Edit gift details, add notes, and move a gift between campaigns

How to use

For a campaign, open Online Giving → Campaigns → select the campaign → Manage Donations → Online Gifts, then click the Donation ID. Older campaign menus label this Manage Gifts → Donations. For school-wide gift management, use Online Giving → Manage Gifts → Donations. Locate the existing gift. Review donor identity, gift type, campaign/form, and payment/subscription state. Use the authorized edit and contribution-note controls, save, and verify the resulting record and reporting context.

Rules

An individual installment cannot be moved on its own to another campaign in the gift-edit flow. The error explains that the recurring gift itself must be moved to move its entire payment schedule. Eligible administrators can move gifts from one campaign to another campaign or from one Giving Form to another Giving Form within the same school. A gift cannot be moved from a Giving Form to a campaign, or from a campaign to a Giving Form. This also applies to gifts received through the Campaign Backup Form.

The newer overarching-recurring view can redirect to subscription management. Removing the maximum from a matching donation is rejected. A constituent-ID lookup based on donor email reports that it is trying to set the ID, not that a match has already completed.

Troubleshooting

Identify whether the correction concerns donor information, a designation, a campaign move, a recurring schedule, or a payment refund. These are different actions. Verify affected campaign totals and export/reconciliation context after a move; do not assume a local edit automatically corrects an already-exported CRM record.

How to move a gift

1. For a campaign, open Online Giving → Campaigns → select the campaign → Manage Donations → Online Gifts. Older campaign menus label this Manage Gifts → Donations. For school-wide gift management, use Online Giving → Manage Gifts → Donations.
2. Locate the gift and click its donation ID to open the details.
3. Use Move to different campaign and select the destination campaign or Giving Form. The option has this name even when moving between Giving Forms.
4. Save the change and verify the gift and totals at both destinations.

Reflect a Giving Form gift on a campaign

If a gift was made to a Giving Form, including the Campaign Backup Form, and you want it reflected on a campaign, add an offline gift to that campaign to recognize the donor’s contribution. The gift cannot be moved from the form to the campaign.

The original online gift and payment remain on the Giving Form. The offline entry adds campaign recognition; it does not charge the donor again or transfer the payment. Record the original donation ID in your reconciliation notes and avoid counting the online payment and offline recognition entry as two separate payments in financial reporting.

Which role is needed?

For school-wide gift editing, use Superadmin, Fundraising Superadmin, Gift Management Admin, or Finance Admin. Advanced Campaign Admin can edit ordinary gifts on assigned campaigns through the campaign’s Manage Donations → Online Gifts (or legacy Manage Gifts → Donations) page. That role alone does not expose the school-wide Manage Gifts menu, refunds, or recurring-subscription changes. Advanced Form Admin can view assigned form gifts but cannot edit them solely through that role.

To change access, a Superadmin or Fundraising Superadmin reviews the person under Online Giving → Administrators → Role(s) and their campaign/form or group assignments. Partners assign fixed roles; they cannot edit individual capabilities within a role.

Creating, editing, or removing staff Contribution Notes specifically requires Superadmin, Fundraising Superadmin, Gift Management Admin, or Finance Admin. Advanced Campaign Admin alone does not include staff-note management, even though it can edit ordinary campaign gift details.