Charity settings

The Charity details page is where you record the legal identity Mercleo prints on every official donation receipt, and where you can see whether Mercleo has verified that identity. Find it under Settings, in the Payments section, as Charity details. The page holds two cards: your charity identity and your authorized signing officers.

Charity details appears only when your account has the Giving module and Donor management is switched on for your workspace. Both have to be true: the module alone does not turn on the donor surface, and switching Donor management on without the module does nothing either. If either is missing, opening the page sends you back to the Mercleo home.

Verification status

A status banner sits above both cards. Before Mercleo has confirmed your charity registration, it reads:

Donations are paused until Mercleo confirms your charity registration, contact support.

Once verified, the banner switches to a neutral confirmation naming your registration number and the date Mercleo confirmed it:

Charity registration verified by Mercleo (<registration number>) on <date>. Donations and tax receipts are active.

This is the most important fact on the page: while unverified, Mercleo refuses online donations and blocks issuing tax receipts everywhere else in the product, even if every field on this page is filled in correctly. Filling in your details does not verify you. That is a separate check by Mercleo staff, and it is why the page stays reachable before verification is done: it is where you supply the details Mercleo checks against. Configure your charity identity below, then contact support if the banner has not switched to verified within a reasonable time.

Filling in your charity details

The Charity details card carries the following fields:

• Legal name: your charity's name exactly as registered with the CRA. Required.
• Registered address: Street, City, Province / Territory, Postal code, and Country. Country defaults to Canada. These fields are not individually required, but they print on the receipt.
• BN / RR number: your CRA business and registration number. Required, and it must take the form 123456789 RR 0001 (nine digits, a space, RR, a space, four digits).
• Effective registration date: a date picker for the day your charitable registration took effect. Required.
• Fiscal year end: entered as month and day, e.g. 12-31. Required, and validated against the MM-DD pattern (month 01-12, day 01-31).
• Timezone: a picker of common Canadian zones (Newfoundland through Pacific), defaulting to America/Toronto. This is the charity's local calendar, and gift dates are interpreted in this zone.
• Default issuance mode: either Per donation or Annual consolidated. Covered in detail below.
• Serial prefix: optional text prepended to your receipt serial numbers, e.g. 2026-. Leave it blank for plain serial numbers.

Click Save to store the details. A Saved confirmation appears next to the button. There is one charity record per workspace, so each save overwrites the previous values.

If a value fails validation, the save is rejected with a message under the form. A malformed BN/RR returns "bn_rr must be a CRA registration number in the form "123456789 RR 0001" (9 digits, " RR ", 4 digits)"; a bad fiscal year end returns "fiscal year end must be in MM-DD form (e.g. 12-31)"; an invalid effective date returns "effective registration date must be a valid YYYY-MM-DD date".

Choosing a default issuance mode

The Default issuance mode sets how receipts are issued by default. There are two options:

• Per donation: issue one receipt per gift as it comes in. This is the default for new workspaces.
• Annual consolidated: issue one consolidated receipt per donor per fiscal year.

Your fiscal year end and timezone work together to define those fiscal-year windows. The timezone is the charity's local calendar, used to decide which fiscal year a gift falls in, so set it to your charity's actual operating zone before issuing receipts.

Adding signing officers

The Signing officers card lists the people authorized to sign receipts. The CRA requires receipts to be signed by an authorized individual, and at least one officer is required before you can issue receipts. To add one, fill in the Name field (required) and click Add signatory. Submitting without a name returns "Signatory name is required."

You can attach an optional Signature image when you add the officer. The file picker accepts PNG, JPEG, or WebP up to 2MB, and the image is stored privately. After the officer is created, the image is uploaded against that record, so it appears in the Signature column of the table. An oversized file returns "Signature image must be 2MB or smaller." and an unsupported type returns "Signature image must be a PNG, JPEG, or WebP file."

Each officer appears in a table with Name, Signature (a preview thumbnail, or a dash when none is stored), and Status (an Active or Inactive badge). Active officers sort to the top.

Deactivating an officer

Officers can be deactivated but not deleted. Click the trash icon on an active row to deactivate that officer. A confirmation prompt explains that they stop appearing as an available signing officer and that receipts already issued under their name are unaffected. After deactivation, the badge changes to Inactive and the row keeps its history. Inactive officers are not offered when issuing new receipts.