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The Fundraising Approval process helps districts enable school-level faculty to create fundraisers, products, and fees while maintaining district approval workflows. With the right setup, faculty can build the items they need, submit them for review, and wait for an approver to approve or reject the request.
Why use Fundraising Approval?
This feature is designed to balance flexibility and oversight.
District admins can safely delegate content creation without giving up visibility or control.
School-level faculty can manage activities for their own school without unintended cross-site access.
Approvers can review submissions before they are published, helping support compliance and consistency.
It also makes the approval process more natural. Instead of relying on disconnected steps, faculty can create the item they need and submit it through a defined workflow tied to Compliance.
Part 1: Faculty Access Settings (School level)
Faculty Access introduces a permission tier that allows school-level users to create and manage their own content within their organization.
Assign Faculty Permissions
Faculty access is a specific level of custom admin permissions. Faculty permissions grant access to Online Sales, Orders, and Point of Sale for their created content only.
Set the Faculty access at the school-level. Go to My Organization, then Manage Access. Click the New Admin button. Add the faculty's information. For Permissions, select Faculty. Next, select the modules they are allowed to access.
Set Publish Permissions
The District sets publishing permission levels for store products, ticketed events, fundraisers, products, and fee management based on organization type and roles. The options are:
Can Publish - has the ability to publish or schedule publishing without approval
Requires Approval - can create a draft, but must submit a compliance form for approval. Once approved, the creator can publish.
Part 2: Create the Compliance Submission Form (District)
Once Faculty Access is in place, the next step is to create the form faculty will use to submit items for approval.
Forms can be created by going to Compliance, select Forms, then click Create New Form. Build out the form fields approvers need to review the request. In the Form Fields panel, use the Linked Items for Publish field so submitters can connect the request to the store product, ticketed event, fundraiser, or fee they created.
Part 3: Create fundraisers and submit for approval (School level)
Faculty can create store products, ticketed events, fundraisers, and fees. They can submit for approval directly from the product editor by launching a compliance form and linking the item in the submission.
This eliminates the need to navigate to Compliance separately first. The submission starts with the product itself, then guides the faculty user through the Approval Form Guide.
From the saved item, open the action dropdown next to Save Draft, then select Submit For Approval.
In the 'Submit for Approval' window, choose the compliance form you want to use.
The system opens the compliance form. Review it and fill out any required fields, such as the submission title and approval request details.
In the Select the item you want approved section, click Add Item.
Choose Add Givebacks Item.
Select the item you created and click 'Add Item(s).'
Verify that the linked product now appears in the form’s item list.
When the form is complete, click 'Submit Form.'
After submitting, the form will appear in Submission History with a 'submitted' status, allowing the faculty user to track its progress.
Following submission, the linked store product becomes part of the approval workflow. The approver can review both the form details and the related product before deciding whether to move forward.
Part 4: Approver reviews the submission
Approvers can review the faculty submission and determine whether the linked item should be approved for publishing.
Typical approver actions
Open the pending compliance submission.
Review all submitted details.
Open or inspect the linked item.
Approve, reject, or request changes based on your district’s process.
Once approved, the submitter can publish the item. If it is rejected or needs edits, the submitter should update the item and resubmit as needed.
Questions? Click the "?" icon to contact Givebacks Support.