Fundraising Tracker
Light Dark System

Features

Fundraisers, trips, balances, forms, and reports in one workspace.

Bring participants, guardians, volunteers, credits, registrations, documents, payments, reminders, and communications into one privacy-first tenant app.

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Fundraiser setup, jobs, signups, entries, expenses, notifications, and finalization

Ledger-backed participant, guardian, and general balances with statements and transfers

Trips and events with rosters, payments, forms, documents, receipts, and exports

People, family portal, reporting, security, and platform administration tools

Fundraisers

Plan, run, and finalize fundraising activity.

Fundraising Tracker handles the daily operational pieces that usually end up split between signup sheets, spreadsheets, and email threads.

Setup and lifecycle

  • Guided fundraiser creation wizard
  • Setup, open, closed, and finalized lifecycle states
  • Participant group targeting for assigned or eligible fundraisers
  • Everyone-by-default behavior when no participant groups are selected
  • Editable fundraiser setup details after creation
  • Filtered manager fundraiser lists
  • Fundraiser cloning-friendly data patterns for recurring campaigns

Jobs, signups, and entries

  • Volunteer job and shift creation
  • Exact, limited, and unlimited signup capacity handling
  • Participant, guardian, and volunteer signup audiences
  • Lottery-enabled jobs
  • Waitlist promotion workflows
  • Signup notifications by email or SMS where enabled
  • Editable signup records
  • Sales, income, and expense entry tracking

Credits and finalization

  • Participant, guardian, and general-account credit destinations
  • Commission-percent fundraiser support
  • Participant credit weights for profit sharing
  • Finalization methods for distributing proceeds
  • Ledger-backed credits created during finalization
  • Audit-friendly finalization flow
  • Read-only protection once tenant access is restricted

Balances

Ledger-backed money tracking that can explain itself.

Balances come from the fundraising ledger instead of fixed balance columns, so credits, debits, transfers, and reports share one source of truth.

Account types

  • Participant fundraising accounts
  • Guardian fundraising accounts
  • Organization general account
  • Linked participant and guardian account selection
  • General Band Account-style payment support
  • Opening balance imports

Transactions

  • Credits and debits stored as ledger rows
  • Transfers between supported accounts
  • Batch transaction entry
  • Trip and event payments linked back to ledger movement
  • Insufficient-funds protection for ledger-backed payments
  • Ledger metadata and source values for finance workflows

Statements and finance views

  • Per-account ledger views
  • Participant and guardian account statements
  • Account balance reports
  • Finance summary reports
  • Rollover preview
  • Rollover safety checks
  • CSV exports for treasurer review

Trips and events

Manage event registration, rosters, payments, and trip operations.

Trip and event tools cover public registration, manager roster control, family-facing status, payment tracking, and operational checklists.

Event setup

  • Manager event creation and editing
  • Event listing, filtering, cloning, and archiving
  • Registration status management
  • Public registration pages
  • Participant, paying adult, and chaperone role support
  • Person snapshots for registration history
  • Paper checklist item setup
  • Trip-scoped change history

Roster operations

  • Roster matrix view
  • Roster search
  • Registration archive controls
  • Targeted copy-email tooling
  • Printable per-registration reports
  • Event CSV exports
  • Completion and outstanding-item summaries

Payments and expenses

  • Payment item setup
  • Manual payment tracking
  • Payment archive controls
  • Payment receipts
  • Outstanding-payment reminders
  • School Cash Online, waiver, Band Account, and fundraising account payment methods
  • Event finance summaries
  • Event expense tracking

Forms and documents

Reusable forms and private event documents stay with the trip.

Build form templates once, attach them to events, track completion, and keep private files tied to the right tenant and event.

Form building

  • Form template creation
  • Reusable field building
  • Event form attachment
  • Preview pages for templates and event-attached forms
  • Manager-entered form submissions
  • Family portal form completion
  • Reusable event form field partials

Review and completion

  • Locked form submissions
  • Reviewed form submissions
  • Printable per-registration form reports
  • Form completion exports
  • Outstanding form visibility for families
  • Manager visibility into missing or completed forms

Documents and files

  • Private event document uploads
  • Private document downloads
  • Family portal document visibility
  • Tenant-scoped upload storage conventions
  • Upload metadata foundation for private documents
  • Document access tied to event and tenant permissions

People and access

Keep participants, guardians, members, and access requests connected.

The people tools help organizations move from messy lists to linked family relationships, manager roles, invitations, and controlled portal access.

Profiles and relationships

  • Participant profiles
  • Guardian profiles
  • Participant and guardian relationship links
  • Relationship management tools
  • Name sorting support
  • Searchable encrypted personal fields through lookup hashes
  • CSV preview before participant and guardian import commit

Membership and roles

  • Organization member management
  • Invitations
  • Manager roles for owners, admins, finance managers, and fundraising event managers
  • Role-scoped manager sections
  • Multi-organization picker
  • Organization switching
  • Manager workspace layout after authentication

Guardian access

  • Guardian access request workflow
  • Approval creates or reuses a guardian profile
  • Approval links the guardian to the matching participant
  • Family portal access based on approved relationships
  • Mobile-first portal layout for families and participants

Family portal

Families get a clear phone-friendly view of what they need.

Family and participant views focus on status, balances, documents, forms, and outstanding items without exposing manager tools.

Fundraising and balances

  • Participant dashboard views
  • Guardian dashboard views
  • Linked profile visibility
  • Participant and guardian balance visibility
  • Fundraising account summaries
  • Notification preferences
  • Phone-friendly layout and large touch targets

Trips and events

  • Family portal event registration
  • Event status pages
  • Outstanding payment summaries
  • Outstanding form summaries
  • Outstanding checklist summaries
  • Payment receipt visibility
  • Event document visibility
  • Payment method visibility

Communication support

  • Email signup notifications
  • SMS signup notifications where configured
  • Payment reminders
  • Targeted roster email copy support for managers
  • Clear missing-item language for families

Reports and exports

Export the files sponsors, treasurers, and administrators ask for.

Reports are built around operational questions: who is registered, who has paid, which forms are missing, and what happened in the ledger.

Report views

  • Filtered manager fundraiser reports
  • Event finance summaries
  • Account balance reports
  • Participant and guardian statements
  • Ledger detail views
  • Printable registration reports
  • Local saved report shortcuts

Exports

  • Roster CSV exports
  • Finance CSV exports
  • Ledger CSV exports
  • Form-completion CSV exports
  • Payment CSV exports
  • Statement exports
  • Account-balance CSV exports
  • CSV formula escaping support

Operational filters

  • Report-specific filters
  • Roster search
  • Fundraiser list filters
  • Manager event list filters
  • Reusable export helpers
  • Downloadable files for offline treasurer workflows

Security and privacy

Privacy-first foundations for family and finance data.

The app is built around tenant isolation, encrypted personal fields, centralized access rules, and audit-friendly workflows.

Authentication

  • Passwordless email OTP login
  • Optional SMS OTP for verified mobile users
  • Optional stay-signed-in remember login with rotating hashed tokens
  • Thirty-day remember cookie scoped to the organization surface
  • Multi-organization login handoff
  • Platform admin OTP login
  • Platform admin passkey support

Data protection

  • Encrypted personal fields at rest
  • HMAC lookup hashes for searchable personal information
  • Prepared database access through app services
  • Tenant-owned queries scoped by tenant_id
  • CSRF tokens for browser POST forms
  • Security headers
  • Idle session expiry
  • Private upload storage conventions

Access and audit

  • Route-declared session and role policies
  • Central TenantAccess enforcement
  • Read-only tenant write blocking
  • Audit logs for sensitive actions
  • Import, export, finance, role, deletion, support, and impersonation audit coverage
  • Support impersonation controls
  • Fail-closed login behavior with user-friendly messaging

Admin operations

Platform tools help operate demos, tenants, support, and launch checks.

The platform admin area keeps operational controls separate from tenant manager workflows.

Tenant administration

  • Tenant management
  • Manual tenant creation
  • Demo account creation flow
  • Duplicate slug handling
  • Seeded demo data
  • Read-only tenant states
  • Manual billing and renewal workflow support

Support and monitoring

  • User lookup
  • Contact submissions
  • Handled contact-submission state
  • Delivery logs
  • Audit log review
  • Support impersonation
  • Hard delete tools

Operations and deployment

  • Deployment through GitHub Actions FTP
  • Manual WHC migration script
  • Environment requirement checks
  • Crypto self-test script
  • Prelaunch security checklist
  • Production verification checklist
  • Privacy, retention, breach, terms, subprocessors, and data-rights draft documents