CoolPay FAQs
Follow these steps:
- In CoolFocus, click on your username in the upper blue bar.
- Select Settings.
- Click the green “CoolPay Onboarding” at the bottom left.
- Our customer service team will then send you a CoolPay Checklist through the support chat bubble within CoolFocus, under the TASKS Tab to help walk you through the process.
CoolPay allows your donors the option to cover the transaction fees with their donations. If the donor elects not to cover the transaction fee, then that cost will be subtracted from the donation.
Both an email address and a phone number are required fields for online contributions, so that if there is an issue with the payment, your donor can be contacted.
Email addresses are used to link the CoolPay donor to their donor record in CoolFocus. If the email address used by the donor does not match any donor record in CoolFocus, then a new Donor account will be created.
An established CoolFocus donor can log in to the Donor Portal with either an email address or a phone number for authentication purposes.
Yes, the CoolPay Donor Portal allows your donors to update their names, addresses, phone numbers, and email addresses. These changes will also be made automatically in their CoolFocus donor records.
The First-Time Donors report will display any new donors who may have been recently added to your CoolFocus database. This report can be run as needed according to the time period you choose.
CoolPay will ONLY add a donor record if there is no match to the email address. Your organization can run the Possible Duplicates report for Donors as needed to check for duplicate donors. You can then use the Record Merge feature for Donors if necessary.
Yes, the CoolPay Donor Portal allows your donors to change the settings of their recurring contributions. Donors can update the Next Payment Date to skip a month, or for any date in the future to restart their recurring transactions.
Your organization can create as many Donation Forms as needed for general contributions, special events, or specific fundraisers. Add a button to your website to link to a specific form (you can have multiple Donate forms and corresponding buttons on your website). Each Donation Form has a DEFAULT Fund assigned, and you can also list optional Funds that can be selected by the donor on your Donation Forms. The Fund the donor selects (or the Default Fund) will be recorded on his contribution.
Note: Be sure the Funds you have listed in CoolFocus are detailed enough to help your organization know exactly where the contribution needs to go. You can Add or Edit Funds listed in CoolFocus as needed.
Yes, the Fund can be changed year to year, or as needed, to reflect the current annual fund for recurring contributions.
CoolFocus provides the Receipts by Date report. Enter “CoolPay” in the Import Source field. Run this report periodically, or as needed, to see all the CoolPay contributions.
Note: Enter the word CoolPay (no spaces) in the “Import Source” box to list ONLY CoolPay transactions.
Your organization can assign a different Source per Donation Form that you use in CoolPay. Then you can run reports based on that Source(s).
Note: Sources can be added by clicking the “Sources” button on the left menu of the Donor dashboard.
The CoolPay – Payouts grid shows a list of transactions from CoolPay (including donations and fees) and what is being deposited into your organization’s bank account. This information comes directly from JustiFi, the payment processor, and is not generated by CoolFocus.
CoolPay Onboarding Checklist
- Click on your username in the upper blue bar and select Settings.
- Click the COOLPAY ONBOARDING button at the bottom left.
- Complete the underwriting form.
Here is an overview of the approval process and what JustiFi will be asking from you.
Once you have submitted your application, you can move on to the next steps as you await approval.
Click here for the steps to create your CoolPay Donation Form(s).
A Default Donation Form must be selected in the Donor Portal in Settings in order for the Donate section to be displayed on the Donor Portal.
- Click on your username in the upper blue bar and select Settings.
- Click on DONOR PORTAL on the left menu bar.
- Select your Default Donation Form.
Your organization’s logo will appear on the Donor Portal, so make sure it is current.
- Click on your username in the upper blue bar and select Settings.
- Upload (or update) your logo if it is not there already.
A WayCool team member will contact you once JustiFi has approved your submitted application.
Once you have received approval, you will need to determine which of the following two ways is best for your organization to migrate your donors to CoolPay:
- Option 1: Contact your donors with instructions on how to use the Donor Portal to manually enter their Recurring or One-Time Gifts.
This is the most reliable method because the donor is verifying their own contact information and payment method. However, some donors may require some “gentle encouragement” to follow through.
OR:
- Option 2: Have the Payment Method Tokens exported from your current payment processor and imported into CoolPay.
This option requires a minimum of 50 recurring donors in your current payment processor.
Once you have determined the best option for your organization, click here and scroll down to the paragraph titled, “Migrate Existing Recurring Donors to CoolPay” for further next steps on each option.
Onboarding Checklist
- Click on your username in the upper blue bar and select Settings.
- Click the COOLPAY ONBOARDING button at the bottom left.
- Complete the underwriting form.
Here is an overview of the approval process and what JustiFi will be asking from you.
Once you have submitted your application, you can move on to the next steps as you await approval.
Click here for the steps to create your CoolPay Donation Form(s).
A Default Donation Form must be selected in the Donor Portal in Settings in order for the Donate section to be displayed on the Donor Portal.
- Click on your username in the upper blue bar and select Settings.
- Click on DONOR PORTAL on the left menu bar.
- Select your Default Donation Form.
Your organization’s logo will appear on the Donor Portal, so make sure it is current.
- Click on your username in the upper blue bar and select Settings.
- Upload (or update) your logo if it is not there already.
A WayCool team member will contact you once JustiFi has approved your submitted application.
Once you have received approval, you will need to determine which of the following two ways is best for your organization to migrate your donors to CoolPay:
- Option 1: Contact your donors with instructions on how to use the Donor Portal to manually enter their Recurring or One-Time Gifts.
This is the most reliable method because the donor is verifying their own contact information and payment method. However, some donors may require some “gentle encouragement” to follow through.
OR:
- Option 2: Have the Payment Method Tokens exported from your current payment processor and imported into CoolPay.
This option requires a minimum of 50 recurring donors in your current payment processor.
Once you have determined the best option for your organization, click here and scroll down to the paragraph titled, “Migrate Existing Recurring Donors to CoolPay” for further next steps on each option.
