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System Data Settings

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Below are descriptions of each field on the main System Data page.

Depending on your system configuration, certain settings may not appear. If a setting is missing that you think you should have, please contact Support or your CSM.


Site Data

  • Name - Name of your organization.
  • EIN - EIN for your organization.
  • Address - Address of your organization.
  • Address2 - Address2 of your organization.
  • City - City of your organization.
  • State - State of your organization.
  • Zipcode - Zipcode of your organization.
  • Phone - Phone for your organization.
  • Country - Country for your organization.
  • Currency - Set based on organization location.
  • ACH Format - Set payment method.
    • This is generally set to NACHA.
  • Timezone - Allows you to set your timezone by selecting your time zone from a drop-down list.
  • DateStyle - Display dates in US (MM-DD-YYYY) or European format (DD-MM-YYYY).
  • Label Terminology - Adjusts labels on online donation portal and fund advisor portal to reflect regional differences.
    • For example: State vs. Province.
  • Financial Offset - Allows you to set your fiscal year by entering the number of months from January 1 on which your fiscal year starts.
    • If you leave the field blank your fiscal year runs from January 1 to December 31st.
      • If you would like to change your fiscal year, please consult your fund accounting CSM.
    • If you enter -6 months, your fiscal runs from July 1 to June 30th.
  • Default Fund - This is the default fund for transactions where a specific fund is not indicated.
    • Please note that the fund can still be changed while recording transactions.
  • Home URL - This URL is linked to your foundation logo in CommunitySuite and will redirect site visitors to your Foundation website.
  • Disable Scholarship Swaps - Removes the scholarships column from balance swaps.
  • Default Email Reply To - Email address that will populate when a profile chooses to reply to an email that was generated and sent from CommunitySuite.
  • Show Legacy Codes - This feature will expose the legacy profile ID's that were used in your old system. If the box is checked, profiles that have legacy ID's will have a new field titled Legacy Code in the native profile record. These codes are also available as a profile field in custom reports, named Legacy Profile Code.
  • Logo - Allows you to upload your foundation's logo.

E-File Options

  • E-File Enabled - The E-File Options feature allows you to enable E-File by clicking Edit on the left side menu and then checking the box next to E-File Enabled. 

GLM Org/Individual Sync Options

  • Search GLM On Profile Create - If checked, CommunitySuite will search GLM for similar profiles when creating a new profile in CommunitySuite.
    • This setting can be toggled off/on from the Create Profile page.
    • Note: This feature is only available for CommunityGrants and CommunityScholarships.

AdminFee Options

  • Limits Fees To Fund Balance: If enabled, admin fees will be limited to a fund's balance of the post date of the admin fee.
    • For example, if a fund's balance is $50 and the yearly minimum fee or flat fee for that fund is $100, the admin fee assessed will be limited to $50 so the fund balance doesn't go negative.

Grant Options

  • Send Grants To GLM:
    • Enabled - Pre Approval: This option requires you to send grants to GLM for approval. You will not be able to move forward with the grant process in CommunitySuite until the grant has been approved in GLM.
    • Enabled - Post Approval: This option requires you to approve or deny the grant in CommunitySuite. Once the grant has been approved, you’ll be able to send it to GLM for reporting purposes.
    • Disabled: Disables the ability to Send Grants to GLM.
  • Default GLM URLKEY - The default CGLM site that you want to send grants to.
  • Default GLM Process Name - The default CGLM process that you would like the grants to appear in.
  • Default GLM Status - The selected status will be assigned to the grant when it is received by CGLM. These options will change depending on which approval workflow you choose.
    • The Pre Approval workflow will give the following Default GLM Status options:
      • Application Complete. 
      • Application Draft.
      • Application Submitted.
      • Approval Draft.
    • The Post Approval workflow only gives the Approved option in Default GLM Status.  
  • Grant Approval Percent - The percentage of approvers required to move a grant forward into accounts payable.
    • A blank value within the field is the same as 100% if this option is selected. We recommend that you fill a percentage into this field, rather than leave it blank.
    • If you require 75% approval, and a fund has 4 approvers, you will need at least 3 approvals for the grant to move forward into accounts payable.
    • If a fund has 2 approvers then both must approve the grant as each approver only counts for 50%.

  • Enable COVID-19 - The COVID-19 grant field is designed to allow consistent tracking of funding trends across the sector in response to COVID-19.

  • Enable Guidestar - Gives you the option to run a charity check on an applicant or grantee to confirm 501c3 status.
    • Enable Ajah must be unchecked in System Data - Grant Options.
    • There is a maximum of 1,000 Guidestar checks per contract. 
  • Enable Ajah - Allows Canadian clients to check and confirm a grantseekers nonprofit status. This replaces Guidestar with Ajah across the entire system.
    • Enable Guidestar must be unchecked (within Site Data - Grant Options).
  • Charity Check Interval - Determines how often you’re required to run a charity check.
    • By default the system requires that you check the Pub 78 every time you write a check to the grantee. This setting allows you to change the default to any desired interval.
  • Disable Approval Emails - If checked, grant approvers will not receive emails when a grant needs approval.
  • Auto Approve Grant Payments - If checked, the system will not require approval to create a voucher for a grant payment.
  • Conditional Payment Fund - When grant installments/payments are marked as conditional (yes), the expense and payable will be reversed in this fund.
  • Closing Frequency - How often conditional entries are created when grant installments/payments are marked as conditional (yes).
  • Allow Liability Account: Allows users to include liability accounts in the list of available accounts when entering grants.

Scholarship Options

  • Send Awards To SLM: CommunitySuite to send scholarships to CSLM.
  • Default SLM URLKEY - The default CSLM site that you want to send scholarships to.
  • Default SLM Process Name - The default CSLM process that you would like the scholarships to appear in.

Voucher Options

  • Enable Voucher Approval - Checking this box adds an approval bucket to the Vouchers page and requires that voucher approvers approve vouchers before they can be paid.
  • Disable Voucher Approval Emails - If checked Voucher Approvers will not receive an email when a Voucher needs approval.
  • Voucher Approval Percent - Disables the ability to approve a journal entry that was created by the same individual.

Journal Entry Options

  • Enable Journal Entry Approval - This enables a formal journal entry approval process for manually created and imported journal entries. A user can add approvers based on the journal entry amount, and require different percentages of approval based on the amount levels.
  • Disable Journal Approval Emails
    • If this option is not selected, the system will email approvers when an entry needs their approval 
    • If this option is selected, emails will not be sent to approvers when an entry needs their approval.

Public Donation Page Options

  • Hide Public Grant Catalog Tab - Hides the public grant catalog tab from the public donation page.
  • Hide Event Tickets Tab - Hides the event tickets tab from the public donation page.
  • Hide Nonprofit Directory Tab - Hides the nonprofit directory tab from the public donation page.
  • No Memorials - Turns off memorials for online donations. This means donors will not have the option to select a tribute when making online donations.
  • Public Recurring Donations – This allows people to set up recurring donations from the online donation portal.
  • Show Recurring Donation End Date - This allows donors to specify an end date when creating a recurring donation from the online donation portal.
  • Min Online Donation – Allows you to set a minimum dollar amount for online donations.
  • Allow Donation Notes - If the box is checked, donors will be able to leave a note when making a donation from the online donation portal. This may be helpful if a donor wants to communicate the intent of their gift.
  • Donation Notes Label - Additional Notes is the default text that displays next to the notes box  in the online donation portal. If a value is provided for the Donation Notes Label, that value replaces the default text.
  • Show Google Translate - Enables Google Translate in your online donation portal.
  • Cover CC Fee Percent - Allows you to enter the credit card fee percentage that Stripe is charging for donations made through the online donations portal. Donors will then have the option to cover those fees in the check-out portion process.
    • This is an option to allow donors to increase their contribution to help offset the processing costs. The percentage set doesn't need to match the percentage charged.
  • CC Fee Fund - When this is blank and a donor covers credit card fees, the fees will go to the fund that is receiving the donation. When this has a fund name entered, all credit card fees will go to that fund whether or not it is the donation recipient fund.
    • If someone donates $100 and chooses to increase their donation to cover a 3% credit card fee, the additional $3 will go into the CC Fee Fund because that fee is also paying the fund associated with the donations. This will also display on the donor's tax receipt.
  • Show Fund Images - This feature allows you to display a fund image next to a fund name in the online donation portal and fund advisor portal. These images are only available on the promoted fund list. They will not appear after the fund is selected or on the Show List screen.

Donation Options

  • Tax Receipt Serial Numbers - This assigns a unique serial number to each donation, and the associated tax receipt. Serial numbers are required for Canadian clients.
  • Next Donation Serial Number - Click Edit to enter a starting donation serial number.
    • The box next to Donation Serial Numbers must be checked for this options to appear.
    • You can only edit the number to a higher number in value. For example, the serial number of 20210001 can be changed to 20220001 but cannot be swapped down to 1000.
    • The default starting number is 1.
  • Tax Receipt Templates - If you’ve uploaded a custom tax receipt template, checking this box will use your custom template. 
    • If the box is unchecked, the system will use the default Donation Tax Header and Footer from System Data -> Content.
  • Auto Tax Receipt – Will send an automatic email receipts for online and recurring donations.
  • Auto Tax Receipt Reply To - When a donor clicks Reply to the email they receive containing their tax receipt, the Reply To address will auto populate with the email that you enter in this field.
  • Use Letterhead - Removes your logo from printed documents. This is useful for foundations who use pre-printed letterhead stationary.
    • If you select the Use Letterhead checkbox, scroll down and click Save.
    • Next, click Edit from the left side menu.
      • Enter the number of inches from each edge that you need to accommodate your letterhead stationary.
    • Click Save.
    • If you use the letterhead feature, system generated donation tax receipts will not print your logo. If you do not use the letterhead feature, CommunitySuite will print your logo at the top of the relevant donation letter, tax receipt, etc.
  • Allow Liability Account - Allows users to include liability accounts in account options when entering donations.

Check Options

  • Check Printing Format - Allows you to select a check format from the drop-down menu. 
    • Available Formats:
      • Quickbooks three part with the check on top (this is the system default).
      • FIMS (check in middle).
      • 59085 which is formatted with the check on the top but with slightly different alignment.
  • Enable Check Templates - If the box is checked, the option to edit the check format for an individual account will be turned off, and CommunitySuite will use your custom check templates.
  • Disable Approval Emails - Leaving the box unchecked will enable check approval emails. When a user clicks Send To Approval (from the New bucket of the Checks page), the system will send an email to check approvers notifying them that they need to approve a check(s).
  • ACH Fee Fund - This may only be enabled if the ACH function is being utilized to make payments. This does not include NACHA functionality.

Agency Fund Options

  • Closing Frequency - How often the agency fund offset entries will be created.
    • Contact your fund accounting CSM to have this option set.

Fund Advisor/Donor Portal Options

  • Contributions Tab Name - Change the name of the contributions tab for fund advisors in the advisor portal.
  • Pledges Tab Name - Change the name of the pledges tab for fund advisors in the advisor portal.
  • Grants Tab Name - Change the name of the grants tab for fund advisors in the advisor portal.
  • Grant Request Tab Name - Change the name of the grant request tab for fund advisors in the advisor portal.
  • Grant Catalog Tab Name - Change the name of the grant catalog tab for fund advisors in the advisor portal.
  • Statements Tab Name - Change the name of the statements tab for fund advisors in the advisor portal.
  • Files Tab Name - Change the name of the files tab for fund advisors in the advisor portal.
  • Donate Tab Name - Change the name of the donate tab for fund advisors in the advisor portal.
  • Receipts Tab Name - Change the name of the receipts tab for fund advisors in the advisor portal.
    • Show Donor Portal Receipts (see below) must be enabled for this tab to appear. 
  • Voucher Tab Name - Change the name of the voucher tab for fund advisors in the advisor portal.
  • Invoice Tab Name - Change the name of the invoice tab for fund advisors in the advisor portal.
  • Min Fundmananger Grant - This sets a minimum amount for grant requests submitted through the advisor portal.
  • Allow Grant Request Notes - If the box is checked, fund advisors will be able to add notes to their grant request. Grant request notes will display below the grant request in CommunitySuite. This may be helpful if a fund advisor needs to leave notes about grant processing, or intent. This note is not available as a merge field in grant letter templates.
  • Grant Request Notes Label - Additional Notes is the default text that displays above the grant request notes box in the advisor portal. If a value is provided for the Grant Request Notes Label, that value replaces the default text.
  • Hide Grant Catalog Tab - Hides the grant catalog tab in the advisor portal.
  • Hide Anonymous Amounts - Hides anonymous donation amounts from fund advisors in the donor portal.
  • Hide Donor Name - All donor names on advisor portal display as Anonymous whether or not the donor profile or donation is anonymous.
  • Hide Donor Phone - Hides donor phone numbers in the advisor portal.
  • Hide Donor Email - Hides donor email addresses in the advisor portal.
  • Hide Donor Address - Hides donor addresses in the advisor portal.
  • Hide Memorial Amounts - Hides the amounts of donations that were given in memory/honor of.
  • Show Student Data - If the box is checked, fund advisors will be able to see the following student information (associated with scholarships) in the advisor portal:
    • Student Name
    • Student Number
    • Student Address
    • Student Email(s)
    • School(s)
  • Show Available Cash - Calculates the amount of cash in a fund that’s available for spending. The calculation is based on the percentage defined in the Available For Cash field within your asset accounts.
  • Subtract Min Fund Balance From Available Cash - When Show Available Cash is turned on and this is selected, available cash will be reduced by the Minimum Fund Balance set on the fund.
  • Show Donor Portal Receipts - Adds a Receipts tab to the Fund Advisor Portal that where fund advisors can view and print their tax receipts.
  • Show Donor Portal Investments - If the box is checked, administrators will have the ability to display investment information in the Fund Advisor Portal.
  • Show Non-Promoted Funds - Displays non-promoted funds in the Other Funds drop-down on the grant request tab. 
    • A non-promoted fund is a fund that has a checking account defined, and is not marked as Private or Promote in the fund's settings.     
  • Enable Fund Statement Notify Emails - If this setting is selected, when a fund statement batch is Mark(ed) As Complete, fund advisors with a Statement Type of Online will receive an email notification that statements are available on the advisor portal.
    • The body of the email notification can be edited in the fund_statement_review_email_body field within Site Custom Content.
  • Contributions Lookback Date - Limits contribution detail on advisor portal to contributions on and after the lookback date.
  • Pledges Lookback Date - Limits pledge detail on advisor portal to pledges on and after the lookback date.
  • Grants Lookback Date - Limits grant detail on advisor portal to grants on and after the lookback date.
  • Scholarships Lookback Date - Limits scholarship detail on advisor portal to scholarships on and after the lookback date.
  • Receipts Lookback Date - Limits contribution tax receipts on advisor portal to contributions on and after the lookback date.
  • Voucher Lookback Date - Limits voucher detail on advisor portal to vouchers on and after the lookback date.
  • Invoice Lookback Date - Limits invoice detail on advisor portal to invoices on and after the lookback date.
  • Enforce Lookback Dates On Portal History - Limits donation and grant history in graphs and charts to the dates set in the Contributions Lookback Date and Grants Lookback Date fields.
  • Grantee Contact On Requests - This feature allows users to send a notification email to a contact at the organization which is different from the primary grantee email. 
  • Available to Cash Wording - To display a term other than Available Cash on the fund advisor portal, populate your preferred name in the Available to Cash Wording field.

Fund Options

  • Statement YTD Interval - This will set the Statement Year-To-Date (YTD) Interval for all funds at the same time. For example, you might use this feature if your foundation has a year ending on June 30th, but you want your year-to-date interval based on a calendar year.
    • This is a system-wide setting. To set the interval on a per fund basis, edit the YTD Interval on the fund record.
    • This option is independent of the Financial Offset. To base the Statement YTD Interval on the calendar year, enter 0MON in the field. 

MailChimp Integration

  • MailChimp API Key - If you have a MailChimp account and wish to integrate it with CommunitySuite, this is where you add the API Key. 
  • MailChimp List Name - This is where you enter the name of your MailChimp Audience. Check out this article for more information.

User Password Policy

  • Password Policy Enabled - Check this box to enable and configure a password policy.
  • Minimum Password Length - The minimum number of characters that a user must have in their password.
  • Include These Character Types - Check the boxes to define the specific character types that a user must use in their password.
  • How Many Different Character Types From Above Do You Want To Require - Defines the number of character types (from above) that a user must include in their password.
  • Minimum Characters to Require From Each Character Type - Defines the specific number of characters (from each character type) that a user must use in their password.
  • Require Two Factor Login - Check the box to require that all users enable two factor login.
  • Expires - How often users will be required to reset their password. This must be entered as the number days. Enter 0 For Never, Minimum of 60 Otherwise.
  • Max Failed Attempts (Always Enforced) - Defines how many times a user can try to login to CommunitySuite before they're locked out of their account. 
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