Virtual Terminal event guide

Take these steps to ensure Virtual Terminal is properly configured and your team is ready for the event.

Create a separate campaign specifically for your event to:

• Clarify reporting.
• Minimize processing errors.
• Track event performance.
• Simplify operator training.

When setting up your event campaign, note that the first frequency listed in campaign settings becomes the default in Virtual Terminal. Set your most common donation frequency first to speed up processing.

Create Virtual Terminal Specialist accounts for your event staff:

1. Go to Settings > Team.
2. Click Invite user.
3. Enter their details:
   • Email address
   • First name
   • Last name
4. Select Virtual Terminal Specialist from the roles list.
5. Click Send invite.

When your team members accept the invitation, they’ll be directed straight to Virtual Terminal.

You can create up to 50 user accounts. Each user can have up to 3 simultaneous Dashboard sessions.

Reach out to support@fundraiseup.com if you need more than 50 user accounts.

Review the “Configure your Virtual Terminal” article and consider these actions:

1. Set the event campaign as the only visible option to reduce errors.
2. Add processing instructions to your operators with event-specific guidelines.
3. Review payment method settings in your campaign.
4. Set up custom fields in your campaign for event tracking.
5. Configure language preferences if needed.

Before the event, ensure your team understands all available fields in Virtual Terminal. While the interface is straightforward, knowing each section helps process donations efficiently.

Essential information

Virtual Terminal organizes donation information into clear sections. Start with selecting a campaign — during events, you’ll likely see only your event-specific campaign to prevent confusion. If your campaign uses designations, these appear after campaign selection.

The donation section is where you’ll spend most of your time. Here you can set up both one-time and recurring donations. For one-time donations, you’ll enter the amount and optionally schedule it for a future date. Recurring donations require more details: installment frequency and amount, start date, and optional limits like maximum total amount or number of installments.

Supporter details

The supporter section helps you maintain accurate donor records. You can search for existing supporters by their email, name, or ID — useful for returning donors. For new supporters, you’ll need their first and last name. Email addresses might be optional based on your settings.

If your organization serves a multilingual community, you can select each supporter’s preferred language for communications. There’s also an option for supporters to consent to marketing communications which must be configured in advance in your campaign settings.

Payment processing

When collecting payment information, Virtual Terminal offers several payment methods. For card payments, you’ll enter the standard card details. The system automatically calculates transaction costs, which supporters can choose to cover. You can adjust this amount if needed.

Final steps

Before completing the donation, check any custom fields your campaign might have. These help track specific event data. You can also control whether the supporter receives an automated receipt email for their donation.

Note that available fields and requirements may vary based on your Virtual Terminal configuration. Review these with your team during training sessions.

Ensure your team knows how to:

• Access Virtual Terminal.
• Process different types of donations.
• Handle common scenarios.
• Find help when needed.

Let them practice in test mode before the event.

Follow these practices to ensure smooth donation processing throughout your event.

Virtual Terminal processes up to 200 transactions per second by default — 25 times the typical processing demand. Additional transactions are queued automatically, ensuring no donation is ever rejected due to server overload.

For upcoming high-volume events, please notify us at support@fundraiseup.com.

Each team member can have 3 simultaneous Dashboard sessions across multiple devices. For events, create 1 Virtual Terminal Specialist account per 3 staff members — for example, 33 user accounts can support 99 team members processing donations.

You can create up to 50 user accounts. Reach out to support@fundraiseup.com if you need more than 50 user accounts.

Process donations efficiently:

• Verify supporter information before processing.
• Confirm payment details carefully.
• Use saved payment methods when available.
• Follow your organization’s verification requirements.
• Verbally confirm fee coverage.
• Use unique email addresses.

Complete these steps after your event to ensure proper tracking and security.

Select Virtual Terminal as Source filter:

• On the Insights page for a comprehensive overview of your event.
• On the Donations page to review each donation.
• On Recurring page to review recurring plans only.

You can also view Virtual Terminal as a source of donations in export files, CRM integrations, or through the API.

1. Audit user access and permissions.
2. Revoke SSO access for users who no longer need it.
3. Consider disabling Virtual Terminal if not needed.
4. Review any failed transactions or issues.