User Permissions

How to Create a New User and Give the Needed Permissions

Login as super admin

Login as the account

In the Users menu, click on the New User button.

Fill in the New User Information and assign Websites and User permissions. All the permissions are active by default.

General

Toggle Live Data – Test Data

Functionality – Once you give permission for the Toggle, the user will be able to switch between the view of LIVE or TEST data.

The Toggle is used for the following sections:

• Reporting
• Transactions
• Subscriptions
• Premium Gifts

Donor Self Service (DSS)

View DSS
Functionality – The user can see all the DSS configurations, such as Portal Links, Google Tag Manager ID, Contact Information, Frequently Asked Questions, and Designation Options, but does not have the ability to edit any information.

Update DSS
Functionality – User can view and manage all the DSS information.

Options found inside DSS

• Portal Links
• Google Tag Manager
• Contact Information
• Frequently Asked Questions
• Designation Options

Reports & Exports

View Reporting

Functionality – The User will be able to see the graphics for all transactions and campaigns results.

View Exports

Functionality – Users will be able to view, create, and download exports for Transactions and Contacts sub-menus.

View export profiles

Functionality – Users will be able to create specific profiles for downloading transactions and contacts’ information.

Campaigns

View Campaigns

Users can view and look for all the Campaigns that the organization has created but can’t edit them.

Manage Campaigns

With this permission, the User can Create New Campaigns. If the organization wants that they also have the option for editing campaigns (the autoresponder permissions must also be activated).

Thermometers

View thermometers

Users can View Thermometers status, configurations, and tags for inserting them on websites.

Manage Thermometers

With this permission, Users can manage Thermometers information, edit, delete, and create new ones.

Plugin and Integrations

View Plugin & Integrations

Users can view WordPress FlexFormz API Key and download the WordPress FlexFormz Add-ons.

Manage Integrations Options

With this permission, Users can manage credentials on the Plugins to be Contacted or disconnected.

Premium Gifts

View premium gifts

Users can view the premium donations and see information such as SKU, Gift Details, Market Value, etc.

Also, they have access to see which premium gifts have been created on the Dashboards side.

Manage

Users are allowed to create, edit, and delete Premium Gifts.

Autoresponders

View autoresponders

Users can view the general template and information on each type of autoresponder. This permission also activates the button “View” on Campaigns section.

Update autoresponders

Users can edit the General template and autoresponders. This permission activates the edit and reset options for campaign autoresponders too.

Test autoresponders

With this permission, Users can test the autoresponders by sending it to any chosen email. It applies to Campaigns autoresponders too.

Notifications

View notification settings

Users can only see information set for each email notification, but cannot activate, disactivate, or edit any fields.

Update notification settings

Users can activate or deactivate email notifications and edit the email addresses that receive them for each notification.

Transactions

View transactions

Users can view transactions, access transaction details, and search by donor and customer ID.

Refund transactions

With this permission, Users can refund any transaction.

Resend Receipts

Users are able to resend receipts inside the transaction details.

Update transactions

With this permission, Users can edit Campaigns inside the transaction details.

View Reports on Gateway

Users can view the report of the third-party gateway.

Subscriptions

View subscriptions

Users can view subscriptions and subscription details, search by donor, or search by customer ID.

Update subscriptions

Users can edit the Name, Campaign, Motivation/Source, Next Payment Date, Amount-Designations, and view previous transactions.

Cancel Subscription

Users are allowed to cancel subscriptions.

Offline Donations

With this permission, users are authorized to make offline donations.

Agents

View agents

Users can view the agents list and other details, such as the campaigns the agent manages, their personal information, and permissions.

Manage Agents

Users can create or delete agents, assign or remove campaigns, and edit the permissions or information for each agent.

Contacts

View contacts

Users can view the contacts that have been submitted through the website.

Settings

View settings
Users can view and edit settings for this section.

Offline Donations

In the Offline Donations section of the sidebar, you will find four available actions at the top of the page to help you enter donations received by phone, mail, or in person:

• Create Freemium Request — submit a request for free resources or items.
• Create Donation — enter one-time or recurring donations.
• Search Subscriptions — look up and manage recurring donor accounts.
• Scheduled — review and manage upcoming scheduled donations.

Both Create Freemium Request and Create Donation share common settings that determine how some fields behave.

Shared Behaviors and Settings:

• MapBox Address Autocomplete:

  Works the same in both flows. As soon as you begin typing an address, suggestions appear and the remaining fields pre-fill automatically.
  Note: MapBox must be connected in Website Settings.

• Pseudo Email:

Since an email address is required for donation and Freemium Request forms, pseudo (or alias) emails provide an alternative when a donor prefers not to share a real email. In the organization settings, admins can choose which tokens to use, defining what information is included in the generated pseudo email.

Pseudo emails are generated using donor information provided in the form. Tokens map to donor fields and are replaced with the submitted values.

This ensures required workflows continue to function while respecting donor preferences.

• Campaigns

Campaigns, freemium gifts, and premium gifts shown in dropdowns are driven by their respective configurations. Campaign availability is managed in the Campaigns section and determines which campaigns appear in forms for users and agents based on campaign settings.

When a campaign is selected, the motivation configured in the campaign is automatically populated, but remains editable in both Freemium Request and Offline Donation forms.

• Gifts:

Premium and freemium gifts are configured in the Premium Gifts section, where each item is defined as either Premium (available in Offline Donation forms) or Freemium (available in Freemium Request forms). Gift visibility is further controlled by campaign assignment and, for donations, by the allowed frequencies.

Create Freemium Request

1. Select the Campaign.

   • If the campaign has a default motivation configured, the Motivation field will auto-populate.
   • Otherwise, enter the motivation manually.

2. Choose a Freemium.

   • The dropdown activates once the campaign is selected.
   • Only freemiums assigned to that campaign will appear.
   • Freemiums and their tags are managed from the Premium Gifts Section

3. Donor Information.

   • • Input donor information.
     • Depending on the selected freemium, address fields may become required if shipping is necessary.
     • Once submitted, all freemium requests appear in Form Submissions, where you can review, filter, and export them.

4. Optional: Create Donation.

   • • • • After submission, you may choose Create Donation from the confirmation screen.
         • The donation form will auto-populate using the donor information from the freemium request.

Create Donation

You can create donations through the Create Donation section.

Donor Information

• Enter donor details manually or search using Stripe ID or email.
• In Billing Information, specify whether the donor is giving as an individual or organization.
• Fields marked with “*” are required.
• If enabled, you may use Pseudo Email.

Gift Details

Select the gift frequency, currency, and language for the donation.

Gift Frequency: One-Time, Monthly, Biweekly, Weekly, Quarterly, Semesterly, Yearly.

Currency: USD, EUR, CAD, MXN, HKD.
Language: English, Spanish, Italian, Portuguese, Hungarian, French, German, Filipino.

Charge Options

• Choose whether to charge now or schedule for a future date.
• To schedule, turn off the Charge Now toggle and use the calendar to select the charge date.
• Scheduled donations appear under Scheduled until processed, after which they move to Transactions.
  

  Amount & Designations

  • Enter the donation amount.
  • Select up to three designations.

  Campaign & Premium Gifts

  • Select the campaign.
    • If the campaign has a default motivation, the Motivation field auto-fills.
  • Choose a premium gift (if applicable).
    • Only premiums associated with the campaign will appear.
    • Premiums are available only for One-Time and Monthly donations.

  Tributes

  If donating In Honor or In Memory of someone:

  • Enable the Tribute toggle.
  • Fill in the tribute details and optional message.

  Extra Details

  The Extra Details section allows you to add additional context to the donation for internal tracking, reporting, and communication purposes.

  • TagsTags are used for CRM tracking and reporting. They help categorize transactions and enable better filtering, segmentation, and analytics across donations and donor activity.
  • Comments

  The Comments field is flexible and can be used for internal organizational notes or donor-provided information, such as:

  • Donor messages: dedications, messages of support, or gratitude the donor wants the organization or beneficiary to receive.
  • Administrative notes: requests for tax receipts, additional details not captured elsewhere, or internal references.

  Payment Method

  Donors may pay via:

  • Credit/debit card
  • S. bank account

  For U.S. bank accounts, the recommended option is “Enter bank details manually,” as it offers additional privacy.

  Optionally, donors can save their payment method for future use.

Search Suscription

In this section, you can search for a donor using their email or Stripe ID.

When a match is found:

• If the donor has profiles as both individual and organization using the same email, both will appear. You can toggle between them.
• You can edit donor details such as name, address, phone number, and language.

Below the donor details, you will see all associated subscriptions, including:

• Start date
• Campaign
• Designation
• Recurring amount
• Status

Click More to update additional details such as:

• Motivation
• Designation(s) and amount
• Next billing date
• Payment method

Scheduled

In the Scheduled section, you will see all upcoming scheduled transactions.

You can:

• Search by donor
• Filter by transaction details
• Edit donor information used for the charge
• Update the scheduled date, amount, or designations
• Cancel the scheduled transaction if needed

Premium Gift

The Premium Gifts section on the Dashboard works similarly to the Plugin ( https://docs.flexformz.com/how-to-add-flexformz-to-your-website/#premium-gifts ), but these are only available for offline donations.

In this menu we have two sub-menus:

• Premiums Donations: Here you can see at a glance all the donations made including Premiums, which gift the donor selects, the date the donations were made, Donor or Contact information, and the type (Premium or Freemium). Also, by clicking on a gift, a lightbox displays further details of that transaction, such as Frequency, Transaction Amount and more

• Manage: This section is for making Freemium and Premium gifts available for Offline donations on an Agents profile. As with the plugin, the values to fill in are SKU, Name, Description, Quantity, Market Value, Amount Min, Amount Max and Tags. You can also set the Frequency, Send to Warehouse (Deposco), checkmark it as a Freemium gift, and add a picture that can’t be bigger than 300 x 300px.

 

• • Continue scrolling down this section to view the list of all Premium and Freemium gifts that have been created. Here’s where Gifts can be edited or deleted.

Rules and Considerations When Creating Premium or Freemium Gifts

Here are a few considerations you must remember before creating your gifts:

• SKU must be unique.
• Amount Max must be greater than Amount Min.
• Amount Min must be greater than Market Value. This rule does not apply if the “Do NOT subtract value from the donation” checkbox is marked.
• Image max weight is 100kb and size must be 300x300px.
• For Sending to Warehouse to work, you must first connect Deposco in the Plugin & Integrations section.
• Freemium gifts are only going to be seen when sending a contact.
• Premium and Freemium gifts are If you want one item to be on both categories then you must create two separate items, one as a Freemium and one as a Premium.

Internationalization

For the dashboard autoresponders, the available languages are: English, Spanish, French, Portuguese, Italian, Deutsch and Hungarian/Magyar.

Customize the autoresponders by default and by campaign in “Autoresponders”,” and also in “Autoresponders by Campaign”.

Remember, if there is no autoresponder assigned to a specific campaign in  “ Existing Campaigns,”

 

The default autoresponder (on the “Autoresponders” page )will be sent, (if the language of the form was sent is not available, the autoresponder is going to be sent on English).

Also, for the freemium request autoresponder, the only available language is English.

The currency of your Stripe  account will be the default currency for your dashboard.

In “Transactions,” the amount per donation will be shown as the default currency.”

The transaction summary will show the amount in the donor’s original currency and the conversion to your default currency.

Additionally, the autoresponder will be sent in the language used by the donor to complete the transaction (if it is configurated on dashboard).

You can check this in “Autoresponders”

For the receipt, the donation amount will be shown in the default currency for you.

And in the currency selected by the donor for their receipt.

 

Autoresponders

Log in to the FlexFormz dashboard and click/tap on the “Autoresponders” section on the left sidebar of your FlexFormz dashboard.

A. The first section you will see is titled “Template” which is the default setup and creative for all autoresponders. Click “Edit” on the right-hand side to modify. The From Name should be who you want the emails or autoresponders to be coming from. The Reply email will be the email that will receive all inquiries from donors if they reply to your autoresponder.

On the “Preview” section inside the template, you will be able to modify logos, signature, name, and title of who is sending the email, organization contact information, and your legal disclaimer. While “One Time” and “Monthly” are the default giving values, you can also customize the DONATION_TYPE merge tag for each type of donation for the greatest optimization. Simple click on the section you would like to modify and a lightbox will appear where you can type the information you want displayed. To upload the logos and signture simply drag and drop the file you would like or click on the image or “Browse”button.

Image Size Recommendations:

• Header Logo: 300 px width
• Signature: 200 px width
• Footer Logo: 150 px width

Click “Save” on the top right to save your changes.

B. The second section is titled “Autoresponders”. In this section you are able to customize the body message of the email, which will be different for each email that the donor receives depending on whether they gave a one-time or monthly gift etc.

To edit the body message of a specific email click on the “Edit” button on the right hand side of the autoresponder you would like to modify. Click on the message section that is highlighted with a dotted line. A lightbox will appear where you can customize your text. Click “Ok” to finish editing the text and then “Save” on the top right to save your changes.

To test your email message to make sure it is appearing correctly, please click on the “TEST” button that is to the right of the “Edit” button. A lightbox will appear where you can insert your email address. After inserting your email click “Send”. An email test should appear in your inbox within minutes of sending.

Autoresponders by Campaign

You can personalize the autoresponders per each campaign. To make any edits, click on Campaigns on the sidebar menu.

To create a new Campaign:

• Add a Campaign Name
• Add a unique Campaign Code
• Define a Motivation/Source code (Optional)
• If you want this campaign to be available for offline donations, check the box.

You can also search for Existing Campaigns on the list below, and click the View button to edit.

You will see the list of Campaign Autoresponders available to edit. Click a Customize button on the right.

It will show 3 options:

• Edit: Here you can edit the subject and copy of the selected autoresponder.
• Reset: This button allows you to revert to the “original” texts on the Autoresponders section.
• Test: Send an email test to see how the Autoresponder will look like.

To edit a Campaign after clicking on “View” next to the Campaign Name, check the blue button at the top.

This will open the options to edit the Campaign Name, Campaign Code, Motivation/Source, and Enable or disable the campaign for offline donations.

Email Notifications

Go to Notification Settings on the sidebar menu.

You can enable or disable any of the different notifications that FlexFormz offers:

1. Receive an email when a donation is made.
2. Receive an email when a monthly donation is made.
3. Receive an email when a monthly donation is canceled.
4. Receive an email when there is an error with a donation.
5. Receive an email when there is an error with a CRM integration.
6. Receive an email when the reCAPTCHA is activated due to several failed transactions attempts
7. Receive an email when a subscription is updated on Donor Self Service.
8. Receive an email when a new account is created on Donor Self Service.
9. Receive an email when donor account information is updated on Donor Self Service.
10.  Receive an email when a monthly donation fails.

Click on the button to enable or disable each notification (Green is enabled, Gray Disabled)

Email Notification Recipients

Add email addresses, separated by a comma, listing those who will receive the notifications in addition to the website administrator.

Settings

This section on the Dashboard is where you can find configurations for different elements inside the platform, such as:

• Add a different motivation code for the second recurrence of subscriptions

• Enable Pseudo Email: This section allows configuring the email structure that agents can use in Offline Donations and Freemium Requests by using different tokens for individual and organization options.

• Thermometers: Here, you register the domain where the counter will be displayed.

After editing all these sections, click on the save button at the bottom of the page.

Thermometers

Click on Settings at the bottom of the left sidebar menu and then find the section labeled “Thermometer.” Paste the URL of the website where the Thermometer is going to be shown and hit Save. If you are going to use this feature in more than one site, separate them with a comma.

Note: Do not include the protocol portion of the URL. For example, instead of writing “https://my-website.com” just write “my-website.com”.

Next, click on Thermometers on the left sidebar menu.

For creating a new Thermometer, click on the “New” button located at the top of the page

Fill in the requested information (Name, Goal, and Value).

If needed, there are options to add filters such as Campaign, Designation, Date and Frequency.

All Thermometers can be edited and deleted by clicking on any of the action buttons.

To insert the Thermometer in a webpage, click on the edit button to display the Script Tag (that is the same in all Thermometers) and Value Holder Tags.

Please remember:

• Script Tag: The script tag needs to be included once in the head of your page, regardless of how many Thermometers are shown.
• Value Holder Tags: Insert this tag where you would like to display their corresponding value. You will always have three value options to show:
  • Goal – Shows the total subscriptions configured as the Thermometer’s goal.
  • Current – Shows the current subscriptions that fit the settings.
  • Remaining – Shows the remaining subscriptions to reach the goal.

• Visual Thermometer Tag: Insert this tag wherever you want to place the visual representation of the thermometer. Keep in mind that this tag will change if you change the goal type. There are mainly two types of visual Thermometers:
  • Bar: This type of visual Thermometer is for the Amount and Donations goal types. It will display a progress bar filled proportionally to the progress of the set goal.

• • Donors: This type of visual Thermometer displays a line with people icons. The number of colored icons will be proportional to the progress of the set goal.

• Style Tag: If you are displaying one ore more visual Thermometer, this style tag needs to be included once in the head of your page.
• Custom Style CSS Selector: If you are displaying one visual Thermometer or more, this is the CSS selector that you will need to use in your custom CSS document to control the colors on this particular Thermometer. You can place it among the rest of your CSS or you can create a separate CSS file that you will then need to include in the head of your page.

Custom CSS Variables for Visual Thermometers

 The Visual Thermometers have default colors that will be used when no customization is present. However, the colors on the Thermometer can be changed with CSS Variables.

The way to do this is by using the Custom Style CSS Selector inside a style tag or in a CSS file that is being imported or linked in the page where the Thermometers will be displayed to change the colors of the specific Thermometer that you want to customize.

 

The available variables are a bit different between Bar and Donors Thermometers:

• Bar Thermometers:
  • –ffz-thermometer-bar-gradient-start: The color for the start portion of the bar.
  • –ffz-thermometer-bar-gradient-end: The fill color for the end portion of the bar and also the background color for the container of the current value.
  • –ffz-thermometer-bar-range-font-color: The color that will be used for the start and goal values at the bottom of the bar.
  • –ffz-thermometer-bar-current-font-color: The color that will be used for the current value text.
  • –ffz-thermometer-bar-border-color: The color that will be used for the bar’s rounded border.
• Donors Thermometers:
  • –ffz-thermometer-donors-fill-color: The color that will be used for the filled Donors icons and also the background of the current value container.
  • –ffz-thermometer-donors-empty-color: The color that will be used for the empty Donors icons.
  • –ffz-thermometer-donors-range-font-color: The color that will be used for the text of the start and goal values at the bottom of the Thermometer.
  • –ffz-thermometer-donors-current-font-color: The color that will be used for the current value text.
  • –ffz-thermometer-donors-line-color: The color that will be used for the line borders of the Thermometer.

Constituent Relationship Management (CRM) Integration

 

• Luminate »
• Kindful »
• Donor Direct

Integrations & CRMs

Log in to the FlexFormz dashboard and click on the “Plugin & Integrations” section on the left sidebar. You will see a section titled “Integration Options.” In this section you will learn how to send real-time FlexFormz donation information.

MailChimp

MailChimp Configuration Process

With FlexFormz, you can save the donors’ email on your MailChimp account.

To Connect FlexFormz with MailChimp, first, go to FlexFormz account settings, Integration Options panel, and click on the MailChimp option (Figure 1) and provide the API key of your account (you can find your API Key on your MailChimp account under Account > Extras > API Keys). Then click on the "Get Audiences" button, and select an Audience where you want your donors to be stored. And finally, click "Save".

Once done, your connection is ready. On each donation your donor will be stored on the Audience that you selected, the information stored is: name, last name and email, and will be tagged with "FlexFormz"

SmartyStreets

SmartyStreets

Create a SmartyStreets Account on https://smartystreets.com/pricing

Log in on your account:

Click on the Account button:

Click on API Keys:

Enter your hostname, for example, our FlexFormz URL is: https://theearthsociety.org/donate/fauna

Then my hostname is: www.theearthsociety.org or theearthsociety.org or *.theearthsociety.org in case your donation forms are located on a subdomains:

Copy the generated key for this hostname:

The last step on the SmartyStreets site will be to review your subscription. Click on the Subscriptions link located on the top-right menu. 

Then go to the SmartyStreets section on the FlexFormz Plugin: FlexFormz » Settings » Site Keys:

Paste the API Key that was copied on the SmartyStreets website for this hostname and click on save:

You’re FlexFormz are now ready to work with the SmartyStreets address lookup!

Double The Donation

Double The Donation – Add-On

To get your Public key from Double The Donation sign in to your Double the Donation account. On the left menu click on Settings > API Keys:

Copy both the Public and Private Keys:

On the FlexFormz Dashboard https://dashboard.flexformz.com download the Double the Donation plugin add-on, located on the Plugin & Integrations menu. A zip file will be downloaded to your computer.

Install the plugin on your WordPress website on the left menu Plugins > Add New > Upload New. Please upload the Double the Donation plugin add-on zip file.

Inside the FlexFormz menu options click on the Double The Donation submenu:

On this screen, you will need to add your Public and Private keys from Double the Donation.

Enable the Company Match feature on each FlexFormz that you need by clicking on the custom meta box “Enable Double The Donation”.

Salesforce Nonprofit

Section 1

On the FlexFormz Dashboard, https://dashboard.flexformz.com go to the ‘Plugin & Integrations’ section and select ‘Salesforce NPSP’. A lightbox will be displayed:

It is necessary to fill out all fields.  Field descriptions are below:

1. API URL: the API URL that you will connect to, I.e., https://your-domain.sandbox.my.salesforce.com

2. Username: the user email associated, I.e., [email protected]

3. Password: the user password associated with user’s email

4. Consumer Key: see section 2

5. Consumer secret: see section 2

6. Environment Name: name your environment as you wish

7. Opportunity Record Type Id: identifier of opportunity record type, I.e., 0128V000001i6XMQAY. You can see your opportunity record types in ‘Object Manager’ section and copy it from the URL:

Copy the underlined value from the URL:

 

8. Default Fee GUA Code: identifier of General Accounting Unit, required when donor cover fee donation, I.e., 1010

Section 2

To get the consumer key and consumer secret it is necessary to create a Connected App on the Salesforce page, Below is the documentation to create and manage it within Salesforce:

https://help.salesforce.com/s/articleView?id=sf.connected_app_create_basics.htm&type=5

https://help.salesforce.com/s/articleView?id=sf.connected_app_manage.htm&type=5

1. Go to Setup (Setup for current app) section:

2. Find and select App Manager:

3. Click on ‘New Connected App’

4. Fill in all required fields:

a. Basic information:

b. In the API (Enable OAuth Settings) section, enable OAuth Settings and fill in the required fields, Your configuration must look like the example below:

c. Click on save (you have to wait 10 minutes to see your changes) and go back to the App Manager main section. Select ‘View’ from your connected app options:

d. Select Manage Customer Details:

e. Now, you will be able to see Consumer Key and Consumer Secret values:

5. Edit Policies

a. In the App Manager section, click on Manage option of your connected app:

b. Click on Edit Policies button:

c. In the OAuth Policies section update the configuration to this:

d. Click on the Save button.

Raiser's Edge NXT

Looking to integrate your Raiser’s Edge NXT account into the FlexFormz Dashboard? Follow the steps below in your Donor Self-Service portal to integrate this CRM into FlexFormz and maximize your experience.

Connection to Raiser’s Edge NXT

https://developer.blackbaud.com/skyapi/docs/applications/createapp

1. Go to https://developer.blackbaud.com/skyapi/account and go to ‘My applications’ section, click on ‘Add’ button:

2. Enter your information and save it.

3. Once your application is created, click on the 3 dots menu, and click on ‘View details’ option:4. A page like this will be displayed:

• • To connect your application to an environment, please provide the ‘Application ID (OAuth client_id)’ to the Blackbaud environment admin. See ‘Connect an application with the application ID’ section in this page:
    • https://webfiles-sc1.blackbaud.com/files/support/helpfiles/marketplace/content/plat-market-connect-app.html
  • You need to add the Redirect URIs of your website to allow access and redirect to your website,
  • Edit ‘Scopes’ to ‘Full data access’,

5. In ‘Plugin & Integrations’ section on Flexformz Dashboard, click on ‘Raiser’s Edge NXT’ and a modal will appear:

From step 4 you will need these fields:

• ‘Application ID (OAuth client_id)’ insert into ‘Client ID’ field,
• Show ‘Primary application secret (OAuth client_secret)’, and insert into ‘Client Secret’ field,
• To set the ‘Blackbaud API Subscription Key’ field, go to https://developer.blackbaud.com/subscriptions/, show and copy the ‘Primary access key’ field,
• Default Fund ID, Default Campaign ID and Default Appeal ID are the System Record Id of the default objects, These fields are required in case the fields related to the transaction (motivation/appeal, designation/fund, campaign/campaign) are not found on the Raiser’s Edge NXT side,

If you need to send the fees paid by the donor to a separate fund, select the checkbox and insert the Fund ID:

6. Once all fields are defined, a button like this will appear:

Click on ‘Connect to Raiser’s Edge NXT’, and you will be redirected to Blackbaud page to login and allow access to connect this application.

 

Once you click on ‘Authorize’ button, you will be redirected to the Flexformz Dashboard to finish the connection configuration, and the integration will appear as ‘Connected’:

Configuration in Donor Self-Service

A. ONLY FOR ADMINS – How to Make Raiser’s Edge NXT Your Default CRM

Once you’re connected to Raiser’s Edge NXT, in the dashboard, go to the ‘Donor Self-Service’ section, then beneath ‘All Giving History’ select Raiser’s Edge NXT as your default CRM Platform, and save it:

B. Update Donors On How to View Their Giving History

• Prompt donors to log in or create a new account in the ‘Donor Self-Service’ portal.
• Once they’re logged in, they’ll select the ‘All Giving History’ (this option is only available if the admin selects Raiser’s Edge NXT as your default CRM platform) option, to view their stored donations on the Raiser’s Edge NXT side:

• There, they will only see the Recurring Gift Payments and Donations; Recurring Gifts are excluded from this report. Here, they can also filter and download their giving history:

 

HubSpot

To Connect FlexFormz with HubSpot, first, go to FlexFormz account settings. Next, click on the Plugins & Integrations Options panel on the left side. Under Integration Options, click HubSpot and then provide the Access Token of your account (See Figure 1). You can find your Access Token on your HubSpot account under Settings > Account Setup > Integrations > Private Apps. Select or create your Private App and over Auth tab ‘Show token’ and copy it (Figure 2).

Also, you can add custom tags separated by a comma ‘,’, and, if you need custom tags for one-time and recurring donations you can added it. And then, click “Save”.

Figure 1

 

Create a HubSpot private app.

To obtain the Access Token, you first need to create a Private App. Here’s how to do it:

Go to Settings > Account Setup > Integrations > Private Apps > Create Private app. Fill basic info, for Scopes section select ‘crm.objects.contacts’ to ‘Read’ and ‘Write’, and then click on ‘Create app’ button. Webhooks section is not required.

 

Add Donor Giving Details Section.

This feature allows you to send the following data along with your contact information:

1. FlexFormz Last Monthly Donation Date
2. FlexFormz Last One-Time Donation Date
3. FlexFormz Latest Year Donations Counter

Creation of FlexFormz Last Monthly Donation Date:

1. Repeat steps 1-4 from ‘FlexFormz Tags as Contact Property’ section,
2. Fill in these fields as follows:

Figure A

Figure B

Figure C

 3. Click on the ‘Create’ button.

Creation of FlexFormz Last One-Time Donation Date:

1. Repeat steps 1-4 from ‘FlexFormz Tags as Contact Property’ section,
2. Fill in these fields as follows:

Figure A

Figure B

Figure C

3. Click on the ‘Create’ button.

Creation of FlexFormz Latest Year Donations Counter:

1. Repeat steps 1-4 from ‘FlexFormz Tags as Contact Property’ section,
2. Fill in these fields as follows:

Figure A

 

Figure B

 

Figure C

3. Click on the ‘Create’ button.

Deposco

On the FlexFormz Dashboard, https://dashboard.flexformz.com go to the ‘Plugin & Integrations’ section and select ‘Deposco’.

A lightbox will be displayed:

The required fields are:

1. Username: The user email associated, i.e., [email protected].
2. Password: The user password associated with user’s email.
3. Company Code: This is a 3 alphanumeric data which is case-sensitive.
4. Business Unit: It’s usually the name of the business used in the Deposco Account, includes characters, and is case-sensitive.

The optional fields are:

1. Order priority: It uses a number from 0 to 5, 0 being the lowest priority and 5 the highest. In case this is not added, the default priority is 5.
2. Ship via: It uses a string for the type of formar delivery to use. The default for the empty field is “Bulk Mail”.

After entering the data and clicking on Save, the connection should look like this:

Virtuous

Easily connect FlexFormz with your Virtuous CRM to ensure donor information is saved directly to your Virtuous account.

To get started:

• Log in to your FlexFormz Dashboard
• Under the Plugin & Integrations section, select Connect Virtuous CRM.

• You can connect to Virtuous using either an API key or your username and password.

Note: You’ll notice a field labeled Secret — this is a non-editable field used by FlexFormz to generate a unique keyword and automatically configure the necessary webhooks.

In this section, you can configure the information you want to send to Virtuous.

Virtuous Batches

Virtuous batching allows donation data to be sent in groups once per hour, instead of sending each donation individually in real time. This feature is especially helpful for organizations that receive high volumes of donations, as it improves performance and reduces the risk of timeouts or data congestion during syncs.

When batching is enabled, donation data is still delivered to Virtuous as usual—just at the end of each hour, rather than instantly.

Virtuous batching allows donation data to be sent in groups once per hour, instead of sending each donation individually in real time. This feature is especially helpful for organizations that receive high volumes of donations, as it improves performance and reduces the risk of timeouts or data congestion during syncs.

When batching is enabled, donation data is still delivered to Virtuous as usual—just at the end of each hour, rather than instantly.

1. Go to Plugin & Integrations in your DS dashboard.
2. Select the Virtuous integration.

• Check on the “Process Gifts in Batches” setting.
• Save changes

How It Works

• When batching is enabled, donation data is grouped and automatically sent to Virtuous at the end of each hour.
• When batching is disabled, donation data is sent to Virtuous individually and immediately.
• If batching is turned off after being enabled, a final batch will still be sent for any donations made during the current hour.
• Once batching is enabled, it can only be disabled at the start of the next hour.

Important: Designation Code Validation

To ensure proper batch processing, make sure that none of the existing designation codes contain the following characters: +, ?, &, .

• These characters can cause batch failures and prevent donations from syncing properly.
• FlexFormz Dashboard & Plugin no longer allows the creation of new designation codes with these characters—this applies only to existing codes.

Virtuous Custom Collections

Custom Collections allow you to send contact information from your forms directly into Virtuous.

How to Set Up a Custom Collection

1. Go to Plugin & Integrations in your DS dashboard.
2. Select the Virtuous integration.
3. Click “Add” under the Custom Collections section.
   
4. Enter the Collection Name.
5. Add a Key Name and select the Value or Token from the form data. (It must match the name in Virtuous.)
   
   
6. Click Save changes.

How to Assign the Collection in Virtuous

1. In Virtuous, go to Settings -> All settings -> Data Customization -> Custom Fields and Collections.
2. You can create and edit collections from Custom Collections.

Make sure the Key Name matches the name in your Virtuous account.

Donor Self-Service

The donor self-service portal is a secure page that lets your donors view their giving history and manage their recurring gifts.

The portal allows donors to:

• View online giving history.
• Download individual gift receipts.
• Download all online giving history.
• View recurring donations.
• Modify a recurring donation (amount and designations).
• Update their user information.

Donor Self-Service Customization

The donor self-service portal is customized with the logo of your website. On the dashboard, you can further customize the donor portal on the “Donor Self-Service” tab on the sidebar.

1. Dashboard – Donor Self-Service

At the top of this section, you will find the links for the login and register page. These links can be used on your website. You can also include them as a part of your thank you message on a FlexFormz and on your email autoresponder, inviting your donors to create an account or login for donor self-service.

On the Portal Links Section, conveniently set your “Donate Now Link” to a FlexFormz Donation Form on your website. It will be displayed as a button on the sidebar of the Donor Self-Service portal.

2. Donor Self-Service – Login Page

3. Donor Self-Service – Register Page

4. Donor Self-Service – Menu

Google Tag Manager

Below the Portal Links section, you can add your Google Tag Manager ID, which needs to have a GT-XXXXXXXXX format. It will add functionalities to the Donor Self-Service portal, such as changing the colors according to your brand, adding a chatbot, or injecting another CSS or Javascript code, depending on your needs.

5. Donor Self-Service – GTM

Contact Information

6. Dashboard – Contact Information

Here you can add a Contact Email for your donor to contact your organization if they have any issues and it is displayed on the sidebar of the donor self-service portal. The Footer Contact Information is displayed on the footer of every page on the donor self-service portal.

7. Donor Self-Service – Contact Information

On the donor self-service settings, you may add Frequently Asked Questions that will be displayed on the donor self-service portal. Click on the “Add question” button. On the popup write your question and answer and then click the “Save” button to add a new question.

Questions can be ordered by dragging it to the desired position. If you want to remove a question click on the red trash icon at the right of the question.

8. Dashboard – Frequently Asked Questions

9. Donor Self-Service – Frequently Asked Questions

Designation Options. 

In this section, you may add your current active designations, these designations will be available for the donors to select when updating a recurring gift designation.

To add a new designation simply write the code and name of the designation then proceed to click the “Add” button. The designations are displayed in alphabetical order. To delete a designation click the red trash icon on the right of the designation.

10. Dashboard – Designation Options

In the Notification Settings section there are 2 email notification options related to Donor Self-Service:

• Receive an email when a new account is created on Donor Self-Service.
• Receive an email when a subscription is updated on Donor Self-Service.

These notifications are active by default but can be disabled.

11. Dashboard – Notification Settings

Donor Self-Service Portal

On the donor self-service portal, the donor can view their giving history and download individual receipts of each transaction. They can also download all of their giving history by clicking the “Download All History” at the top right corner of the page.

Next to the download button, the donor can search for a specific gift by the campaign name. The donor can also see how many gifts they have made and when was the last time they made a gift.

12. Donor Self-Service – Giving History

On the “My Recurring Gifts” section all recurring donations are listed. If a donation is active the donor can update or cancel the gift.

13. Donor Self-Service – My Recurring Gifts

For an active recurring gift, the amount and designations can be updated. The donor can also split their current gift in multiple designations. The maximum amount of designations is three per recurring gift. The total sum of all designations must match the recurring gift amount in order to be able to be updated properly.

14. Donor Self-Service – Recurring Gift Update

A recurring gift can be canceled by clicking the “Cancel” button at the right of the gift, a confirmation lightbox will appear.

15. Donor Self-Service – Recurring Gift Cancel

The donor can view all registered CRM donations they have made in the past (even if they are not made with FlexFormz) in the “All Giving History” Section. Please note that these donations are purely for informational purposes and cannot be canceled or modified. For now, DonorDirect is the only supported CRM and must be connected and active; otherwise, the donor cannot view this feature.

16. Donor Self-Service – All Giving History

The donor can update their profile information by clicking on the “My Profile” link at the top left corner. In this section, the donor can update their name and address information, as well as change the password for their account. The email CANNOT be updated as it is used as an identifier on FlexFormz and your CRM.

17. Donor Self-Service – My profile

Contacts

How to Create A Contact

Contact information is sent and stored on the FlexFormz servers but can also be forwarded to the organizations using it, allowing for efficient and simple communication between organizations and donors, as well as potential donors.

For creating a contact, the organization must have created an Agent profile before using this option. Agents are the ones with the permissions needed to collect that kind of information.

Creating an Agent

The required fields that must be filled in to create an Agent are: Name, Last Name, Email, Password, and Permissions. This last option gives each Agent different access to what they can or cannot do, such as viewing campaigns, managing offline donations, and managing freemium requests. Each created Agent can be edited and managed according to the organization’s needs.

In the Agent login (if the Agent has the permission), the option “Create Freemium Request” will be shown on the top menu. This is a form to collect contact information.

Fill in the required information fields and hit submit.

Return to organization profile and confirm the contact has been created.

Freemium gifts

Freemium gifts are physical gifts, just like premium gifts, but they are sent in exchange for providing contact information. Follow the next steps to use them:

1. Connect your Dashboard to Deposco (https://docs.FlexFormz.com/dashboard-configurations/#deposco)
   Note: It’s important to have the SKU and Name set up first in Deposco before you can enter them in the Freemium Gifts tab.
2. Create a New Premium Gift:
   • Go back to the “Manage” submenu on Premium Gift option and create a “New Premium Gift”; Check the option “Is a Freemium gift?” or edit one of the premium gift if you already have one and check the same option.
   • Check the option “Send to Warehouse” if you want the information to go into Deposco.
3. Verify as an Agent:
   • Login as an Agent to verify that the created freemium gifts are now visible on that profile.

Consider that each field has its own validation rule. These validation rules verify that the information entered in the fields has a similar format to what would be expected for each field. Since this service is available worldwide, the validation rules can be quite flexible in some cases. For example, the zip code has a different format from country to country, so the field will try to validate against all possible cases. This means that letters are also accepted, as some countries have a combination of letters and numbers for the zip code.

Contact In Offline Donations

In the Offline Donations menu, the option “Create Freemium Request” is available only for Users with the permission “View Offline Donations”. If the Contact is made with an Admin account, it will display an error and the Contact can’t be submitted.

Agents

Agents are profiles that have no access to dashboard info but can create offline donations, send freemiums, search and edit subscriptions, and see some campaign summaries depending on the permissions set by the organization for each agent.

To create an Agent, log in to the Dashboard as an organization and look for the section “Agent” on the sidebar. The information needed to create an Agent is: Name, Last Name, Email, set a Password, and assign the Permissions.

Permissions allows Agents manage different things like:

• View Campaign transactions: Allows the Agent to manage campaign results, use filters, and export those results for the assigned campaign. The view is similar to the one in the Reporting section on the Dashboard but is limited to the campaign assigned to that Agent.