Managing Pledges

Pledges allow users to record who pledged to give what, compare that to what they actually gave, and send statements to donors showing their pledge summary (total given vs. total pledged). When a pledge is created, it is given a date range and what fund(s) it includes. Any contributions (even if previously created) that match the date and fund for that person will be included in what was given to that pledge.

Campaigns

All pledges must exist within a campaign. Campaigns help organize pledges into different groups. For instance, you may have a campaign named "2018 Building Campaign" or "2019 Pledge Drive."

Add a Pledge

  1. Navigate to "More > Contributions > Pledge."
  2. Select the campaign you'd like to add a pledge to.
  3. Click "Add Pledge" in the upper right.
  4. Fill in the fields and click "Add Pledge."

If adding multiple pledges, select the "Keep Open After Adding" checkbox to avoid having to reopen the add pledge window each time. Settings will also be retained (e.g. fund will stay on the same fund as the previous fund for subsequent entries).

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Edit a Pledge

  1. Navigate to "More > Contributions > Pledge."
  2. Select the campaign you'd like to add a pledge to.
  3. Click pencil icon on the right of the pledge you'd like to modify.
  4. Fill in the fields and click the "Update Pledge" button to save your changes.

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Delete a Pledge

  1. Navigate to "More > Contributions > Pledge."
  2. Select the campaign you'd like to delete a pledge from.
  3. Click the "X" remove icon on the right of the pledge you'd like to delete.

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Export Pledge Information

  1. Navigate to More > Contributions > Pledge.
  2. Select the campaign you'd like to get a report from.
  3. Choose the Columns you would like to display.
  4. Click "Download As Excel"

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Export Information about the Pledger

  1. Navigate to More > Contributions > Pledge.
  2. Select the campaign you'd like to get the pledger's information for.
  3. Click the link in the upper left corner that says a number of pledgers. "15 Pledgers"
  4. It will populate a pop up of people, and from there you can Export People or contact information, among many other tasks, using the Action Panel.

Pre-Paid Pledges

Our best practice solution for churches that manage yearly pledges would be to have a separate fund for each pledging year. This will allow givers to easily pre-pay for pledges without it affecting the current year’s pledges in any way.

This is possible because pledges look at both the date range and a specified fund in order to know what contributions to count toward a pledge.

Sometimes people want to pre-pay their pledge, i.e. make their donation on Dec. 31st for the upcoming year.  Typically pledges are for a specific timeframe (i.e. January - December 2018) so when you enter a person's pledge, you enter the start date as 1/1/18 and the end date as 12/31/18.  In the case of pre-paid pledges, you will want to enter the start date as the date the person made their prepayment (i.e. 12/31/17). This way the payment that the person made early will count towards their pledge for the following year both in your view of the pledge information in Breeze as well as the individual's giving statement.

Multiple Pledges Per Family

By default, Breeze will assume that all members of the family are to be considered under one pledge. If multiple members of the family would like to have separate pledges set up, this can be done with just a couple of extra clicks! 

  1. Go to More > Contributions > Pledges
  2. Choose the Campaign (or create a new one)
  3. Click "+ Add Pledge" in the top right corner
  4. Fill out all the information on the window that pops up and then click "show more options"
  5. Deselect the button that says "include all family members"

Now the pledge will only be attached to the name included in the pledge, and not the whole family. 

2020-04-13_14-06-20__1_.gifCreating Pledge Statements

If you'd like to update your members on the progress of their pledges (including members who have pledged but not yet given), you can do so by creating custom pledge statements right within Breeze.

To create a pledge statement:

  1. Go to More > Contributions > Reports
  2. Choose "More" > "Pledged To" from the filter options
  3. Under the "Pledged To" filter select "Campaign Name"
    • Select "Include Non Givers" if you'd like to include people who have pledged but have not yet given
  4. Click the expand arrow to the right of "Download as Excel" option
  5. Choose "Print Statement" (or "Email Statement")
  6. Click the Pencil Icon in the bottom left
  7. In the customization of your statement, include the mail merge option of "Pledges Summary" and edit statement as needed.
  8. Click "Save"
  9. Click the "Expand Arrow" to the right of "Download as Excel" option
  10. Choose "Print Statement" (or "Email Statement")
  11. Select "Print" (or "Continue to Compose Message" > "Send")

If you'd like to customize the pledge summary included in your statement you can do so by following the directions outlined in Creating and Customizing Contribution Statements.

By default, the pledge summary will contain the 1) campaign name, 2) date range, 3) frequency, 4) amount paid compared to the total amount, 5) amount remaining, and 6) percentage paid. Note: If you find that your Pledge Campaigns page is loading slowly and you have more than 7 years worth of pledges in your Breeze account, deleting older Pledge Campaigns will help increase your page's load-time speed. Be sure to save your Pledge Campaign information for each of your Campaigns by selecting "Download as Excel" in order to maintain historical records of your older Pledge Campaigns.

Additional Information

 

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Comments

46 comments
  • uumankato - 

    You mentioned "Without getting out of the add contributions mode and going to the pledges page and looking for a particular person, is there a way that I can tell if a person has pledged?  

    One trick I've found very helpful is to open Breeze in a second browser tab. If you're working in Contributions in one tab, you can use the other tab to look up someone's pledge without having to leave and reenter Contributions. Using two open tabs is useful for a lot of similar situations.

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  • I've just transferred pledge campaigns and I see that because I set the pledge campaign start and end date to the fiscal year, it doesn't capture all the contributions toward that campaign. How do I adjust the start and end time of the campaign?

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  • Hey @office you would need to edit the pledges to capture all of the contributions given to the campaign. Potentially you may want to find if only a few specific pledges need to be updated, to extend the date range rather than adjusting them all. This could be done by running a search in contributions looking for all of the gifts given to the specific pledge fund created and use dates before the start of your fiscal year. This will show you all of the gifts that were given, and the first "date" they came in, so you can update these specific individuals pledges. 

    Edit Pledge

    To edit a pledge:

    1. Navigate to "More > Contributions > Pledge."
    2. Select the campaign you'd like to add a pledge to.
    3. Click pencil icon on the right of the pledge you'd like to modify.
    4. Update the fields "Starts On" and "Ends" and then click the "Update Pledge" button to save your changes.

    Blessings! 

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  • When manually entering a pledge payment made by check, is there a way to set the system to not allow an over payment of a pledge.  Or have Breeze pop up a warning that the person has fulfilled their pledge obligation, and ask where they would like to apply the over payment amount.

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  • Hi @williamkrisher!

    Thanks for reaching out! That's a neat idea! At this time that is not a current feature within Breeze, as you are really posting a contribution to a "Fund" that is simply connected with the Pledge but we're happy to think it over. Some people give to a "Pledge Fund" without actually having a pledge established. 

    I'll share your idea with the team here. We appreciate your input. I should also mention that due to the number of ideas we get from our subscribers, we're not able to provide further updates about the status of your submission here. I recommend subscribing to our blog to stay updated on future feature releases!

    www.breezechms.com/blog/updates

    It is truly my pleasure to serve you and your church. We're so glad you're a part of the Breeze family! Don't hesitate if anything else comes up!

    Blessings!

     
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  • Our Fellowship is in the middle of moving to year-round pledging - meaning that our congregation is split into small groups of about 15 people each, who are assigned to a "start month".  Early pledge payments and single checks which are to be applied to both the previous and current pledge are proving problematic.  I would really love to see a way to "assign" a payment or partial payment to a particular campaign.  As it is now, I have to go in and manually adjust the start date of the campaign (per your best practices instructions), which is very confusing to our members.

    Also, we use Quickbooks Online for our accounting and I have been using the batch number from Breeze as a reference in our bank deposits.  If I have to split a payment made with a single check, and allocate part of that payment using a different date to have apply to the correct campaign - there goes my ability to reference batch numbers in our deposits. Any help with best practices in these situations would be appreciated.

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  • @officeadmin

    Thanks for taking a moment to reach out to the breeze community! It's important to note here that a split payment check but that have to be logged under separate dates. The date of the contribution towards any fund would simply stand as it was entered. The start date for that person's pledge campaign however is the only thing that would have to change.

    As far as best practices go, it looks like you are already doing them! An additional suggestion here would be to have a prepaid period. In other words, actually have a set span of time that people could expect to prepay towards their new Pledge. This will help to keep things organized and know the exact earliest date to expect payments!

    If you have any additional questions please don't hesitate to let us know.

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  • Hi we have a Building Campaign and I wanted to know what would be the best way to capture contributions to the campaign by a group e.g. our pre-teens have raised money and we would like the group rather than individuals recognised as the givers. Small groups would also like to give collectively as do the men's fellowship. Thanks.

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  • @David

    Thanks for taking a moment to reach out to the breeze community! The best way to capture contributions to the campaign by a group is to simply make sure that you have all of your different groups tagged. If they are tagged, thing you are able to run a contributions report about how much money has come in from each of those groups individually using the People Filter! See here: 

    Keep in mind that they would not be able to give collectively as a group to the campaign, if you want them to receive tax credit for what they've given. 

     

    Hopefully this information is being useful!

     

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  • Is there a way to split the total amount pledged to different funds within one campaign?  For example, I have a 2020 campaign and a member pledged an annual amount of $2400 split between 2 different funds. I would like to show the amount of each fund in a separate column.  Thank you!

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  • @juliepierce

    Thanks for reaching out to the breeze community! You are able to split a pledge between two separate Funds. This means that whenever they give to either of the two Funds it will be counted towards their pledge promise. As it relates to statements however, you will not be able to see the breakdown of this split within the Pledge Summary alone. You would need to also add a funds summary in order to see the breakdown between the different funds. See here: https://share.getcloudapp.com/P8ulY15b 

    Let us know if this was helpful!

     

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  • Thank you so much for your quick reply! This is very helpful, thank you!

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  • We have been experiencing some odd fluctuations in our pledge records. For some reason after I have entered an amount as the total amount for the year, it gets converted to a weekly amount and suddenly we have an astronomical pledge amount. I can go in and fix it manually, but it is odd. I wonder if there is some step somewhere that I am missing with online pledge or pledge data transfer. 

    Any other experiences like this? Is it a glitch or user error?

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  • @office

    Thanks for reaching out to us! This certainly doesn't sound like expected behavior as your Pledge amounts should reflect the exact amount that you've placed in the pledge. Perhaps we need to troubleshoot this a little deeper, So i'm switching this request over into support so that we can serve you better!

     

    blessings, 

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  • All of this is pretty much how I had figured things out by trial and error. In particular, I'd figured out that I needed to set the start date of a pledge "early" or end date "late" for payments outside of the pledge date range for payments to apply to the pledge.

    But there's a gotcha. In our church at least, early payments aren't typically on December 1. For one multi-year capital campaign starting next year, I've been getting contributions starting in October!

    The problem is, if a person pledged a certain amount per month for example, Breeze calculates total pledge based on months in the pledge period. (Not for the campaign itself, but the individual pledge.) Moving the start date early recalculates the total pledge, not what was expected. (I work around this by just entering the pledge total, but then the pledge statement doesn't show what the donor actually said.)

    It would be awfully nice if you could say "N weekly/monthly/quarterly,.. payments starting on <date>", independent of the start/end dates of the pledge. (Though throwing an error if the expected payments fell outside of the pledge date range would be wise.)

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  • @daw30410 that is great insight! I can totally see how you would want to reflect the specific pledge details (how much per week/month/etc) and not use the total amount. And how someone paying early could adjust that "Total Amount" calculated based on the date range). We are currently not accepting feature requests on this platform, however, I will share your idea with our team! 
     

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  • @Ashley Lynn - So what happens to a feature request for something where you're "not accepting feature requests?" I totally understand that you have to prioritize things, but hope it just gets put into a backlog queue, not discarded.

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  • @daw30410

    Stephen here, stepping in on this one! That's precisely what Ashley is saying here. This feedback will be documented for further review at a later time. We appreciate all feedback and take each one into consideration! We certainly appreciate your patience with us as we continue to develop Breeze to be efficient for all of our customers. 

    Cheers!

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  • It's all good. Of course you have to prioritize, and this is a "would be nice" with a serviceable workaround. And at least you listen. How refreshing that is!

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  • It looks like your instructions for adding multiple pledges from the same family doesn't work.  I keep getting the following when I follow your instructions and deselect "include all family members":  "Sorry, there is already a pledge within this campaign from this person or someone in their family. Campaigns can only contain one pledge per person/family."  Do you have more up-to-date instructions, am I missing something, or is it really true that Breeze only allows one pledge per person/family?

     

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  • @davidtornquist - Speaking only as a user, I've found that it works exactly as described. Any one individual can have only one pledge in a given campaign, and if any individual has a "by family" pledge, that individual can't have their own pledge. If you're getting that error, I'd suggest going to that individual's page and look at the "Giving" section to see what pledges that individual is covered by. Only giving specifically from that individual will show in giving, but any family pledges will show under pledges. That should tell you where the conflict lies,

    I'm not sure this is an issue, but I'm pretty sure that nobody can have overlapping pledges to the same fund, even if in different campaigns. I don't know if that applies to your case, or if you would get a more meaningful message if you tried, but if the above doesn't help I'd check that.

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  • Hey @davidtornquist,

    Thank you for reaching out! This does not seem to be working as expected. Could you look and verify that there is no other person from their family who has a pledge? If they do have a family member with a pledge, could you check that they do not have "Include all family members" selected (You can verify this by selecting on the pencil icon to the right of the pledge)? This may be why you are unable to add a pledge in Breeze.

    If everything checks out would you mind emailing us at support@breezechms.com so that we could look a little further into this for you? 

    Blessings! 

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  • I only want the treasurer and assistant treasurer to have access to pledges and inputting pledges. How do I make that happen?  Do they need to have specific user roles?

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  • @carolebishop723

    Hello! yes, I would suggest Creating a New role for the Treasurer and Asst. Treasurer to use. The primary permissions that they need in order to control Pledges would be found here:

     

    If you have any additional questions here, please let us know! 

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  • I've added a campaign under Pledges.  I added my name first and put in an amount for my 2020 pledge.

    This Sunday, I put a check in the collection plate for $20 to be put toward my 2020 pledge.

    Where do I input that so that it shows $20 being taken away from my 2020 pledge?  

    I want to be able to have a tutorial with the treasurers so they can input the weekly pledges.  But I want them to be able to see the pledges they put in and each persons yearly pledge amount being reduced as they submit pledges.

    Thanks,

     

    Carole Bishop

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  • As long as your contribution goes to a fund covered by the pledge, and is within the date range of the pledge, it will automatically count toward the pledge. Indeed, I doubt you could make it make it not count toward the pledge.

    When a statement is generated (assuming your statements are configured to include pledges), the contribution will show as counting toward the pledge and the outstanding balance appropriately reduced.

    It will also be reflected in the list when you view the pledges for the campaign, and in the "total raised" for the campaign.

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  • Regarding the above answer about letting someone else enter/edit pledges, I'm curious: If someone can enter view pledges, can they also see contributions against pledges? Can they see that even if they can't view contributions?

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  • Hey @daw30410,

    Great question! If a user has access to "View Pledges" they technically have access to Contributions but are only able to see the pledges and not individual donations. They will be able to view Pledge Campaigns and each Pledge within the campaign. 

    Hope that Helps!

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  • @carolebishop723

    Pledges inside of Breeze are associated with Funds. The way you are able to apply your $20 gift towards your pledge is by simply giving it to the fund that is associated to the pledge campaign. Once you do that, Breeze will calculate the amount given towards your pledge promise! If you have detailed questions, I highly recommend giving us a call so that we can walk you through the entire process.

     

    Cheers!

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  • How can I set goal amount for each campaign?  

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