Your form is set up, embedded on your website, and the purpose and communications are ready. You're almost set to go live – but not just yet! We strongly recommend you always test your forms one last time before launching an email appeal, digital adverts, or similar campaigns. So, how do you do this effectively? This guide will show you the best approach.
First and foremost, ensure you test all possible scenarios available in the form. This includes both one-off and recurring donations, various membership options, payment frequency, and payment methods. Testing each option is the only way to ensure you are sending the correct confirmation and that your data is saved properly, especially in relation to the purpose(s) defined.
Use "+" in Emails for Testing
Start by systematically filling in the form to test every possible option. Make sure your entries are distinguishable afterwards, by using different names (e.g., "TestOneOff") and email addresses. You can take advantage of a handy feature available in Outlook, Gmail, and many other email clients. For example, if you use "myemail+testoneoff@mydomain.com," the form will recognise it as a unique email, but your inbox will still receive it as "myemail@mydomain.com." This allows you to differentiate your test data without merging it into your CRM.
Test on Desktop, Tablet, and Mobile
We know – it can be time-consuming! But it’s important to check that all fields – including those that only appear with specific amounts or addresses – display correctly on different screen sizes. Test on your office desktop, a tablet, and a mobile phone. If you don’t have all these devices available, Chrome’s Developer Tools can help. Press Ctrl + Shift + I (in Chrome), then click the icon for different screen sizes, and adjust accordingly.
Test Real Payments
When testing, you muost use real payment methods, and ensure all payment methods are tested. You may choose to remove the minimum amount for testing, allowing you to test with smaller amounts. Otherwise, you can refund the payment later (see below for details). For payment methods such as Direct Debit or invoicing, where the payment isn't processed immediately, you can still fill in the form and verify the data in your system without waiting for the actual transaction (see the section below).
Once you've completed the payment or subscription process, check that the correct confirmation message appears on screen and/or in an email or SMS. Pay close attention to whether the text is accurate for one-off versus recurring donations.
Verify Data in OnlineFundraising
Next, search for your test entries in OnlineFundraising. You can do this from the homepage of OnlineFundraising or by going to Transactional > Contacts. Once you’ve found the correct contact, first check if the data is accurate. Are the expected details included, or is there anything missing from your form?
Next, you should verify that the payment data is accurate. The data will differ depending on whether it’s a one-time donation or a recurring donation.
For recurring donations, check data such as:
- Agreement type
- Purpose accounting code
- Amount
- Frequency
- Next due date + start date
- Tax deduction
For one-off donations, ensure details like:
- Purpose accounting code
- Amount
- Tax deduction
If you have specific UTM codes or other information associated with the payment data set, make sure to open it and verify the data there.
Check Your CRM or Email Platform
Everything looks good in OnlineFundraising, and you've received the correct confirmation – so, all done? Well, not quite. Our experience shows it’s wise to check the data all the way through. This means opening your CRM or email platform (especially if data flows directly from OnlineFundraising) and verifying that everything looks right there too. Often, small errors crop up, especially when copying campaigns. Trust us, this final check will save you a headache later!
Refund Payment and Cancel Subscription
If you wish to refund the payment, simply find the payment and click Refund at the top. The money will be returned to the original account, though it may take a few days, depending on the payment gateway.
To cancel a recurring subscription, open the agreement and click Cancel at the top of the window.
Tip: Check with your finance team if they have any special instructions for testing payments. They may prefer you to assign a different purpose code to easily distinguish test transactions from real ones.
Testing Data from External Forms
If you’re using external forms (e.g., custom-built forms) and transferring data via OnlineFundraising’s API, be extra thorough in testing the data flow. Ensure all data is included and that it merges correctly into confirmation emails.
Be aware that the data needs to match OnlineFundraising’s data model. If you're unsure about anything, don’t hesitate to reach out to support.