How to Build a Nonprofit Profile

Welcome to WHEREtoGIVEmidsouth! We are excited that you want to build a profile for your organization. There are a couple of steps you need to take to get started. First, a representative from your nonprofit organization must create an account by clicking on the “Create an Account” link at the top of the page. Once you have created an account, please email and asked to be assigned as the Profile Manager for your nonprofit. It will be helpful if you include the name and EIN of your organization, so we are sure to pair you correctly.

Once you are registered and we have confirmed that you have been paired with your organization, you may login and begin working on your profile. Please use the How to Build a Nonprofit Profile document as a guide to prepare your profile for successful submission.

You may want more than one person at your organization to have access to edit your organization’s profile. That’s okay! Your organization may have more than one Profile Manager. You may add additional profile managers from the NPO Home page in the right side bar.  

Required Fields

Please review the Required Fields document prior to attempting to complete the profile. We recommend that you gather all the required documents and information before you start  so that you are sure that you have everything you need. That will greatly reduce the time it will take you to build your organization’s profile.  Please know that there are 67 required fields that need to be addressed prior to submitting the profile for review. You can check on the number of required fields that you have left to complete at any time once you are assigned as a Profile Manager.

PLEASE NOTE: The FINAL step of building your profile is clicking on the “Send to Foundation” button on the top right of your profile builder found on the Review Changes page. We cannot start reviewing your profile, even if you have completed every field, until you submit the profile to us for review. Don’t forget to click that button!


The section below elaborates on several of the items that we ask for in your organization’s profile. Use this as a guide, and if you have any questions, please reach out to your Profile Coach for more help. 

State Solicitations Permit

Charitable Solicitation Compliance

The Tennessee, Arkansas, and/or Mississippi State Solicitations letter allows a 501(c)3 to legally solicit financial support from donors. Without a copy of this letter on file, WHEREtoGIVEmidsouth cannot solicit donations on your organization’s behalf. This means that we CANNOT give you a “Donate Now” button until we have a copy of this letter. If your organization does not have a “Donate Now” button,  it does not mean that your organization has not been granted the letter by the state; it simply means that your organization has not submitted its letter to WHEREtoGIVEmidsouth.

Below are links for you to obtain the your State Soliciations Permit. Most nonprofits on this site will only need a letter from the State of Tennessee. We have found that in most cases, you should receive a copy of your letter within 3 days of your request.



The financial section of the profile requires the most recent (past 3 years) of finacial documents to be uploaded. This section explains the different financial documents that will be requested of you in order to complete your profile. The clickable links lets you view examples of the documents.

Form 990

A Form 990 is a document used by tax-exempt organizations to provide the IRS with the information required by section 6033. Some members of the public rely on Form 990 as their primary or sole source of information about a particular organization. How the public perceives an organization in such cases can be determined by information presented on its return. An organization’s requirement to file the Form 990 is determined by the amount of its gross receipts or total assets. A chart found on page 7 of the Compliance Guide for Tax-Exempt Organizations explains which Form 990 a tax-exempt organization is required to file. Consult with your Profile Coach to determine an acceptable alternative to the Form 990.

Form 990

Form 990 e-postcard

Which form do I file?



The audited financials of your organization should reflect the financial standing of the organization. If an organization cannot provide audited financials, a Profit/Loss statement and Balance Sheets are an acceptable alternative on a case by case basis. A request to submit alternative documentation must be approved.

Profit/Loss Statment and Balance Sheet

Summary of Financial Activity


Management Plans

Business Continuity of Operations Plan

A business continuity plan is a document that contains the critical information that an organization needs to stay running in the face of adverse events, such as a natural disaster. During the summer months, The Assisi Foundation provides limited, free technical assistance to organizations looking to develop one of these plans. Organizations should contact their Profile Coach if they are interested in this assistance.


For Arts Organizations specifically:


Fundraising Plan

A written plan that defines the focus of an organization’s fundraising efforts, plans out its fundraising calendar, and gives guidance on the strategies and tactics that will be used to achieve fundraising goals.



Strategic Plan

A strategic plan reflects an organization's process of defining its strategy, or direction, and making decisions on allocating its resources to pursue this strategy. The strategic plan also includes control mechanisms for guiding the implementation of the strategy.



Management Succession Plan

Succession planning is the process for identifying and developing internal people with the potential to fill key business leadership positions in the company. Succession planning increases the availability of experienced and capable employees that are prepared to assume these roles as they become available.




Organization Policies and Procedures

Policies and procedures provide the framework within which an organization operates. They define what your organization does and how you do it. It may also include information on the procedures for developing a new policy. An organization should have the policies in place to explain how they will deal with issues when they arise, and to show that they operate in a fair and consistent way towards all employees.


Nondiscrimination Policy

A document that outlines your organization’s policies in regards to discrimination in hiring and management practices.



Document Destruction Policy

A document retention and destruction policy identifies the record retention responsibilities of staff, volunteers, board members, and outsiders for maintaining and documenting the storage and destruction of the organization’s documents and records.




Whistle Blower Policy

A whistleblower policy encourages staff and volunteers to come forward with credible information on illegal practices or violations of adopted policies of the organization, specifies that the organization will protect the individual from retaliation, and identifies those staff or board members or outside parties to whom such information can be reported.