See unanswered donation requests in the “Pending” status. Here you can review all request details like submission date, organization and requester contact information as well as event details. The requester also has the opportunity to share what they are asking for as a donation and why. Attachments can also be downloaded which is often 501 (c)(3) certification from the IRS and/or an official solicitation letter on their organizations’ letterhead.
After reviewing the request details, you should be able to make a decision to approve or reject the request with confidence.
For approvals, you should select an item to grant and enter in the certificate number, expiration date, and approval attachment if applicable. Once you have filled in the applicable fields, select the "Approve" button.
The next screen will be the proof of your approval email. You can make edits or add special comments during this time, and preview those changes before sending by selecting the Preview Email button. If the copy looks good, the final step is to select "Send."
For rejections, you do not need to fill in any of the fields for item, certificate number, expiration or an attachment. Simply select the "Reject" button.
The next screen will be the proof of your rejection email. You can make edits or add special comments during this time, and preview those changes before sending by selecting the "Preview Email" button. If the copy looks good, the final step is to select "Send."
Once a request has been approved, the next step is to fulfill it. This means preparing the donation to go out or that it is has already been sent to the recipient. Selecting a request as Fulfilled helps you keep track of what you have said yes to (approved) and what donations have actually been sent. Select the Fulfill button on an approved request, and it will move to the "Fulfilled" status.
TIP* If you do not have a certificate number ready during the approval phase, you can enter one now to be tracked in the system (note the requester will not have that certificate number unless it is entered at the approval step).
Keep track how many of your donated items get used. This status is helpful for items such as tickets, hotel room stays and gift certificates. If your company tracks when these items come back to the business and are used, you can record this in ApproveForGood Basic as well. Find the request in the "Fulfilled" status and select the "Redeem" button.
QUICK APPROVE/ QUICK REJECT
“Quick Approve” and “Quick Reject” automatically sends the requester the response notification right away, and bypasses the proofing phase. You cannot edit emails with “Quick Approve or “Quick Reject.” These options come in handy once you are very comfortable and know that you do not need to change the email template.