Gift Notifications for Admins

There are several different kinds of email notifications that Administrators can receive when gifts are made on GiveCampus.

Type of Gift Notifications and How to Enable Them

There are two types of Gift Notification that are enabled in different ways.

School-Level Notifications

Gift Notifications: Will receive an email notification each time a gift is made to any campaign or form.  

Deposit Notifications: Will receive an email notification any time a new deposit is made to your bank account (if using Stripe and/or PayPal)

Recurring Subscriptions and Pledges: Will receive an email notification each time a recurring subscription is made on any campaign or form.

The Online Giving > Administrators > Notifications table also includes additional notification options:

• Personal Videos: Notifies the administrator when a personal video is uploaded and approved.
• Campaign Submission Notifications: Notifies the administrator when a campaign is submitted.

For schools with specific features enabled, the following checkboxes also appear:

• New Text Message Notifications (for schools with texting enabled): Notifies the administrator of new inbound text messages.
• Smart Appeal Notifications (for schools with Smart Appeals enabled): Sends a Smart Appeal summary to the administrator.
• Data Import Notifications (if applicable): Notifies the administrator when a data import completes.

To enable school-level notifications as an administrator:

• Go to Online Giving > Administrators > Notifications 
• Next to your name, check the notifications you wish to receive

Project-Level Notifications

• Go the the form or campaign's Settings
• Click on Manage Donations > Admin Gift Notifications
• Select the administrators who should receive the emails
• Select Update Campaign
• Note: If enabled at the school level, an administrator will already receive notifications. If not enabled at a school level, this setting will override a NO in their school-level administrator settings

Customizing the Gift Notification

To learn how to customize the content of the notification email, please see Configuring Gift Notification Content for Admins.

Troubleshooting Gift Notifications

If you are not receiving gift notifications even though you are subscribed to receive them (as described above), we recommend the following:

• Check your Spam or Junk folder.  
• Work with your IT team to approve the GiveCampus.com domain and ensure that emails from this domain are not blocked or quarantined

FAQ — administrator set up complete but gift emails aren’t being received

Gift email notifications are controlled by two independent settings:

• School-level notifications: The Gift Notifications checkbox in Online Giving > Administrators > Notifications. When checked, the administrator receives gift emails for every campaign and form.

• Project-level notifications: The Admin Gift Notification list in a specific form or campaign. In that project’s Settings > Manage donations > Admin gift notification, selecting an administrator sends them emails only for gifts for that particular project.

How these settings work together

1. Role and access don’t enable notifications automatically. Granting an administrator a role and form/campaign access does not check the notification box.

2. School-level enabled: If the administrator’s Gift Notifications checkbox is checked, they receive emails for every gift, regardless of project-level settings.

3. School-level disabled + project-level enabled: If the school-level checkbox is not checked, the administrator will receive emails only for gifts on projects where they have been selected as a project-level notifier. To set this up, go to the project’s Settings > Manage donations > Admin gift notification and select the administrator, then click Update Campaign or Update Form.

Troubleshooting checklist

1. Confirm the administrator has an account with the correct role and object access.
2. Verify that the administrator’s row in Online Giving > Administrators > Notifications has the Gift Notifications checkbox checked if you expect all gift emails to be sent.
3. If relying on project-level notifications, open the relevant campaign or form, select the administrator under Admin gift notification, and click Update Campaign or Update Form.

We strongly recommend against using email notifications as a trigger or "source of truth" for gift processing/reporting/reconciliation purposes.  At GiveCampus's scale and volume, some emails we send may not make it past the full spectrum of protections, safeguards, spam filters, and other email provider controls and to all intended recipients' inboxes.  Instead, we suggest using the platform's advanced Reporting features or GiveCampus API to support gift entry.

Downloading Gift Notifications as PDF's

To find a copy of the gift notification or receipt sent to donor:

• Go to Online Giving > Manage Gifts
• Click the donation ID 
• Scroll to Gift Notifications
• Expand
• Click Download PDF

Bank verification failure notifications for school admins

When a donor's ACH micro-deposit verification fails and the gift is canceled, GiveCampus sends a notification to administrators configured for gift notifications. This alert helps fundraising staff follow up with the donor to recover the gift.

What the email says

• Subject: "Action needed: a bank gift could not be verified"
• The message explains that micro-deposit verification failed, the gift was canceled, the donor was notified, and they have been invited to resubmit updated payment information.
• The email includes a direct link to the gift record in the admin dashboard (Online Giving > Manage Gifts) for a quick review.

Which gifts trigger this notification

• The notification fires for ACH payments using manual micro-deposit verification when the process fails. It does not apply to instant bank verification methods.

Who receives the notification

• Administrators with the Gift Notifications checkbox enabled at the school level (Online Giving > Administrators > Notifications).
• Administrators listed as a project-level gift notifier on the specific form or campaign receive the email even if their school-level setting is disabled.
• Administrators with neither setting enabled do not receive this notification.
• The donor receives a separate notification to resubmit payment information.

Recommended next steps

1. Click the link in the email to open the gift in Online Giving > Manage Gifts.
2. Review the gift details and donor contact information.
3. Contact the donor using your standard process to offer assistance and invite them to resubmit their gift with updated payment information or choose an alternate payment method.

Notes

• This notification specifically addresses manual micro-deposit verification failures; gifts verified via bank-linking services are not affected.
• Because the gift is canceled when verification fails, a donor must resubmit a new payment to complete the transaction.

FAQ — I receive recurring gift emails but not one-time gift emails

• Overview: School-level notifications rely on three checkboxes: Gift Notifications, Deposit Notifications, and Recurring Subscriptions and Pledges in Online Giving > Administrators > Notifications.

• Explanation: The Gift Notifications checkbox controls one-time gift emails across forms and campaigns, while the Recurring Subscriptions and Pledges checkbox covers recurring gifts. An administrator who has only the recurring checkbox selected will not receive one-time gift emails.

• Steps to resolve:

  1. Open Online Giving > Administrators > Notifications.
  2. Locate the administrator’s row in the table.
  3. Check the Gift Notifications box (retain the Recurring Subscriptions and Pledges selection if needed).
  4. No additional project-level changes are required unless you rely on per-project notifications.

• Checklist for partial notifications:

  • Confirm the administrator has a GiveCampus account with the correct role and access.
  • Verify that both the Gift Notifications and Recurring Subscriptions and Pledges checkboxes are enabled when expecting all gift types.
  • If project-level notifications are used, open the relevant campaign or form and ensure the administrator is selected under Settings > Manage donations > Admin gift notification; this selection sends emails for both one-time and recurring gifts for that project.

• Additional notes:

  • Granting a role or object access does not automatically enable notification checkboxes.
  • Deposit Notifications only relates to deposit emails, not gift or subscription notifications.
  • Using both school-level and project-level notifications will not duplicate gift records; it only affects which emails are sent. If duplicate emails occur, check that the administrator is not listed multiple times or using different accounts.