You are not logged in

A BT Better Future website
My Donate

Help

How to register your charity

1) Select the ‘For charities’ from the top tab and ‘Register your charity’.

2) Alternatively, from anywhere on the MyDonate website, click on the ‘Log in / Register’ button (found near the top right of the screen) and choose the ‘Charity’ tab from the drop-down menu.  Click on ‘register a charity account’ .

a. Enter your charity’s name, registration number in England/Wales or Scotland and where applicable, HMRC registration number (for Gift Aid). For Northern Ireland, CASCs (community amateur sports clubs) and charities not currently required to register with a charity regulator, please use your HMRC charity number.

b. Enter your charity’s registered address.

c. Enter your charity’s bank account details. This account must be able to receive BACS transfer. This will include bank/building society name as shown on statements, account name, account number and sort code.

Please note that you cannot register multiple bank accounts with us. We will take details from you for one bank account only.

d. Enter the contact details of both the charity applicant and those of the trustee/ finance director (unless the applicant is also the latter) as available on the Charity Commission and/or OSCR (Office of the Scottish Charity Regulator) website(s)).

e. Choose a username (usually your charity name), and a password - which must be a minimum of eight characters and contain at least one letter and one number (your password is case sensitive so always use the same format when entering it).    Enter a memorable word containing a minimum of eight letters - this will help us to identify you if we need to speak to you in the future. Please keep your username, password and memorable word in a safe place.

f. Click on ‘Register my account’.

3)  You will see a confirmation screen informing you of what will happen next.  The e-mail you receive will confirm your new account details and it will also contain the form(s) you need to download to complete the MyDonate application process. When we receive the form(s), we’ll send you an e-mail to let you know that your registration is being processed. We’ll give you a call if we come across any issues with your registration application.

1) You will need to complete a charity application form (mandatory).

2) You also need to complete a ChV1 form to enable us to claim Gift Aid on your behalf. This is providing you are HMRC registered for tax purposes and that you want us to reclaim the Gift Aid for you. The form can be used to advise HMRC of various changes to your records, but if you are only using it to nominate us to make Gift Aid claims on your behalf, please complete pages 1 (boxes 1 - 8) and all of page 6 only. The form can be saved at any time and once completed, please print the form and sign in ink on Page 6, before sending with all other appropriate forms to us at: MyDonate Correspondence, BT, Durham, DH98 1BT. Please do not send any forms to HMRC Charities team in Liverpool (as printed on the form) as this will result in your application and/or Gift Aid payments being delayed.

For more information on the application documents we need from you, please see our Charity FAQs.

When you download the form(s), you have the option to either fill them in via your computer and print them, or print and complete in black ink using block capitals.   Once completed, the forms need to be sent to us (along with an original bank statement or certified letter from your bank dated within the last three months) at:

MyDonate Correspondence
BT
Providence Row
Durham
DH98 1BT

Your original bank statement/letter from the bank will be returned to you by post once your charity details have been checked.

3) You will be notified by e-mail when your account has been created.  You can then log in and begin fundraising as soon as you like.

For more information on the application process, please see our FAQs.



How to log into your charity account

1) Click on the ‘Log in / Register’ button (found near the top right of the screen) from anywhere on the MyDonate website and choose ‘Charity’ from the drop-down menu.

2) Click on the ‘Charity account’ tab and enter your username (usually your charity name).

3) Enter your password.  Please note: Your password is case sensitive so you need to enter it exactly as you did when you signed up to MyDonate.

If you’ve forgotten your password, please see the help guide 'Forgotten your password or reset password request?'

4) Click on the ‘Log in’ tab and you will be taken to your charity account home page.

If you’ve forgotten your password, you can quickly and easily request a new one:

1) Click on the ‘Log in / Register’ tab, (found near the top right of the screen) and select ‘Charity’ from the drop-down menu.

2) Click ‘Forgotten log in details?’

3) On the password reset screen, make sure that the ‘Password’ box is selected, enter your email address and then enter it again to confirm, type in the word verification (this is the two random words at the bottom of the screen which need to be added for security purposes). If the word verification is difficult to understand, you can request alternative words by clicking on the symbol (Symbol) in the small box to the right, or listen to the word by clicking the audio (Audio) symbol. Click on the ‘Submit’ button.

4) You will see a ‘Password reset’ screen informing you that an e-mail has been sent to you with further instructions.

5) Click on the link in the email you receive to reset your password. You will be taken to a ‘Change password’ page. Enter a new password and then type it in again to confirm. Complete the ‘word verification’ box (this is the two random words at the bottom of the screen which need to be added for security purposes). If the word verification is difficult to understand, you can request alternative words by clicking on the symbol (Symbol) in the small box to the right, or listen to the word by clicking the audio(Audio) symbol. Click on the ‘Submit’ button.

6) You will receive confirmation that your password has been updated. You can now log in with your new password.



How to make the most or your charity profile

1) Log in to MyDonate

2) From your charity account home page, select ‘Charity details’ from the left-hand menu and then select ‘Edit administrative contacts’

3) Change whatever details you need to

4) Click on the ‘Update’ button to save your changes

1) Log in to MyDonate

2) From your charity account home page, select ‘Charity details’ from the left-hand menu and then select ‘Edit registered address’

3) Change your registered address details

4) Click on the ‘Update’ button to save your changes

1)  Log in to MyDonate.

2)  From your charity account home page, select ‘Charity details’ from the left-hand menu and select ‘Bank account details’.

3)  Your current bank account details will be displayed.

4)  Tick the box if you wish to submit new bank account details.

5)  On the ‘New bank account details’ screen, enter your new details and click on ‘Save’.

6)  You will see a confirmation screen containing a ‘Change of bank details’ form for you to download, complete and return to us.  Please also send us an original bank statement (dated within the last 3 months) or a certified letter from your bank.  This will be returned to you following verification.

1)  Log in to MyDonate.

2)  From your charity account home page, select ‘Charity details’ from the left-hand menu and select ‘Change password’.

3) Enter your current password, then enter your new password (for security reasons your password must be a minimum of 8 characters long and contain at least one letter and one number.

4)  Click on ‘Confirm’.

5)  You will see a screen confirming that your password has been updated.

Tagging enables you to assign up to 6 tags (cost centre codes, fundraiser location codes etc) to every fundraiser participating in an event for your charity.

To add tags:
1)  Log in to MyDonate.

2)  From your charity account home page, select ‘Charity details’ from the left-hand menu and select ‘Tag management’.

3)  Click on ‘Download’ in the ‘Download tag file’ box.

4)  When prompted, open or save the file locally. Please note the file is in a ‘csv’ format.

5)  Enter your tags against the pages of your participating fundraisers. The tags can be added in columns headed tag 1 – 6. Please do not amend or remove any other data as your changes will not be recognised and could prevent you from uploading the file.

6)  When you’ve finished, save the file, keeping it in ‘csv’ format (if you save the file in a different format, your changes will not be recognised).

7)  To apply your changes, upload the csv file you have previously saved, click on ‘browse’ in the ‘Upload tag file’ box and select the relevant file.

8)  These changes will be saved and applied to your next new “Donations” and “Master” reports.

Once your charity account is set up, you will be able to start building your charity homepage. You can add your logo, create events and display photos and videos via YouTube. Please ensure that you publish your page so that it can be viewed by your fundraisers and donors.  Your homepage can be updated easily by logging in to your MyDonate account at any time and selecting the appropriate option..

1) Log in to MyDonate

2) From your account homepage, click on ‘Promotional profile’ in the left-hand menu and then ‘Descriptions’.

3) Add a one sentence overview of your charity in the first box and provide an introduction to your charity in the second box (the maximum number of characters you can use is 1000 including spaces).

4) Tick the box if you want to show any forthcoming events on your profile.

5) Add your charity website URL and tick the box underneath it if you want this to show on your promotional profile.

6) Click on update. You will receive confirmation that your details have been updated.

You can add your charity's Facebook and/or Twitter addresses to your MyDonate charity profile.

1) Log in to MyDonate and from your charity account home page.

2) Click on ‘Edit social media’ in the ‘Promotional profile’ box in the middle of the screen.

3) Add your Facebook and/or Twitter URLs into the relevant boxes and tick the boxes to display them on your charity’s profile.

4) Click on the ‘Update’ button to save your changes.

To add your charity's logo, photos and videos.

1)  Log in to MyDonate and from your charity account homepage, click on ‘Edit images and video’ in the middle of the screen.

2)  In the 'Upload charity logo' box, click on 'Browse' and upload your logo from your computer files.  If you change your mind, just click ‘Browse’ again and upload a different file (it will overwrite what you previously uploaded) or leave it blank if you don’t want to show your logo.
To add photos/videos to your MyDonate charity profile via Flickr and/or YouTube:
Just add the URLs of the image and/or video you'd like to feature and ensure the appropriate boxes are ticked to display the images.

3)  Photos can be added to your page via Flickr if you have an account with them. If not, it’s easy to open an account – just go to http://www.flickr.com/ and follow the onscreen instructions.  Flickr is a popular online photo-sharing community where users can upload, share and view photos.

4)  Videos can be added to your page via YouTube if you have an account with them. If not, it’s easy to open an account – just go to http://www.youtube.com/) and follow the onscreen instructions to create an account.  YouTube is a popular video-sharing community where users can upload, share, and view videos.

5 )  Click on the 'Update' button to save and show your changes.

From this page you can set the suggested amounts that a donor will see when they arrive on the donation amount page. Donor’s can choose their own amount by selecting ‘Other’.

1) Log in to MyDonate.

2) From your charity account home page, click on ‘Promotional profile’.

3) Click on ‘Donation amounts’.

4) You can edit, delete or add to the donation ‘set values’ and also include a description to let donor’s know what difference their donation will make.

5) You can also reset to default values at any time by clicking on the appropriate ‘Reset to default values’ button.

We automatically send a thank you message to anyone who donates to your charity on MyDonate.  If you want to personalise this message, just do the following:

1) Log in to MyDonate and from your charity account home page

2) Click on ‘Promotional profile’.

3) Click on ‘Email’ message.

4) Add the subject and content of your e-mail

5) Click ‘Save’.

1) Log in to MyDonate and from your charity account homepage, click on 'Edit images and video' in the 'Promotional profile' box. Your current logo / image will be displayed.

2) In the 'Upload charity logo' box, click on 'Browse' and upload your logo from your files.

3) Click on the 'Update' button to save your changes

1) Log in to MyDonate and from your charity account home page, click on ‘Edit descriptions’ from the box in the centre of the screen.

2)  Make any necessary changes to the ‘Charity description’ or ‘Charity introduction’ boxes.

3)  Click on the ‘Update’ button to save your changes.

4)  You will see confirmation that your details have been updated



How to create a charity event

1)  Log in to MyDonate and from your charity account home page, click on ‘Fundraising events’ option in the left-hand menu and then select ‘Create’

2)  Add in details of your event including event type, title and description.

3)  Add some words to describe the type of help you are looking for.

4)  Add your YouTube URL if you want to include a video.

5)  Upload an event picture if you have one.

6)  Add a fundraising target (or leave blank if you don’t have a target amount).

7)  Add a memorable web page address for your event

8)  Insert a personal ‘thank you’ message which will be incorporated into the ‘MyDonate’ thank you e-mail.  If you leave this blank, they will still receive a thank you e-mail from MyDonate.

9) Add the name and telephone number of your key charity contact person for this event and click ‘Next’.

10) Include any income codes or tags (these are small alphanumeric descriptions assigned to fundraisers). Up to 6 tags can be created; these will be present in the downloadable reports. Tags can also be added and edited at the fundraiser event level.

11) Add the event location (if it has a physical location), the start date and time of the event and also the [from and to] dates that you would like the event to be displayed (published) on the website. Once the ‘published’ date has passed, your supporters will no longer be able to make donations to this event.

12) Click ‘Add’. At this point, you can either edit the location dates/time you have just entered, or click ‘Add a new schedule’ if you have multiple locations for your event.

13) You can click ‘Previous’ if you wish to edit any other aspect of your event, ‘Save as draft’ if you wish to exit and come back later, or click ‘Next’ to continue.

14) You will see a summary of your event information. You can go back to edit your event details at this point or click on ‘Create event’ (you will see a screen confirming that your charity event page has been created. You can click the link to access your fundraising page directly or copy the link to include it in an e-mail to your supporters. Alternatively, click on ‘View event page’.

1) Log in to MyDonate and from your charity account home page

2) Click on the ‘Fundraising events’ option in the left-hand menu and then select ‘Forthcoming & active events’. Click on the required event and then select ‘Edit’.

3) Amend the required details and click ‘Update Event’

1) Log in to MyDonate and from your charity account home page

2) Click on the ‘Fundraising events’ option in the left-hand menu and then select ‘Draft events’. Click on the required event and then select ‘Edit’.

3) Select ‘Draft events’ if you previously saved your event or click on ‘Active events’ if you previously created your fundraising page.  Select the event you wish to change, make changes and click on ‘Update your event’.

1) Log in to MyDonate and from your charity account home page

2) Click on ‘Fundraising events’ and then select ‘Draft events’ in the left-hand menu.

3) Select ‘Delete’ next to the event you wish to cancel.

1) Log in to MyDonate and from your charity account home page.

2) Click on 'Fundraising events' and then select 'Archived events' in the left-hand menu.

3) You can view your previous events together with the total amount raised.

1) Log in to MyDonate and from your charity account home page.

2) Click on ‘Fundraising events’ and then select ‘Forthcoming & active events’ in the left-hand menu.

3) Select ‘Archive’ next to the event you wish to archive.

4) You will be taken to a confirmation screen, click ‘Archive’

5) This will set the ‘Publish End Date’ to (today - 1) and immediately move the event to ‘Archived’

6) No further donations will be collected against this event or associated fundraiser pages.

Remember, once you've archived this event, it cannot be re-activated. Because your fundraisers won‘t be told about this, please consider letting them know before you archive an event.



How to promote your charity event

To help you promote your charity and your fundraising events we have created a selection of buttons for you to use on your website. Just follow the points below:

1) Log into your account and select ‘Promotional tools’ from the left-hand menu.

2) From the drop-down menu, select the event you want to promote. The button will automatically include a hyperlink to the associated web page on MyDonate.

3) Choose a button from the selection by clicking on the radio button underneath it (you can ‘preview’ the button at the bottom of the screen).

4) Copy and paste the code which appears in the box, into your own web page.



How to make the most of your MyDonate charity reports

MyDonate offers the ability to request a set of reports from within a charity account which are available to download as CSV files. The CSV file format allows the data table to be easily retrieved into a variety of applications, although they are best viewed within one where the data is in columnar format for easier manipulation e.g. spreadsheets and databases.

The reporting tool allows charities to create bespoke reports for a specific date range and includes a combination of the following information:

  • Events – view details of events created by your charity (by creation date or start date)
  • Fundraisers – view fundraiser pages associated with your charity or your events (by page creation date or event start date)
  • Donations – view details of all donations received via fundraisers and donors to your charity
  • Payments – view BACS payments made to your charity from MyDonate

By ticking the appropriate boxes you can also choose to be notified by email when your report(s) are ready and include a fundraisers/donors contact report.

MyDonate also provides a summary of the data stored within your account via a ‘Dashboard’. Once you have logged in to your Charity account, click on ‘Reports’ and then ‘Dashboard’ in the left hand menu to see graphs containing your average donation value and average donations per fundraising page. The horizontal axis represents the past 30 days while the vertical axis represents the average donation amount in pounds. The percentage of donors who are claiming Gift Aid and the percentage of inactive fundraiser pages are shown via pie charts.

There is no limit to the number of reports you can create. The ‘Recent Reports’ section allows you to access and download individual reports generated within the past 7 days. They are displayed in chronological order and distinguished by report name and type.

Note: All monetary values in the downloadable reports are given in pence.

To create a report:

1) Log in to MyDonate with your Charity account details.

2) Click on ‘Reports’ in the left-hand menu.

3) Select one or more reports, the options are as follows:

  • View events that your charity has created during the reporting period. You can choose to display events created within your specified date range or to display events that have a start date with your specified date range.

    Events Report

    Data available in an event report includes:

    • Charity ID
    • Event ID and name
    • Key contact name, key contact telephone number
    • Event page URL
    • Event status (active, draft or expired)
    • Event created date and expiry date
    • Event instance ID, creation date, start date, end date
    • Event instance publish start date, publish end date
    • Event instance donation start date, donation end date
    • Event instance building name, street, town, county, post code, country
    • Event instance page URL
    • Summary of gross donations
    • Summary of net donation amounts
    • Summary of Gift Aid amounts

    When an event has multiple instances (i.e. more than 1) such as events taking place at different locations, the report will automatically include details for all instances. These will appear as individual rows within the report.

    Note: Event reports do not include ‘fundraiser events’.

  • Fundraiser report
  • View fundraiser pages associated with your charity and your charity events. You can choose to display fundraiser pages created within your specified date range or to display fundraiser pages that have a start date with your specified date range. If a fundraiser has multiple fundraising pages, each will appear as a separate line in the report by page creation date or event start date.

    Data available in a fundraiser report includes:

    • Fundraiser ID, title, name, postal and e-mail addresses.
    • Connected benefit (e.g. whether the charity is contributing).
    • Fundraiser Page created date and expiry date along with status i.e. Active, expired.
    • Fundraiser target amount
    • Fundraising page ID and URL
    • Fundraising event name and start date
    • Whether it’s a fundraiser created event (or a charity event)
    • Contactable status
  • Donations Report
  • View donations made via fundraisers or directly to your charity and your charity events, including Gift Aid and income codes or tags. Donations are presented in chronological order within your specified date range.

    Data available in a donations report includes:

    • Donation ID, date and frequency (single or recurring payment)
    • Net donation
    • Total donations before Gift Aid
    • Total Gift Aid (including transitional tax relief)
    • Donor tax payer status
    • Donor ID, title, name, postal address, e-mail address and phone number along with their ‘contactable’ status.
    • Whether the donation was made direct to the charity via MyDonate (or via sponsorship to a fundraiser via MyDonate)
    • Charity ID (MyDonate registration)
    • Fundraiser ID, title and name
    • Fundraising page ID, URL, event name and date
    • Whether it’s a fundraiser created event (or charity event)
    • Fundraising event ID
    • Acquirer fee amount
    • Fundraising page tagging options (1 - 6)
    • Message from donor to fundraiser
  • Payments report
  • View details of weekly BACS payments made to your charity from MyDonate. Payments are presented in chronological order within your specified date range.

    Data available in a payments report includes:

    • Payment type
      • Donation
      • Donation chargeback
      • Acquirer charge back fee
      • Donation settlement failure
      • Gift Aid (as part of a donation)
      • Gift Aid adjustment - HMRC gift aid adjustment (usually as part of a HMRC audit of myDonate)
      • BACS transfer settlement failure
    • BACS transaction ID and processing date
    • Donation ID
    • Gross donation before Gift Aid
    • Total Gift Aid
    • Net donation (excluding acquirer fee and Gift Aid)
    • Donor ID, title and name
    • Donor tax payer status
    • Donor card type and card acquirer fee amount (1.3% for all major credit cards and 15p for each debit card transaction).
    • Fundraiser ID, title, name, postal and e-mail addresses.
    • Fundraising page ID and fundraising event ID
    • Charity ID

4) Specify a date range, the options are as follows:

  • Yesterday
  • Last week
  • Last month - calendar month
  • Custom - a date range of your choosing ( the most recent date available being yesterday)
  • To choose an option simply select the appropriate radio button. If you select 'Custom' then you will be required to enter a date range.

    Your preferences will be remembered so the next time you log in to your account and return to the 'Reports' page your previous selections will be displayed.

5) Choose to receive an email notification when your reports are ready. Reports are usually generated in a few seconds but on certain days when lots of reports are being requested by different charities then reports may take longer to create. To receive a notification that your report is ready, simply tick the box and enter the email address you would like the email notification to be sent to.

6) Click the 'Create Reports' button. You will then be automatically redirected to your 'Recent Reports' page where you can download your report once it has been created. If your report is not ready a message will display to confirm that your report is still being created.

All reports that you create for your charity are available in the 'Recent Reports' section which allows you to access and download individual reports generated within the past 7 days. If you have just initiated a 'Create Report' request then the report may take some time to appear, the status of your report will be confirmed on this page.

Reports are displayed in chronological order, simply click on the Report title to download the CSV file. 'Report type' and 'Created date' columns also help you to identify individual reports.

Understanding the report file name

Each report file name includes the following information:

  • Start date
  • End date
  • Date and time report was created
  • Report type
  • Sort order
  • Number of data records

An example of a report file name and explanation of the various elements is as follows:

120101-120331-120417-14-02_donation_dnd_22.csv

  • start date = 01 January 2012
  • end date = 31 March 2012
  • date and time created = 17 April 2012 at 14:02
  • Donations report
  • Sort by donation date
  • 22 lines of data

A complete explanation of Sort Order options are:

  • Event pod = Sort by Event Instance creation Date
  • Fundraiser esd = Sort by Event Instance Start Date (that the fundraiser page is based for)
  • Fundraiser pod = Sort by Page creation Date
  • Fundraiser esd = Sort by Event Instance Start Date (that the fundraiser page is based for)
  • Donation dnd = Sort by Donation Date
  • Payments pyd = Sort by BACS payment date
Note: If when you specify your report options you choose multiple reports (e.g. events and fundraisers) these will be available as 2 separate files in the Recent Reports section.


Financial terms

MyDonate collects funds from donors and the government (via Gift Aid) and every penny (excluding credit/debit card charges) raised goes into your bank account via BACS transfer.

MyDonate pays all funds collected for your charity (excluding credit/debit card charges) into your charity account on a weekly basis. If you are HMRC registered, and you have asked us to collect Gift Aid on your behalf, it will be reclaimed and paid into your bank account monthly.

For more information on Gift Aid, please see our FAQs.

For your security as well as ours we will need to check the details of your charity. This might result in a slight delay in your membership being confirmed. However, we will keep you informed of our progress during the application process.

For more information on the security provided by MyDonate, please see our FAQs.



MyDonate is not responsible for the content fundraisers post on their pages, but if you see something you feel is offensive or inappropriate, please let us know