Checklist · Employee Giving
Employee Giving launch checklist — Step by Step 2026
Launching an employee giving platform requires careful planning and execution. This checklist guides you through each phase, ensuring a successful launch and maximizing employee engagement. Address key pain points like integration, adoption, and cost-effectiveness by following these steps.
Phase 01
Planning & Strategy
- 1.1critical2 days
Define your Employee Giving Program Goals
Clearly outline what you want to achieve with your employee giving program. Consider alignment with company values and employee interests.
- 1.2critical3 days
Research and Select a Platform
Evaluate different employee giving platforms like leading and emerging players in this space based on features, integration capabilities, and cost.
- 1.3high1 day
Determine Budget and Resources
Allocate sufficient budget and resources for platform subscription, marketing, and ongoing support.
- 1.4high1 day
Identify Key Stakeholders
Involve HR, finance, and employee representatives in the planning process.
- 1.5critical2 days
Establish Compliance and Legal Requirements
Ensure your program complies with relevant regulations and tax laws.
- 1.6medium1 day
Define Key Performance Indicators (KPIs)
Establish metrics to track the success of your employee giving program, such as participation rate and donation amount.
- 1.7high2 days
Create a Communication Plan
Develop a strategy for communicating the program benefits and how to participate to employees.
- 1.8high0.5 days
Designate a Program Administrator
Assign a dedicated person or team to manage the employee giving program.
- 1.9medium1 day
Choose Initial Charities/Causes
Select a range of charities or causes to offer employees, or allow them to choose their own.
- 1.10critical3 days
Set up Integration with Payroll/HR Systems
Plan for seamless integration with existing HR and payroll systems for donation processing.
Phase 02
Platform Configuration
- 2.1high2 days
Configure Platform Settings
Set up the chosen platform with your company branding and program details.
- 2.2critical3 days
Integrate with Payroll and HR Systems
Connect the platform with your payroll and HR systems to automate donation processing and reporting.
- 2.3medium1 day
Set Up User Accounts
Create employee accounts and configure access permissions.
- 2.4high1 day
Customize Donation Options
Configure donation amounts, matching programs, and recurring donation options.
- 2.5medium1 day
Configure Reporting and Analytics
Set up reporting dashboards and analytics to track program performance.
- 2.6critical2 days
Test the Integration
Thoroughly test the integration with payroll and HR systems to ensure accurate data transfer.
- 2.7critical1 day
Set up tax receipt generation
Ensure the platform can automatically generate tax receipts for employee donations.
- 2.8critical1 day
Configure security settings
Implement security measures to protect employee data and donation information.
- 2.9medium0.5 days
Customize email notifications
Personalize email notifications for donations, matching gifts, and program updates.
- 2.10medium0.5 days
Set up administrative roles
Define different administrative roles with specific permissions for managing the platform.
Phase 03
Pre-Launch Communication
- 3.1high1 day
Announce the Program Internally
Communicate the upcoming launch of the employee giving program to all employees.
- 3.2high0.5 days
Highlight Program Benefits
Emphasize the benefits of participating in the program, such as tax deductions and company matching.
- 3.3medium2 days
Provide Training Materials
Create training materials and FAQs to guide employees on how to use the platform.
- 3.4medium1 day
Host Information Sessions
Conduct information sessions to answer questions and address concerns about the program.
- 3.5low1 day
Gather Employee Feedback
Solicit feedback from employees to improve the program and address any potential issues.
- 3.6medium1 day
Create Internal Marketing Materials
Design visually appealing materials to promote the program internally, such as posters and email banners.
- 3.7high0.5 days
Prepare a launch day announcement
Draft a compelling announcement for the day of the launch to generate excitement and encourage participation.
- 3.8high1 day
Train support staff
Ensure that HR and IT support staff are trained on the platform and can answer employee questions.
- 3.9medium1 day
Prepare a Q&A document
Anticipate common questions and prepare a comprehensive Q&A document to address employee inquiries.
- 3.10low0.5 days
Segment internal communications
Segment internal communications based on department or location to tailor messaging and ensure relevance.
Phase 04
Launch & Promotion
- 4.1critical0.5 days
Officially Launch the Program
Announce the launch of the employee giving program to all employees.
- 4.2high1 day
Promote the Program Through Various Channels
Use email, internal newsletters, and company intranet to promote the program.
- 4.3medium1 day
Offer Incentives for Participation
Consider offering incentives, such as matching donations or paid volunteer time, to encourage participation.
- 4.4medium1 day
Highlight Success Stories
Share success stories of employees who have made a positive impact through the program.
- 4.5high0.5 days
Monitor Program Participation
Track program participation and identify areas for improvement.
- 4.6medium1 day
Run a Launch Day Contest
Organize a contest on launch day to incentivize early adoption and engagement.
- 4.7low0.5 days
Feature the Launch on Social Media
Share news about the launch on company social media channels to increase awareness.
- 4.8high0.5 days
Partner with Executives for Promotion
Involve senior executives in promoting the program to demonstrate leadership support.
- 4.9medium0.5 days
Send a series of reminder emails
Send a series of reminder emails in the days and weeks following the launch to keep the program top-of-mind.
- 4.10medium1 day
Solicit initial feedback
Actively solicit feedback from early adopters to identify any issues and improve the program.
Phase 05
Post-Launch Optimization
- 5.1high2 days
Analyze Program Data
Review program data to identify trends and areas for improvement. Utilize the analytics tools of platforms like the category leader.
- 5.2medium1 day
Gather Employee Feedback
Continuously solicit feedback from employees to improve the program and address any issues.
- 5.3medium1 day
Optimize Communication Strategies
Adjust communication strategies based on employee feedback and program data.
- 5.4low1 day
Add New Charities/Causes
Expand the selection of charities and causes based on employee interests and feedback.
- 5.5high1 day
Promote the Program Continuously
Continue to promote the program through various channels to maintain employee engagement.
- 5.6critical1 day
Review and Update Compliance Measures
Regularly review and update compliance measures to ensure adherence to regulations and best practices.
- 5.7medium1 day
Assess platform performance
Evaluate the performance of the employee giving platform and identify any areas for optimization or improvement.
- 5.8low1 day
Benchmark against industry standards
Compare program performance against industry benchmarks to identify areas for improvement and best practices.
- 5.9medium1 day
Automate reporting
Automate the generation of reports to track program performance and streamline administrative tasks.
- 5.10medium1 day
Re-evaluate platform cost
Periodically re-evaluate the cost-effectiveness of the employee giving platform and explore alternative options if necessary.
Pro tips
- Prioritize integration with existing HR and payroll systems to streamline donation processing and reporting.
- Offer a variety of giving options, including one-time donations, recurring donations, and volunteer opportunities, to cater to diverse employee preferences.
- Communicate the impact of employee giving to inspire participation and showcase the positive change being made.
- Leverage data analytics to track program performance, identify trends, and optimize strategies for increased engagement.
- Ensure compliance with relevant regulations and tax laws to maintain the integrity of the program and avoid potential legal issues.