Sorry if this is not the right category. I’m new to Theatre Manager and work in Development. We just had a huge staff change and pretty much lost everyone who knew how to use TM so we are trying to re-navigate.
Is there a way to set up a Letter to auto-send any time a donation comes in? I’ve been combing through the help pages all day long and have not found out how/if this works.
Hi Felicity,
Welcome to Theatre Manager and our Community site!
Form Letters can be used to create a letter and include inserted data fields to customize the letter. Here are more details on the elements in a Form Letter and how to create:
https://help.theatremanager.com/theatre-manager-help/form-letters-features-word-processor
Donation letters can be added directly to a patron’s donation record manually using this method:
https://help.theatremanager.com/theatre-manager-help/donations-merging-form-letters-donations
To merge a donation letter with a group of patrons criteria based on donation date and or campaign can be used with this method:
https://help.theatremanager.com/theatre-manager-help/form-letters-merging-a-form-letter-to-a-batch-of-patrons
Donation campaigns can issue automatic email Tax Receipts if enabled. See setup in the Edits Tab of a donation campaign setup.
https://help.theatremanager.com/theatre-manager-help/edits-tab
Okay we may have a problem then. I did a test donation yesterday and I received nothing. No receipt or anything, and looking at the campaign… it says it is enabled.
So there is no way to set a form letter to auto-send when an online transaction occurs? Does it only happen manually?
Hi Felicity,
I see you have also email the AMS support team on this same topic. I’m going to move your follow-up
‘Okay we may have a problem then. I did a test donation yesterday and I received nothing. No receipt or anything, and looking at the campaign… it says it is enabled.’ to your **
support case 152300**. This way we both can understand more about what testing you did and why you didn’t receive a tax receipt. I will initiate an email to you directly.
As for your other questions:
So there is no way to set a form letter to auto-send when an online transaction occurs? Does it only happen manually?
Theatre Manager does have a Workflow Notification system that will auto-send an email to a staff member when a transaction occurs, like an online donation. The Workflow Notification alerts the staff member that action is required.
Here are details on Theatre Manager Workflow Notification
Overview
https://help.theatremanager.com/theatre-manager-help/workflow-notification-introduction
About Notifications
https://help.theatremanager.com/theatre-manager-help/pending-notifications
Creating A Workflow Notification
https://help.theatremanager.com/work-flow-notification-creating-a-notification
Online patrons do receive an automatic email confirmation with generic details about their purchase.
There is not an automatic form letter sent to patrons. The manual methods I outlined in my previous reply are what is currently available.