For those clients that need to direct funds between different payment accounts + provide different tax receipting, we can enable the creation and management of subaccounts.
- Do I have subaccounts enabled?
- Creating and editing subaccounts
- Reviewing each subaccount's settings
- Working with data from all your accounts
Do I have subaccounts enabled?
To get to your Settings area:
- Click your name in the top right of the dashboard,
- and click the Settings option in the dropdown.
If subaccounts have been enabled for your organization, and you are an Organization Administrator, you'll see Subaccounts as an option in the left-hand menu of the Settings area!
To request parent and subaccount/child functionality for your account, please contact firstname.lastname@example.org with your request. Requests are reviewed and approved on a per-case basis and available at no additional cost.
Creating and editing subaccounts
From that Subaccounts page of your Settings area, you can click the Create subaccount button to generate new subaccounts, during which you'll specify:
- Subaccount Name, which should be a friendly/external name for that subaccount,
- Subaccount Code, which can be an internal identifier for that subaccount,
- and a checkbox labeled Use parent’s payment methods and receipt, which if unchecked, can allow the subaccount to specify their own payment methods, destination accounts, and PDF receipt options.
For existing subaccounts, you can click the three-dot menu for existing ones to modify their code and control whether they can use their own payment methods.
Reviewing each subaccount's settings
Once subaccounts exist, you can toggle to them either via the dropdown menu you get when clicking your name in the top right of the dashboard, or by going to the Subaccounts area of Settings, clicking the three-dot menu, and selecting Login.
Subaccounts can, and should, have their own Campaigns and Elements.
When in a subaccount, you can access that subaccount's Settings via the usual dropdown. From there, you can control everything permitted on the subaccount level.
One area of particular note is Users. If there are people who should only be able to see data for that subaccount and not other subaccounts or your organization's parent account, you would want to make sure to add them from the Users page while in that subaccount's Settings area.
As mentioned earlier, you would only see Payment Options and Tax Receipt if the Use parent’s payment methods and receipt checkbox was unchecked for that subaccount.
Working with data from all your accounts
All of our dashboard's filters, exports, and CRM Integrations allow the inclusion or exclusion of subaccount donation + donor data, as well as donation + donor data directly provided to your overall account.
Subaccounts also offer the same options to filter, export, and use Integrations, so that each individual subaccount can pass along their pertinent data to other systems they use.
Donor Portal and Supporters in general
Subaccounts are meant to support separated account activity. As such, each subaccount, and the parent account itself, have separate Donor Portals and lists of Supporters. Please be aware that if a person has donated to or started a fundraiser for multiple of your accounts, when they log into one account's Donor Portal using the links in their emails, it'll take them to that account's Donor Portal and will not show them their activity on other related accounts.
Single website vs multiple websites
The principal front-end limitation of parent and child subaccount structure is if you are using one website for the parent account and all of the subaccounts, then you should probably deploy the parent account Installation Code to every page's <head> section. That still allows transactions and a lot of account activity into subaccounts, but it does curtail some options as follows.
When adding Elements, you'll be able to add any of the subaccounts' embedded Elements on any page where that subaccount or the parent account's installation code is running.
However, Global elements (ex: reminders and sticky buttons) from specific subaccounts will only show on pages running that subaccount's installation code specifically.
Similarly, if a page is running the parent account's Installation Code, that also means that you'll only able to use vanity URLs with the URL API (e.g. ?form=donate vs ?form=FUNXXXXX) for any Campaigns that belong to the parent account.
For any subaccounts' Campaigns where you want to open checkout via URL API, you would then need to use the static ID (e.g. ?form=FUNXXXXX) since having the same vanity URL across various accounts would cause a conflict.