How can I hide donor names?

There are several different ways to prevent users from being able to see donor names within ExpensePlus. It's worth noting that many users will only have permission to view the modules they need so will be unable to see donor names at all, even without changing any settings.

Hiding Donor Names when Entering Bank Deposits

When entering bank deposits, you can choose whether to display or hide donor names. If you choose to hide donor names, then donor envelope numbers (the unique reference you assign to each donor) will still display. If you are wishing to hide donor names on the Bank Deposit screen, then we'd recommend you ensure each donor has an envelope number assigned before you change this setting.

To hide donor names on the bank deposit screen, go to the System Settings screen, in the 'System-Wide' section click the 'edit' button on the top right of the section, and then select the option within the popup that appears.

Hiding Donor Names within Donation Reports

Rather than hiding donor names within donation reports, you might wish to restrict the access of user roles for users who only need a high-level summary of donation information to adjust the 'Monthly Comparison (summary totals)' report.

For user roles that need this report, click on the role and ensure this option is selected. Where user roles don't need a donation breakdown, ensure all of the other screens and reports are not checked (as below).

Alternatively, you might choose to hide donor names within the donation reports. To do this, go to the System Settings screen, in the 'System-Wide' section click the 'edit' button on the top right of the section, and then select the option within the popup that appears.

If you do this, then within the user roles settings screen, you can give roles permission to all of the donation reports (where applicable) without any of the donor names appearing. 

Before hiding donor names within donation reports, we'd recommend you ensure each donor has an envelope number assigned before you change this setting. Otherwise, when Finance Users drill into donation transactions, they won't be able to edit transactions, as no data will appear within the select donor dropdown.

Hiding Donor Names within Finance Reports

Rather than hiding donor names within finance reports, you might wish to restrict the access of user roles to not include the All Transaction (by Match) and All Transactions (by Account) reports which they typically do not need. You can do this within the user roles settings screen. Just click on the different roles and ensure users don't have access to these two reports

In addition to this, you should ensure users are not given transactional access to income categories that contain donations within each user's individual settings by clicking on each relevant user.

Alternatively, you might choose to hide donor names within the finance reports. To do this, go to the System Settings screen, in the 'System-Wide' section click the 'edit' button on the top right of the section, and then select the option within the popup that appears.

Before hiding donor names within finance reports, we'd recommend you ensure each donor has an envelope number assigned before you change this setting. Otherwise, when Finance Users drill into donation transactions, they won't be able to edit transactions, as no data will appear within the select donor dropdown.

What happens when I choose to hide Donor Names within reports?

If you choose to hide donor names, then instead of displaying the donor name within finance and donation reports, an anonymous donor reference/envelope number will display instead, and this can be set for each donor on the 'Manage Donors' screen.

If I hide donor names for Bank Deposits, Finance Reports & Donation Reports, will that hide donor names everywhere?

No, there are still places within ExpensePlus where donor names will appear. Here is a list of these places:

• Bank Reconciliation - because donor names could appear within bank transaction descriptions that you upload
• Finance Reports - All Transactions (by Match) and All Transactions (by Account) because donor names could appear within bank transaction descriptions that you upload
• Manage Donors - because donor names need to show within this screen
• Gift Aid Claims - because donor names need to show within this screen
• ChurchSuite Export - because donor names need to show within this screen

Whilst you can't prevent donor names from appearing within the above reports/screens, you can restrict which user roles have access to these screens within the user roles settings screen.