Fundraiser
The Fundraiser feature helps you manage events — auctions, raffles, galas, bake sales — where members buy and sell items or services to benefit the church.
Supported types:
- Auction / Silent Auction / Live Auction
- Raffle
- Gala
- Mixed
Tip: This feature works best when most buyers and sellers are already in your ChurchCRM database.
Access & permissions
Access to the Fundraiser module is controlled at two levels:
| Level | Setting | Where to configure |
|---|---|---|
| System-wide | Enable Fundraiser menu (bEnabledFundraiser) | Admin → System Settings → Finance Settings |
| Per-user | Manage Fundraisers permission (bManageFundraisers) | Admin → Edit Users → Edit |
How they interact:
- If Enable Fundraiser menu is off, the Fundraiser menu is hidden for everyone — admins included.
- If Enable Fundraiser menu is on, only the following users see the Fundraiser menu:
- Users with the Admin right (they bypass the per-user permission).
- Users who have the Manage Fundraisers right granted on their account.
- Users in Edit Self mode never have fundraiser access, even if the permission is set.
The API routes that power the Fundraiser module are protected by the same check: a user must be an Admin or have the Manage Fundraisers permission. Attempting to access a fundraiser API endpoint without the required role returns a 403 error.
Dashboard
The Fundraiser landing page shows all active fundraisers in an enriched table with stat widgets and filters.
Stat widgets at the top show counts of active, planning, and closed fundraisers.
Filters: narrow by Type, Status, or date range using the filter bar above the table.
Table columns: Title, Type, Date range, Status, Items, Raised, Goal (with % progress bar), Buyers.
Archive section
Fundraisers marked Closed, or whose End Date has passed, move to a collapsible Archive card at the bottom of the page. The archive card is hidden when a Status filter is applied, since the active/archive split doesn't apply to a filtered view.
How is a fundraiser created?
Select Fundraiser → Create New Fundraiser. Fill in the fields and press Save.
Fundraiser fields
| Field | Description |
|---|---|
| Title | Name of the fundraiser |
| Date | Start date |
| End Date | When the event closes; used by the archive split |
| Description | Details shown in catalog and printed materials |
| Type | Auction, Silent Auction, Live Auction, Raffle, Gala, or Mixed |
| Status | Planning, Active, or Closed |
| Goal Amount | Fundraising target; displayed as a progress bar on the dashboard |
| Associated Fund | Links the fundraiser to a Finance fund for reporting |
View page
Each fundraiser has a read-only view page at /fundraiser/view/{id} showing:
- Details card (all fields)
- Goal progress bar
- Donated items table
- At-a-Glance and Financials sidebar cards
From the view page you can also Add Item directly. A View link on the editor page takes you to the view page.
How are donated items entered?
Once the fundraiser is saved, press Add Donated Item from either the edit or view page.
| Field | Description |
|---|---|
| Item | Identifier used for sorting |
| Multiple items: Sell to everyone | Enable to allow multiple copies to be sold; buyers are charged per quantity |
| Donor | A person in the database |
| Title | Short description |
| Estimated Price | Reference value for the item |
| Material Value | Donation value excluding labor |
| Minimum Price | Lowest acceptable price, for reference |
| Description | Longer description for catalog and bid sheet |
| Buyer | Filled in once a purchase is finalized |
| Final Price | Price paid; applies to all Sell to everyone copies |
Reports — availability by fundraiser type
Some reports are only available for certain types:
| Report | When available |
|---|---|
| Bid Sheets | Auction and Silent Auction only |
| Catalog / Certificates | All types except Raffle |
| Buyer Statements | All types |
| Donated Items / Batch Winner Entry | All types |
These restrictions are enforced in both the UI and at the route level — accessing a report URL directly for an ineligible type redirects away.
Why and how are buyers registered?
Buyers are registered so they can purchase multiple items and pay at the end. Select Fundraiser → View Buyers, then Add Buyer. Buyer numbers increment automatically (or type them to match a bidding paddle). The buyer must be a person in the database.
How is a single purchase recorded?
Select Fundraiser → Edit Fundraiser to see the items list. Click the item link on the left, select the buyer, enter the price, and press Save.
Is there a way to enter lots of purchases quickly?
Select Fundraiser → Edit Fundraiser then press Batch Winner Entry (upper-right). Enter up to ten items per page — select Item and Winner, enter price, then press Enter Winners.
How are multiple-purchase items recorded?
Select Fundraiser → View Buyers and click a buyer's link. Enter quantities for each Sell to Everyone item on their page.
How does someone check out and pay?
- Select Fundraiser → View Buyers and click the buyer's link.
- Confirm the Sell to Everyone quantities.
- Press Generate Statement — a PDF statement is produced showing donations and purchases, with a payment stub at the bottom.
What if a donor doesn't attend? How can a statement be prepared?
After all donations and purchases are entered, select Fundraiser → Add Donors to Buyer List. This creates buyer records for anyone who donated but wasn't registered as a buyer. Their statements can then be generated for tax purposes.
System Calendar
Fundraisers appear on the main Calendar page. Toggle the Fundraisers layer in the calendar to show or hide them. Each fundraiser appears on its start date (and end date if set).