WSPTA Membership Database - Givebacks

Helpful How-To Videos for Givebacks

• We’ll keep this section up on the site through August 2024, just in case anyone still needs it.
  • Database Relaunch Checklist: Prepare For the New School Year
  • How to Set up Online Membership Registration
  • How to Manually Report Your PTA Members
  • How to Verify Your Membership Numbers
  • How to Download a Member Roster
  • How Members are Counted & How to Create a Distribution List
  • How to Invite Last Year’s Members to Join Online
  • How to Report Your Local PTA Officers
  • How to Use the Website Editor
  • How to Navigate the Group Billing Menu (Invoices, Paying Dues, Etc.)
  • How to Set Up Invoice Autopay
  • How to Input Next Year’s Board/Officers
  • How to set up Subsidized/Scholarship Memberships
  • How to Add and Remove Database Admins
  • How to Manage Member Cards
  • How to Issue a Refund

Just email support@wastatepta.org or ptamembdir@wastatepta.org and we can get you sorted out. Please let us know your name, the name/number of your PTA, and your officer role.

Admin logins to the database are unique to the user, rather than to the PTA. That means each admin has their own distinct username (usually your personal email address) and password. We suggest PTAs do not use a shared admin account between multiple officers.

At the end of each school year, the transfer of login privileges should be part of the transition process between outgoing and incoming officers. If this step is missed and a new slate of officers is on the outside looking in, just email us to request access.

The decision about who should hold admin privileges is up to each individual PTA. That said, WSPTA recommends that each PTA grant full-access status to its president, vice president, treasurer, and secretary.

Some PTAs may choose to grant access to others, including officers in charge of Membership, Communications, or other responsibilities. At a minimum, two officers should be full-access admins.

WSPTA Support is automatically set up as an admin for each PTA. Please do not attempt to remove WSPTA Support’s admin role.

Each PTA is required by the Standards of Affiliation to submit to WSPTA a roster of current elected officers and key unelected officers. This is handled within the Compliance (Officers) menu in givebacks.

A step-by-step video tutorial can be found here

The heart of this question is the chain of custody of funds collected through givebacks online membership registration format. A detailed explanation can be found below, but the key points are these:

• WSPTA doesn’t touch the funds collected by individual PTAs through givebacks. Instead, that money is transferred into the PTA’s bank account via ACH transfer on Wednesday for deposit on Friday (purchases made from Thursday- Tuesday).
• If your PTA has collected funds through givebacks but has not yet received them via direct deposit, the most likely explanation is that you have not yet designated a bank account to receive those funds.
• Members who purchase their memberships online will still appear as a “payment due” pop-up.

Let’s take this step-by-step:

1. Each PTA designates a bank accountinto which collected funds will be transferred. PTAs will receive those funds on a weekly basis on Fridays.
2. When a member purchases a membership through the online join process, givebacks collects that money into a lump sum. That entire lump sum is deposited into your designated bank accounteach week on Friday. WSPTA never has custody of those funds.
3. Every month on the 1^st of the month, your PTA will make a payment transfer to WSPTA through givebacks to pay for State and National dues.

You can click the MEMBERSHIPS then REMIT STATE DUES button on the givebacks main page to open the Dues Payment Report, which shows each membership that has been entered into your database system. Select Send ACH Payment to make a payment to WSPTA for your State and National dues

1. Member purchases membership, funds go to givebacks/stripe
2. Givebacks/stripe transfers all collected funds into PTA’s bank account
3. Givebacks will have a pop-up to indicate that there are funds due to WSPTA for membership dues. You will need to check in the dues payment report on the 1^st of every month and make a payment.  This is not an automatic process.
4. The PTA pays dues via givebacks payment portal
5. Givebacks/stripe transfers those payments to WSPTA.

Some PTA members may sign their spouses or partners up, but don’t disclose that person’s name. What should you do if you’re tasked with manually reporting your members in the database?

The best practice is to contact the person that submitted their membership form.  A membership cannot be assigned without a name attached as the database will not allow a blank entry.

It is imperative for voting purposes that the names listed in givebacks are correct.

You will want to hold onto those funds in a designated line item in your budget and your membership chair and treasurer will keep track of how many donated memberships that you have.  If there is someone requesting to use a donated/subsidized membership, at that point you will enter them into the givebacks system manually as a member that paid cash/check and account for that accordingly in your expense report.

You can schedule a Zoom call with givebacks by clicking here.