Changelog

In this article, you will read more about how the donation counter is built up and how to reset it for a new edition.The following is covered:

Donation counter
Reconciliation of donation amount
Reset counter to zero
Action, donation and team archiving roadmap

 
Donation counter
The donation counter is a sum of the following components:
Donation amounts

All donations that have paid status
All manual donations
One-off authorisations and payments via invoice that have pending status

Entry fee

Only if set to be counted in the donation counter
Any discount (via discount codes) will be deducted from the registration fee, unless configured differently for the website

What's not in the donation counter:

Contribution transaction costs
Webshop
Donations falling under closed projects where it was chosen not to include them in the numerator count
Credit card payments with 'pending' status
Committed donations

 
Reconciliation of donation amount
To check all this, you should download an Excel file at website level at donations > overview donations > Create Excel file
*You may have projects whose donations have been removed from the counter (by closing the project, and then via Settings > Project status removing the amount from the counter). You can recognise these by the exclamation mark in the overview of projects:

In that case, you need to exclude donations on these projects first. You do this by going to the 'Project title' column and filtering out the projects that do not count.Steps to calculate the counter:

Select all columns and turn on the filter
In the 'Payment status' column, turn on the following statuses: N/A and Paid
Go to the 'Donation amount' column and write down the total accumulated amount of the column (A)
Remove filters (apart from any project title filters)
In column 'Payment method', select Authorisation and Payment by invoice status
In the 'Payment status' column, select Pending status
Go to the 'Donation amount' column and write down the total accumulated amount of the column (B)
Remove filters (apart from any project title filters)
In the 'Payment status' column, turn on the following statuses: N/A and Paid
In the 'Show in donation counter' column, select Yes status
Go to the 'Entry fee' column write down the total accumulated amount of the column (C)
The amount on the counter is (A) + (B) + (C)
 

Reset counter to zero
There are many sites that work with donation years (e.g. 2019) or have recurring events. For these, it is useful to reset the counter to zero so that it is ready for the next edition.
There are several options for setting the counter to zero, depending on how your platform is set up.
1. Close projectThe best option is to group the entire overview of donations and actions into a project, e.g. '2019'. You can then close this project and change the project status. You can then indicate that you don't want to count the amount in the counter status. That way, the money goes out of the counter status and you have total proceeds and donations from the previous edition clearly displayed in your dashboard. Here you can see a step-by-step plan to do this. Tip: Copy your project if you want to create a new edition.Don't have any projects and still want to reset the counter via this method? Then contact us, we can print a script for this.
+ All donations are clearly archived in a project+ Returning participants keep their login details and are recognised for a next edition
2. Negative manual donationThe quickest way to reset the counter is via a negative manual donation. You do this by making a manual donation with a minus sign (-) in front of it.
+ A lightning-fast way to reset the counter position instantly- All actions, teams and donors remain in the same place. This can cause possible problems with a new edition- A noticeably large minus amount will appear on your site. Temporarily, of course, but it is there
3. Create new siteYou can close the old site, archive it and create a new site. That way, you start with a clean slate. The disadvantage is that you have to rebuild the new site and users have to create an account again. There are also costs associated with this.
+ You start with a clean slate and can set up the site for the new edition as you wish- There are costs associated with creating a new site. Please contact your sales consultant for this- Users must create a new account on the new site
Project closure roadmap
The option to close a project and not have the stand counted towards the tally is the nicest one. But what if not all actions and donations hang under a project? This way, you can then still archive it:

Choose a project you want to hang all actions and donations under (or create a new one). For example, edition-2019
Move all teams created at site level to the newly created project*
Move all site-level actions to the newly created project*
Move all donations to the newly created project*.

For manual donations, you cannot move them. In that case, it is best to remove the donation and create a new donation at project level

Close the project (Tip: check whether you have automatic mail on or off before closing the project)
Set the project status via Settings > Project status to 'No, do not show the statistics of this project in the total counter status on upper levels'.

*There may be so many donations, teams or actions that moving them manually is impossible. In that case, please contact us. Also if you want advice on how best to prepare the site for next year.

In the audit log, you can find the changes that have been made. If you click on the eye behind a particular change, you will see some more information about the change. Handy for finding certain changes!
You can filter by a specific date and also search in the search window. Here you can also search by names, e-mail addresses, and by functionalities.
If you want to check a particular ip address, you can see it when you click on the eye. You can then also search on that ip address again.

This article explains the different users, administrators and permissions. We distinguish between two categories: administrators and users.
Administrators
Administrators are present at the following levels: you have site administrators, segment administrators and project administrators. All manage a particular level and have their own set of rights. We leave team captains and action starters out of this chapter.
Site administrators
Administrators with the most rights. The name says it all: as a site administrator, you have control over the entire website. Site administrators can only be created by other site administrators or Kentaa employees. A site administrator cannot delete itself. You can create, edit and delete site administrators (at website level) via Accounts ⟶ Administrators. See the overview under the heading Rights to see what rights the site administrator has.
Segment managers
On a website with segments, it can be a lot of work to oversee and manage everything properly. It is therefore possible to appoint an administrator for each segment, who is authorised to make changes on that segment. To add a segment manager, you first have to manage the segment and then navigate to Managers. Then add a segment administrator using the Add administrator button.
Check the overview under the heading Rights to see what rights the segment administrator has.
Project managers
An administrator can also be designated on a project. This project administrator can help manage this specific project. View the overview under the heading Rights to see what rights the project administrator has.
Rights
We have prepared an overview of the rights that administrators have and which actions they are allowed to perform (and which they are not). Download the overview here (PDF) or click on the image below to start the download.

Users
Accounts ⟶ Users
Each action starter and administrator is given a user account when added. In this user account, or profile, the person's personal data is stored. The following data is retrievable/ stored:

First name *
Insert
Surname *
Email address *
Street
House number
Addition
Postcode
Residence
Country
Date of birth
Gender
Phone number
Language(not asked)

By default, first name, surname and e-mail address are mandatory. However, it is possible to make several details mandatory. This then applies to both new action starters and new administrators. See also the Who are you step in the login flow. The Kentaa employee can add the data mandatory or optional. Please contact them at support@kentaa.nl, by phone or via chat.
Change user behind action
It sometimes happens that an action starter no longer feels like participating, or is physically unable to participate. In this case, another user may take over his action. The site administrator can arrange this for the action starter by searching for the relevant action under Actions ⟶ ⟶ Assign user.
Forgotten password
It happens often enough: an action starter or administrator has forgotten the password to log in. As a site administrator, you can help these people by sending an e-mail to reset the password via Accounts ⟶ Users ⟶ ⟶ Resend password .