Frequently Asked Questions

What is Coreware?

CoreWare accelerates the development of uniquely powerful websites and business applications. Content management, CRM, task & project management, e-commerce, customer service, and blogging capabilities all come standard. But there’s much more: CoreWare’s flexible architecture enables unlimited creativity, allowing our developers and users to implement advanced new capabilities and imaginative custom solutions.

What is PCI Compliance?

The Payment Card Industry Data Security Standard (PCI DSS) is a set of security standards designed to ensure that ALL companies that accept, process, store or transmit credit card information maintain a secure environment. Coreware meets and exceeds the highest industry standards in payment security. Extensive research was done to have stringent security measures implemented for both the platform and the server it runs on.

Do I need programming skills to build the website?

Users without programming experience can build their website template and content pages with our WYSIWYG editor and drag-and-drop content builder. Those with in-house developers can build their website template and content pages easily and add CSS and Javascript that the pages require to function. Programming skills is required if the page needs to display content from the database.

How do you build a website in Coreware?

Building a website with Coreware begins with creating the template. The template consolidates common parts of a website into one location. Things like the company logo, menus, footer or a sidebar are defined on the template so that it doesn't have to be built for each page. When a new page is created, the content and the part that distinguishes it from other pages, are the only thing that needs to be built.

What payment methods does Coreware support?

Coreware supports payments in Cash, Check, eCheck - ACH/EFT Bank Accounts, Credit Cards and Debit Cards, PayPal, Money Order and Money Transfer and Gift Cards. Users can have multiple payment accounts on file. They can update the credit card or ACH bank account to use for recurring transactions or choose to stop a recurring transaction for the next billing cycle.

Shipping Items with Coreware

What industries does Coreware support?

CoreWare’s customers span a number of industries and share one key characteristic: They are specialists. Some of the industries that Coreware support are: Non-Profits, Delivery and Logistics, Building and Construction and Firearms and Shooting Sports Companies.

Managing Contacts in Coreware

Can I use my own domain name in Coreware?

Yes! Once you go live, you can point your domain to the Coreware server and have your domain name for your website.

Can you host our website?

Yes! With Coreware, your website(s) would be hosted on the cloud which means that there is no need to acquire and maintain your own servers.

Can I add banners to the website?

Yes! The Banner Management module lets you create banner images that you can embed as a gallery or a slider on the site. You can add links to your banners and set them to show for a specific period.

Can I allow customers to use more than one payment method?

Yes! Go to Order > Retail Store Setup > Preferences and find the Only allow one payment setting. By default, the Retail Store allows the customer to enter any number of payment methods for a purchase. Setting this preference changes that and only allows one payment method. This will, however, prevent customers from using a gift card to pay for part of the order and a credit card to pay the rest.

Can I create custom forms in Coreware?

Yes! You can set up a form that submits information and sends notifications. You can create a form that creates a contact record or a form that has a payment block which can process registration fees, application fees or a deposit.

Can I get help setting up and migrating my data?

Yes! We would gladly have a look at your historical data and work out the best way to migrate your contacts, products, and other data.

Can I set a page with exclusive content to be accessible to logged in users?

Security is given by page so on pages that you want to limit access to certain users, you can make them available to logged in users, admins or a specific user group.

Can I upload images, videos or downloadable content in Coreware?

Yes! Images can be uploaded to the Image Library. Images can be organized into albums and embedded to become a gallery on a page or an image slider. Images can be set to automatically compress into a smaller file size to optimize the site loading.

Videos hosted on Youtube, Vimeo and others can be managed from the Media Library allowing you to create and embed videos or playlists on a page.

Files, PDF and other downloadable media can be uploaded to the File Manager and organized into folders.

Can I use a custom login page instead of the default Coreware login for users?

Yes! From the Page Maintenance screen, go to the Security tab and place the link of your custom login page in the Login Script field.

Can I use my existing website layout in Coreware?

Yes! You can build your website from your existing website layout or build a new one from scratch. Our goal is to make every website have its own identity.

Does Coreaware have a blogging feature?

Yes! Coreware includes a full featured blogging module with comment management and notifications.

Does Coreware support other languages?

Yes! A user can change their language in the "My Account" admin program.

How do I set up a merchant services account so I can accept credit card payments?

Sign up for a merchant services account from Axia Payments, Authorize.NET, PayPal, Transnational, USAePay or other services available. We recommend Axia Payments and USAePay. Once you've signed up to these services, go to Orders > Retail Store Setup > Merchant tab and enter the merchant account credentials.

How do we give access to our administrator users?

Access to the pages of your Coreware system are limited to your preferences and dictates. A new user on the system will only have access to those pages that you explicitly allow them to see. User and Page access is a big subject, but here are the basics of how it works:

  • Access to a page is determined by the page itself. Go to Website->Pages, in the access tab, to see who can see and use the page. Generally, a public website page is accessible to anyone (ie. the public). Backend pages are typically limited to administrators.
  • A user who is NOT an administrator will have no access to the backend.
  • A user who is an administrator will have access to the backend. However, there are very few backend pages that are accessible to all administrators.
  • A user who is an administrator and is tagged as "Full Client Access" will have full access to EVERY backend page. This level of permission should be limited to only a very few administrators.
  • When a user leaves a company or organization, there are two options for removing their access:
    • Make the user inactive. If the user is a donor or otherwise uses the system in a non-administrative way, this will have negative consequences.
    • Uncheck the "Administrator" checkbox in the users record. This is a safer alternative as it leaves the user, but removes all access to the backend.
  • In order to give a user selective or partial access to the backend, go to Contacts->Users and, in the Access tab, do one or more of the following:
    • Give the user access to a subsystem. There are numerous subsystems within Coreware. Giving a user access to a subsystem gives them that level of access to all pages within that subsystem. So, a user who is managing the Contacts in the system could be given full access to the CRM (Customer Relations Management) subsystem. A user who is managing all aspects of the Donor Management System would need full access to the CRM and DMS subsystems.
    • Give the user access to individual pages. This is more tedious, but the Site manager has the option to give access to individual and specific pages to a user. There is no limit to how many pages a user may have access to in this fashion.
    • User Functions and Page Functions are specific functionality that can be given to the user. These are uncommon and addressed elsewhere.
    • The final control is "Sections". These are the tabs in Contacts. Some tabs are generally available to anyone who has access to the Contacts page, but others must be given access explicitly.
  • User Groups can also be create and given access. So, a site manager might create a "Donor Services" user group and given specific access to that group for subsystems and individual pages. Any user who is in that group would have that level of access.

How do we merge duplicate contacts?

Duplicate contacts happen. There is no avoiding them. A donor makes a one-time donation and doesn't create a user, but later decides to make another donation or create a user. An administrator adds a contact without checking to see if the contact already exists.

If the administrator user identifies two contacts in the Contacts page, it is easy to quickly merge them. From the Contacts page list, select the two contacts using the checkbox on the left side of the list. Two and ONLY two contacts must be selected. Then, in the Actions menu, choose "Merge Selected Contacts". This will take the user to the Duplicates Processing page described below.

Coreware contains a powerful and simple process to find and merge duplicates. Go to Contacts->Contact Duplicates->Duplicate Search. This page will assist the administrator in finding potential duplicates. A potential duplicate is two contacts that both have the same information in the fields the administrator choose in the search criterial. Once potential duplicates are identified, go to Contacts->Contact Duplicates->Duplicate Processing. This page will list all the potential duplicates and allow the administrator to go through them.

Once a potential duplicate is selected, Coreware presents the administrator user with a screen consisting of 3 columns. The first column is the oldest contact. The second column is the newer contact. The third contact is the resulting contact AFTER the merge is completed. Fields that have different values will be highlighted in red. The user can click a field in one of the two first columns to use that data in the final results. CAREFULLY look through the data and make sure everything is set in the third column appropriately. Click the Merge Button to merge the contacts. The user can also click "Skip", which will remove this combination of Contacts from the potential duplicates list. Clicking "Permanently Skip" will tell Coreware to never identify these two contacts as potential duplicates ever again.

While merging duplicates should always be considered a serious action and permanent, it is possible to "unmerge" contacts that were merged. An unmerge can only be done for a limited time and it should be clearly understood that there is no definite time that it can be done. If any additional changes are made to the resulting contact or any additional information (like donations) are added to the contact, it will NOT be able to be unmerged.

How can we hide a staff person's name on donation pages?

There are times when a non-profit staff person receives support through the organization, but, for security reasons, they do not want their name to appear in the designation dropdown on the donation page. There are two options for hiding a staff person's identity, but still allowing them to receipt donations through the website:

  1. In Donor Management->Designations, in the Details tab, there is a field named Alias. If this field has a value, it is used on the donation page instead of the description. The staff person can set this value themselves using Designation Setup.
  2. In Donor Management->Designations->Designation Groups, the site administrator can setup groups of designations. Any group that is tagged as "High Security (Internal Use Only)" is considered a high security group. Any designation in one of these groups will NOT appear in the designation dropdown on a donation page. If there are any of these types of designations on a donation page, a field will appear beneath the dropdown allowing the donor to enter the designation code. This means the designation can still receive donations, but the designation will not appear on the website.

How do a we create a unique link for a donation to a specific designation?

There are two ways to create a link for a donation page to a specific designation. Creating a donation page for a specific designation is desirable because the donor cannot make a mistake and give to a wrong designation. The simple way to create the link is:

www.domainname.com/donation-page?code=XXXXX

Of course, your domain name would be used instead of "www.domainname.com" and the URL for your donation page would replace "donation-page". The designation code is substituted for XXXXX. This URL will work, but it doesn't necessarily look very nice. The site administrator can also set up a nice looking URL, maybe something like:

www.domainname.com/give-now/missionary-family

This nice looking URL is made up of three parts:

  • Your domain name.
  • "give-now" is the URL Alias Type. These are created at Website->URL Aliases->URL Alias Types. The code field is, in this example, "give-now", but any value can be used. The description is for your use. For donations, the table would be "Designations" and the parameter name would be "id". The Page dropdown is the page that this URL will be redirected to. It should be one of your donation pages, most likely the page where a donor would go to donate to this designation.
  • "missionary-family" is a reference to the designation that will be set on the donation page. This field is labeled "Link Name" in the designation maintenance program. This field can be set by an administrator at Donor Management->Designations->Designations or set by the staff person who "owns" the designation at Donor Management->Designations->Designation Setup.

How do I create a form with a required payment?

In Website->Forms->Definitions, after selecting a form, look in the Payment tab. For a payment to be made on the form, a designation must be set in the form definition. If an amount is not set, the user gets to choose the amount. The payment can be required. Once a designation is set up, an option will show up in the Form Builder to add the payment section to the form.

How do I fix a donation that was entered wrong?

First, for security and auditing purposes, you cannot change existing donations. What you have to do it create a negative donation for the wrong donation and, if necessary, re-enter the correct donation. Here are the steps:

  1. Create a batch with the amount (negative if you are just removing a donation and the net value if you are removing one and re-entering another).
  2. Go to Contacts.
  3. Find the contact who has the wrong donation.
  4. Go to the Donations tab.
  5. You should see a note at the top of the tab that the batch is opened.
  6. On the donation that needs to be reversed (backed out), click on the backout icon on the right side.
  7. Save the contact record. This will create the negative donation and add it to the opened batch.
  8. Now go back to the batch program and open the batch.
  9. If necessary, add the correct donation.
  10. Close and post the batch.

How do I make changes to the emailed receipt for a donation?

Email receipts are found at Contacts->Emails. There can be any number of receipts, but the default receipt has a code of 'ERECEIPT'. Any changes can be made to the receipt there. The following placeholders can be used in the receipt by surrounding the field name with percent signs (%field_name%):

  1. contact_id
  2. title
  3. first_name
  4. middle_name
  5. last_name
  6. suffix
  7. full_name
  8. salutation
  9. company_name
  10. address_1
  11. address_2
  12. city
  13. state
  14. postal_code
  15. country
  16. receipt_number
  17. donation_id
  18. donation_date
  19. designation_code
  20. designation
  21. designation_description
  22. not_tax_deductible - if the designation is not tax deduction, will contain the text "NOT tax-deductible"
  23. designation_alias
  24. payment_method
  25. reference_number
  26. gift_amount
  27. amount
  28. month_1_donations
  29. month_2_donations
  30. month_3_donations
  31. month_4_donations
  32. month_5_donations
  33. month_6_donations
  34. month_7_donations
  35. month_8_donations
  36. month_9_donations
  37. month_10_donations
  38. month_11_donations
  39. month_12_donations
  40. year_to_date_donations
  41. last_year_donations
  42. project_name
  43. memo
  44. address_block - Full address in typical post office format

How do we create new staff and connect them to their designations?

There is a very simple way to create new staff and connect them to their designations:

  1. Create a contact for the staff member. It can be a VERY basic contact, probably just the person's name and email address. The rest of the information can be filled out by the staff member themselves once they create their user account and log in.
  2. Create the designation for the staff member. Three things are important in creating the designation: 1) DO NOT add a responsible user, 2) DO add the contact that you created in step #1, and 3) Add the staff person's email address.
  3. Go to Donor Management->Designations->Email Designation Users. When you run this reports, the system will give you some statistics and will allow you send an email for designations that do not have at least one responsible user, have a contact and have an email address. This email will give the staff person instructions on how to create their user. When they create their user, the system will make them an administrator automatically and assign them as a responsible user for their designation.

Once the staff person has a user login, they can login to your admin domain name and have access to user giving reports and be able to set up the link to their personal giving page.

How do we manually enter check or cash donations into Coreware?

To manually enter donations, generally, follow these steps:

  • Make a batch of donations, typically anywhere from 10-25. Manually (using a calculator or an adding machine), add of the donations in the batch.
  • Go to Donor Management->Donations->Donation Batches. Create a batch and enter the number of the donations and the total amount of the donations in the batch. Remember that, to Coreware, a donation is a single gift to a single donation. So, if a donor sends a check for $100, $50 to designation A and $50 to designation B, that is two donations.
  • You can set the designation, donation source or payment method, if it will save you time. If you set these in the batch, they will be set in the donation and you won't have to set it for each donation. So, if you have a batch of all checks, then set the payment method in the batch. If you have a batch of all checks for a building project, set both the payment method and the designation. Save the batch.
  • Typically, you would do option 1 through 4 for each of the batches you have created.
  • Open the batch you are ready to enter.
  • You will see, about 1/2 way down the page, a spreadsheet style entry for donations. This is the easiest way to enter donations and will accommodate 95% of the donations. You can also click on "Add/Edit Donations". That will take you to a separate page to enter donations. On that page, you will have a few more options.
  • When all of the donations for a batch are done, save the batch and go back to the list.
  • Repeat steps 6-8 for each batch that you wish to complete.
  • On the list of batches, click the checkbox for each batch you are ready to complete. Once all are selected, go to the Action menu and select "Close Selected Batches". Once a batch is closed, it cannot be edited and donations cannot be added or edited in it. However, there is an option in the Action menu to Reopen Selected Batches. The system will verify that the batch has the same number of donations and the same amount as you specified when the batch was created.
  • Once you are confident that the batch(es) are done and correct, select the batch(es) you want, go to the Action menu and select "Post Selected Batches". Once a batch is posted, it cannot be reversed. If a donation is incorrect in a posted batch, the donation will have to be backed out and re-entered.

Why aren't pictures showing on the public donation page for designations?

Since pictures can present a significant security risk for non-profit workers who are overseas, they must be explicitly allowed. Designations Groups, by default DO NOT allow images. A designation that is in any group that does not allow images will never show an image. In order to allow images for a designation group, go to Donor Management->Designations->Designation Groups, click on the group and check the box for "Allow Images".

Why do I get this error: VCERR: This_is_a_duplicate_transaction?

VeriCheck is the ACH processing company for USAePay. They watch for what they determine are duplicate transactions. If one donor is supporting 2 designations for $25 each, those two donations, processed on the same day, will look like duplicate transactions. Of course, they are not. Our representative at Axia is supposed to make sure duplicate checking is turned off for ACH processing, but sometimes that gets missed. Contact Axia to make sure it gets turned off.

In the meantime, if the donations were recurring donations, the following can be done:

  1. Go into Tools->Donor Management->Recurring Donations, find the "duplicate" recurring donations (you can set the filter so that it only shows those requiring attention) turn off the "Requires Attention" checkbox and save.
  2. The following morning, these donations will rerun.