then activate when ready.

Draft lets your team review the setup. Edit the campaign and choose Active to accept new online gifts once approval and payment setup are ready. Closed stops new online gifts.

• Received reflects recorded gifts; refunds reduce net giving. An unpaid pledge does not count as money received.
• A campaign goal is a reporting target, not a hard donation cap.
• Closing a campaign or turning off new monthly signups does not cancel existing monthly gifts. Stop those renewals separately if needed.

Campaign name, purpose, goal, dates and monthly-giving settings. Actual KidzMaps screens with fictional example data; no real payments. Captured November 1, 2026. Select the image to enlarge.

Add donations to your website embed

Website embed → Donations explains setup and links to Open Fundraising. Donations use a separate campaign form; activating a campaign does not add a Donations tab to the booking widget. Open Website embed in Fundraising returns you to the same provider’s website setup.

Open the campaign’s embed code.

In Campaigns, set the campaign status to Active and save, then expand Embed donation form on its card. Copy the complete generated code, including the campaign container and the embed.js script.

Paste it into your website.

Use a custom HTML or embed block that permits JavaScript. Keep the campaign ID and KidzMaps script URL unchanged. Place the code on the page where you want visitors to donate, then publish that page through your website editor.

Check the published page.

Choose Preview embed first, then check your own published page on desktop and a phone. Confirm the correct campaign, amount field and frequency options appear without clipping. Each campaign has its own code.

Allow checkout to open.

Secure Stripe Checkout opens in a separate tab after the donor continues. If the browser blocks it, allow the popup and try again. After checkout, My giving shows confirmed gifts and their status.

Good to know. New online donation forms appear only through the fundraising embed. The public marketplace, provider management workspace and My giving do not offer a new-donation form. A /give link directs donors back to the provider’s website.

Campaign card with generated website embed code. Actual KidzMaps screens with fictional example data; no real payments. Captured November 1, 2026. Select the image to enlarge.

Donate personally or for a business

Use the provider’s donation embed.

Sign in to your own KidzMaps account when prompted. You do not need a child or an enrollment to give. Choose Personal or Business / organization and an amount from $1 to $10,000.

Identify the business when applicable.

Enter the Business or organization name and Contact name, then confirm that you are authorized to donate for that organization. A saved business can be selected on later gifts. Your signed-in account remains responsible for managing the gift.

Choose one-time or monthly.

Monthly appears only when enabled for the campaign. Read and check the separate monthly authorization. The authorization includes the donation and service fee each month. Changing the amount, payment method or business identity clears consent so you can review the updated details.

Choose card or ACH and review the total.

Cards add 5% + $0.50; ACH bank payments add 3% + $0.50. For a $100 gift, you pay $105.50 by card or $103.50 by ACH, and $100 is the donation. The service fee is separate from giving totals and statements. Bank verification and settlement can take several days; pending payments are not gifts yet.

Complete secure checkout.

Continue to Stripe in the new tab. A checkout redirect alone does not confirm receipt: the gift appears after payment confirmation. Review My giving before retrying a checkout you left partway through.

• Monthly plans keep the total originally authorized. Manage payment method replaces a card with another card, or an ACH account with another ACH account. To switch between card and ACH pricing, stop renewals and create a new monthly donation in the provider’s embed.
• Personal gifts and each business identity have separate giving statements. Business statements identify the business and its contact.
• The same business name used by a different account does not grant shared access. Matching email addresses do not link accounts or offline donor records automatically.
• A business gift does not create a company login or a shared team account. The signed-in donor can manage only their own linked records.

Business donation form with separate authority and monthly consent. Actual KidzMaps screens with fictional example data; no real payments. Captured November 1, 2026. Select the image to enlarge.

Add donors and record offline gifts

Add a donor.

Open Donors → Add donor. Choose Personal or Business / organization, enter Name, and add the required Contact name for a business. Email, phone and internal notes are optional. Do not put card details in notes.

Record money already received.

Choose Record offline gift. Select the donor and campaign, enter Amount (USD), the received date in UTC, payment method and an optional reference. This records a cash, check, bank-transfer or other offline gift; it does not collect money.

Review the donor’s history.

Use Giving history to open statements. Once a donor identity has been used or is linked to an account, its name and type cannot be changed. Contact details and notes remain editable. Create a separate donor for a different legal donor.

Record refunds accurately.

Return an offline payment through its original method first, then use Record refund for the original transaction and enter the actual amount, date and reason. For online gifts, issue the refund in Stripe with the application fee refunded and transfer reversed. The confirmed event updates the ledger, splitting partial refunds proportionally between the gift and service fee. Contact KidzMaps if those options are unavailable; do not record a second offline refund.

Good to know. Do not record a pending online checkout as an offline gift; that can double-count it when the payment is confirmed. Donors added manually are not automatically attached to a parent account.

Business donor and contact details. Actual KidzMaps screens with fictional example data; no real payments. Captured November 1, 2026. Select the image to enlarge.

Recording an already-received offline gift. Actual KidzMaps screens with fictional example data; no real payments. Captured November 1, 2026. Select the image to enlarge.

Track pledges and installments

Create the promise.

Open Pledges → Add pledge. Select an existing donor and campaign, enter the promised amount and Due on date, then save.

Record each amount actually received.

Choose Record payment on that pledge when an offline installment arrives. The donor and campaign stay tied to the pledge. Enter the amount and received details; the remaining balance updates after saving.

Keep the outstanding balance accurate.

Payments cannot exceed the remaining pledge. Cancel pledge stops the unpaid commitment while preserving prior payments and history. A due date does not schedule a charge or an email reminder.

Good to know. Unpaid pledge balances are excluded from giving statements. Monthly gifts are a separate authorization, not an automatic way to collect a pledge.

Pledge with a partial payment and remaining balance. Actual KidzMaps screens with fictional example data; no real payments. Captured November 1, 2026. Select the image to enlarge.

Manage monthly gifts and payment problems

Providers review monthly support in Recurring gifts. Donors manage their own gifts in My giving. A monthly gift starts only after its initial payment succeeds and the payment method is saved.

• The next donation uses the monthly anniversary in UTC. Shorter months use their last available day. Missed months are not collected as a catch-up bundle.
• A failed scheduled payment may retry twice, three days apart. Follow the displayed status; a payment requiring donor verification or review may need action instead of another automatic attempt.
• Donors use Manage payment method to update their saved method. If shown, use Verify payment or Retry with updated payment method for the pending gift. Providers cannot change a donor’s saved card.
• Stop renewals cancels future monthly collection after confirmation. A payment already started may still finish. Earlier gifts and statements remain visible.
• Closing a campaign stops new signups, not existing monthly authorizations. Disabling provider fundraising blocks new scheduled collection.

Provider view of an active monthly business gift. Actual KidzMaps screens with fictional example data; no real payments. Captured November 1, 2026. Select the image to enlarge.

Download giving statements

Choose the donor and year.

Providers open Statements, select a donor and calendar year, and choose View statement. Donors use the statement card for the correct personal or business identity in My giving.

Check received, refunds and net.

Statements use UTC calendar years and include all recorded transactions for that donor and year, even when the dashboard’s recent list is shorter. Refunds appear in the year they occur. Unpaid pledges and unsuccessful payments are excluded.

Save the statement.

Download printable statement creates an HTML document. Open it and use your browser’s Print or Save as PDF. Download CSV exports transaction details; business statements include the organization and contact name.

Good to know. This is a giving summary, not a guarantee of tax deductibility or a certified tax acknowledgment. Ask the recipient organization for any additional acknowledgment you need. The app does not automatically email these statements.

Annual business giving statement and download controls. Actual KidzMaps screens with fictional example data; no real payments. Captured November 1, 2026. Select the image to enlarge.

Find gifts in a parent or donor account

Open your dashboard’s Money section and choose My giving. This is available in the desktop and mobile navigation, including the Retreats account view. You can also open /giving directly while signed in. No child profile or enrollment is required.

• Recurring donations show the campaign, amount, status, next scheduled date and the personal or business identity attached to the gift.
• Statement cards separate your personal giving from each business. Check the business name before downloading.
• History remains after a monthly gift is canceled. New donations still begin on the provider’s website embed.
• Only records linked to your signed-in account appear. A provider’s manually entered offline donor with a matching name or email does not become your account record. Ask the provider for that offline statement.

My giving with business monthly support and a separate statement card. Actual KidzMaps screens with fictional example data; no real payments. Captured November 1, 2026. Select the image to enlarge.

Resolve setup and payment issues

• Fundraising missing: confirm separate admin approval and that you are the owner or an active manager of the correct provider. Refresh the dashboard after an access change.
• Online giving unavailable: confirm Stripe payout onboarding and ask KidzMaps to check online-giving configuration. Approval alone does not enable it.
• Campaign unavailable: check Active status, the UTC start/end dates, provider approval and that your website uses that campaign’s current embed code.
• Embed blank: use a website block that permits the supplied script. Check the published page, not only the editor preview. Do not paste only the campaign ID.
• Checkout did not open: allow popups for the page. If payment might already have been submitted, check My giving before starting again.
• Payment missing or paused: wait for confirmation, then use the action shown in My giving. Contact the provider for unresolved status; do not make a second gift just to clear a pending one.
• Statement looks incomplete: verify account, personal/business identity and UTC year. Unpaid pledges and failed payments are not received gifts.