Running Staff Lotteries on Trellis

This article provides a step-by-step guide to help you set up and run staff lotteries on Trellis.

Getting Started with Your First Staff Lottery on Trellis

1. Meet with an onboarding specialist to kick off the setup process.
2. Send your Rules of Play, Draw Schedule, and Raffle License (if you already have one) to raffle@trellis.org for review.
3. Trellis will set up your raffle and notify you when it’s ready to go live.

Conducting a Draw on Trellis for Each Lottery

1. Resubmit the Raffle Entry Spreadsheet before each draw.
   • Ensure the spreadsheet is accurate and sent to the Trellis team (at raffles@trellis.org) at least 2 business days before the draw date.

1. Once the draw is ready, Trellis will notify you.
2. You are responsible for completing the draw for each lottery. Follow these instructions to conduct your draw. 

How to Complete the Raffle Entry Spreadsheet

• Fill out the spreadsheet with details of staff participating in the draw before each scheduled draw.
• Do not make any changes to the headers: You must not edit, rearrange, or rename any of the headers in the spreadsheet. Modifying the headers will cause delays in processing your raffle.
• Email field: If you don’t want to include staff emails, leave the field blank.
• Unique ID: Assign each employee a unique ID. You can use their employee number or start at 1 and continue numbering as shown in the sample.
• License Name column: Leave this column blank unless Trellis has specifically asked you to use it instead of the "Draw Name" column.
• Draw Name: Draw names are usually numbered starting with "Draw 1."
  • To confirm the next draw name, click "Edit" on your payroll lottery fundraiser in the dashboard, then choose "Raffles and 50/50s" from the sidebar. The draw name will appear beside the draw date.
• Number of Entries: This indicates how many tickets or entries each employee has purchased.
  • Each employee should only have one row in the spreadsheet, with the number of tickets entered in the "Number of Entries" column.
  • Do not leave any rows with '0' in the "Number of Entries" field. 

FAQ

Q: Do purchasers receive any email confirmation that they have entered the lottery?

A: No, purchasers do not receive any email confirmation by default. Once the Raffle Entry Spreadsheet upload is complete, if you need to send lottery tickets to all purchasers, you can do so using our Messaging System.

Q: A purchaser has asked for confirmation that they have entered, how can I send just their tickets?
A: Once the Raffle Entry Spreadsheet upload is complete, you can look up their transaction in the dashboard under results > all transactions. View the transaction details, then select "resend checkout attachments" which would send the purchase confirmation email with the raffle tickets attached to that purchaser.

Q: Can staff see the raffle page to know the pot size?

A: No, unfortunately the fundraiser with the staff lottery cannot be accessible to staff or purchasers, to prevent others from purchasing tickets directly from that page. If you want to share details around the staff lottery with staff, you will need to create a second fundraising page.

Q: How do I send all of the ticket purchasers their tickets?

A: Using our Messaging tool, you'll be able to send all ticket purchasers an email (if you added email addresses in their bulk upload) and include a PDF of their ticket. To learn more about Messaging, click here.