Overview

Setup is a state-level exclusive feature where you configure the foundational elements that drive the entire FutureFund Connect platform. Everything defined here — positions, triggers, document templates, and file generators — flows down through the hierarchy to districts, councils, and units. Changes made in Setup affect the entire state PTA organization.

This is where you define the roles your PTAs use, the compliance tasks they must complete, the documents they need to submit, and the PDF templates that guide them through document generation.

How to Configure Setup

1. Navigate to Setup from the state-level sidebar.
2. You’ll see sections for Positions, Triggers, Document Templates, and File Generators.
3. Select the section you want to configure and follow the specific instructions below.

Positions

Positions define the roles and titles used across the state PTA hierarchy (e.g., President, Treasurer, Secretary, VP of Membership).

1. Click Positions in the Setup menu.
2. To add a new position, click the add button and enter the position name.
3. Positions are available to all entities in the hierarchy when building their board rosters.
4. Edit or reorder positions as your organization’s structure evolves.

Triggers

Triggers are automated rules that generate tasks on a recurring schedule.

1. Click Triggers in the Setup menu.
2. To create a new trigger, click the add button.
3. Configure the schedule — choose monthly, quarterly, or annual frequency.
4. Specify which entities should receive the generated tasks (units, councils, districts, or a combination).
5. Set due dates for the tasks that will be generated.
6. Link the trigger to a document template if the task requires a document submission.
7. Save the trigger — it will automatically generate tasks according to the schedule you defined.

Document Templates

Document templates define the types of documents that entities need to submit for compliance.

1. Click Document Templates in the Setup menu.
2. To create a new template, click the add button and provide a name and description (e.g., “Annual Financial Report”, “Insurance Certificate”, “IRS Tax Filing”).
3. Configure any required fields or instructions that should accompany the submission.
4. Document templates appear as submission types when entities complete tasks that require document uploads.

File Generators

File generators create Liquid-based PDF templates that guide users through structured document generation.

1. Click File Generators in the Setup menu.
2. To create a new generator, click the add button.
3. Build your template using the Liquid templating language.
4. Define fields that users will fill out — these become the form that users complete.
5. Configure field transformations to automatically format input into different output styles (e.g., 15.00 becomes $15.00 or fifteen dollars and zero cents).
6. Set up data pulls to automatically populate fields from existing entity records, reducing manual entry.
7. Add addenda if the generated document needs additional pages or sections.
8. Preview and test the generator before making it available.

Additional Features

• Positions flow downstream: Positions defined at the state level are available to every district, council, and unit when managing their board rosters
• Trigger scheduling: Choose from monthly, quarterly, or annual frequencies to match your compliance calendar
• Automatic task generation: Triggers create tasks without manual intervention, ensuring nothing is missed
• Data auto-population: File generators can pull existing data from entity records, saving users time and reducing errors
• Field transformations: Convert input values into multiple formatted outputs for professional-looking documents
• Addenda support: File generators can include additional pages or sections for complex documents
• Liquid templating: Full Liquid template support gives you flexible control over generated PDF layout and content

Tips

• Plan your positions list carefully at the start — changing position names after entities have built their board rosters can cause confusion.
• When creating triggers, align schedules with your state PTA’s compliance calendar so deadlines make sense for the entities completing them.
• Test file generators thoroughly before rolling them out — use preview mode to verify that field transformations and data pulls work as expected.
• Use document templates to standardize what entities submit, making it easier to review and approve across hundreds of units.
• Setup changes affect the entire state organization, so coordinate with your team before making significant modifications.
• Remember that Setup is only available at the state level — district, council, and unit administrators use what you configure here but cannot modify these settings.