REACH provides you with an extremely flexible tool for setting up your sponsorship programs. Whether you are sponsoring children, teachers, staff, families or any other entity REACH gives you the ability to define specific programs for each.
Sponsorship types define the high-level attributes of the sponsorship program. You must set up a sponsorship type before setting up your sponsorships. Usually each sponsorship program you are running, whether it is for children, teachers or some other entity will need to be its own sponsorship type. For this documentation example we will be using children.
The sponsorship type is where you set how many times the child can be sponsored. In REACH, this is referred to as a share. You can set the share amount from 1 to any number. Usually organizations settle somewhere between 1 and 10. Shares can be renamed under Settings > Base Settings > Sponsorships.
You can sub-divide shares further by using Share Types. For example, if you want each child to have 4 shares but you want to earmark 2 shares for the education of the child and 2 shares for the discipleship training of the child. To do this, click “Add a Share Type” twice and add those details.
Next, you need to set how much a share will cost. This is the Cost Per Share field. Organizations usually set a cost of $10 to $50 but this is based on the overall cost of sponsorship divided by the number of shares.
Next, you can set the recurring period to be monthly or yearly. If you select monthly but still want the yearly option there is a check box for that.
You can also allow donors to submit one-time donations for their sponsorships or start their own personal fundraising campaigns. We have found that personal fundraising campaigns for sponsorships are really useful when groups, like a Sunday school class or church small group, want to come together and sponsor a child.
Lastly, you can set which Sponsorship Categories apply to the sponsorship, you will learn more about these in the next section.
Custom Fields (Categories)
Custom fields, what used to be called Sponsorship categories, define what demographic information you want to capture about your sponsorships. This is where you set up fields like gender, age, grade level and any other information you would like to tell prospective sponsors. After setting up your fields you can associate them to sponsorship types in the sponsorship type setup. The custom field creation page provides examples of the types of information you might want to capture and how best to set up your categories. Currently custom fields support the following data types:
- Long Text
- Drop Down Selects
- Custom Tables
Sponsorships are the entities (children in this example) that will be sponsored by your donors. This section gives you the tools to manage the relationships between the sponsorships and the supporters.
From this screen you can view the children and their status in the program. You can also view/add/cancel their sponsors in addition to your supporters being able to sponsor the child through your public portal. Supporters can also view and cancel their sponsorships from their own administrative tool under their account.
You can also keep supporters up-to-date on their child by sending out messages, e-mailings or by posting photos. Messages and photos will be displayed on the child’s public profile page and sponsors will be sent an email notifying them that new information has been posted about their child. E-mailings will be delivered as email updates directly to the email on file for the sponsor.
This section also gives you the ability to keep track of past due donations from sponsorships. If a supporter’s credit card fails, REACH will send them an email asking that they update their payment details. When they do update their details, REACH automatically reprocesses previous missed payments. For offline donors, you will only receive a notification in this section when their sponsorship record turns red or you use internal reporting to list past due sponsorships.
If you need to update or create a large batch of records when you are transitioning to REACH the Data Import area gives you the tool to accomplish this. We provide you with templates to build the appropriate CSV files based on your sponsorship types and categories so REACH can create all aspects of the record during the import process. You can download the templates at the top of the Data Import page.
The Data Import tool will import your sponsorships, supporters (donors), and donation history for your supporters so you can transfer all of your information from legacy systems.
Conversations allow for moderated communication between sponsors and their sponsorships. A sponsor can write a message to their sponsorship, which will notify all administrators. REACH can then translate the message into the child's spoken language and the Administrator can deliver the message to the child and reply back to the sponsor. Administrators can also start conversations with the sponsors by selecting the sponsorship relationship from the list when they click “New Conversation.”