Getting Started Guide

A. Set-up your Organization

organnnn

Visit the main Organization tab (i.e. select your organization’s name along the left-hand side) Happy Good Charity Centre to set up your organization’s profile in Charity Republic.

General:
– Select Type of organization (e.g. Charity, Non-profit)
– Select Volunteer Centre your organization is affiliated with
– Enter Charity or Non-profit registration number
– Include a general description of your organization. Note: This information will appear in volunteer opportunity posts.

• Upload your organization’s Logo
Achievements: Add custom drop down achievements such as training programs (e.g. Orientation, AODA Training)
Options: Select fields that can be edited or accessed by volunteers and/or supervisors. Assign access levels to Supervisors by Department of Site.
• Add Departments / Programs, Sites and Positions within your organization (along top)

B. Add Volunteers

Visit the Volunteers tab to view, add and invite volunteers to use Charity Republic. NOTE: See Tip at bottom for a quick way to upload your volunteers into Charity Republic.

add vol

• To add volunteers, select the Plus symbol symbol and select Create Volunteer
(Note: Add a Supervisor or Administrator here as well)
• If you want your volunteers to access Charity Republic, simply click the Save
and Invite Save and Invite button, Charity Republicbutton and they will receive an email invitation to register. Otherwise, simply Save Save buttonthe volunteer’s profile.
• Create detailed volunteer profiles for each of your volunteers, including Contact information, Position, Employer, Language and Skill information. Plus, Attachments, Notes, Hour tracking and Achievements (e.g. police check, awards, training).

C. Post Volunteer Opportunities

Visit the Opportunities tab to post volunteer opportunities for your volunteers or to recruit new volunteers.

• Select the Plus symbolbutton to create a new opportunity
• Add a Description, Goals & Benefits, Qualifications and Training, Scheduling Requirements, and Required Skills
• Keep an opportunity as an internal post or use social sharing links (e.g. Facebook) or a web link to share volunteer opportunities
sharing

D. Schedule Shifts

Visit the Scheduling tab to schedule volunteers or have volunteers sign up for shifts.

• Schedule volunteers and view the schedule by Day, Week and Month
• To add a new shift, select the Plus symbolsymbol
• Enter the name of the shift (e.g. Front Desk Volunteers) and related details
• Volunteers will receive an email message with shift information and they can
Accept or Decline the shift
• View Scheduled Volunteers Scheduled Volunteers and whether they accepted or declined the shift
• Check Available Positions Availble Positions to see how many volunteers are needed and how many volunteers are scheduled for the shift

E. Run Reports

• Visit the Reports tab (left-side) Reports tab and select one of our canned reports (we’re always up for report suggestions too!)
• When you’re done selecting the filters for a report, select the Generate Report button Generate Report button
• View the HTML version or a report (i.e. view the report on our website) or choose to export the report to Excel

F. Communicate message

• Select the Mail icon (top toolbar) to communicate and send messages to your volunteers. If your volunteers have an email attatched their profile, they will recieve a copy of the message in their email account.

messaging example

 

G. Notifications notifications

• Select the Bell icon (top toolbar) to view all notifications (e.g. birthdays, anniversaries, shift requests)

Tip: Upload your volunteers

Instead of adding volunteers manually one-by-one, we can upload a volunteer list for you (click here for the template > select File > Download as > Microsoft Excel).

Inviting Volunteers, Supervisors, and Administrators

Q: How do I add a new Volunteer, Supervisor or Administrator to use Charity Republic?

A: An organization can add volunteers by clicking on the Volunteers tab Volunteers Tab then selecting the “+” icon and selecting Create Volunteer or Create Administrator or Create Supervisor. Simply add the following information to create a new profile:

  • Name: First Name and Last Name of the volunteer.
  • Status: The status of the volunteer (e.g. Active, Pending Approval).
  • Started: The date the volunteer started to volunteer with your organization.

General Tab

Q: How do I invite a Volunteer or Supervisor to use Charity Republic?

An organization can invite volunteers, supervisors, or administrators to use Charity Republic by selecting the Save and Invite button Save and Invite button, Charity Republicon the volunteer’s profile (top right) 

The following screen will appear. Enter the email address here (the email address will autopopulate if an email address has already been added to the volunteer’s General profile).

Email Invitation to Volunter, Charity Republic

When the Send button is selected, they will receive an email invitation to create a Charity Republic account.

Q: What does a Volunteer and Supervisor invitation look like?

When a volunteer has been invited to use Charity Republic, they will receive an email message as follows.

Volunteer email invitation text, Charity Republic

Both the subject line and the message will include the name of your organization (e.g. Happy Good Charity Centre).

The volunteer simply selects the Accept link to create a volunteer account with their own username and password.

TIPS:

A volunteer’s username appears in the General tab (first tab on left) of their volunteer profile.

Also, we can upload your volunteers for you. Simply fill out the excel template we provide and share it with us for uploading (it takes 5 minutes on our end)!

Q: How do I know if a Volunteer has accepted the invitation?

A:  Select a volunteer. At the bottom of the General tab (first tab on left), it will indicate whether the volunteer has accepted the invitation.

Volunteer has not accepted invitation, General Tab

Q: Can we just add a Volunteer without inviting them to use Charity Republic?
– What if a Volunteer does not have an email address?
– If we don’t invite the Volunteer, are we responsible for adding all of the Volunteer’s information?

A: It’s your choice as a coordinator whether to invite a volunteer to use Charity Republic or not. Perhaps some of your volunteers are not tech savvy, or you prefer to have full control over a volunteer’s profile.

There are several options for updating a volunteer’s profile if you prefer not to invite them to use Charity Republic:

  • We can bulk upload volunteers and relevant profile information for you. In case you need help uploading your existing volunteers into Charity Republic, we can share the Excel template with you.
  • Volunteers can update their profile information when they arrive for orientation (e.g. on a work computer)
  • A Volunteer Manager can request a volunteer to share the necessary profile information and it can be manually added to a volunteer’s profile

You also have the ability to invite a segment of your volunteers (e.g. youth, volunteers that are comfortable with technology). Either way, the Administrator and Supervisor will have access to all Volunteer Profile information for editing if required.

Q: What if my Volunteer does not have an email but I still want them to manage their own profile?

A: The Administrator or Supervisor can send the volunteer invitation to themselves and create an account for volunteers in this situation.

– Select the Save and Invite button Save and Invite button, Charity Republicin the volunteer’s profile (top right)
– Enter your email address and select Send
– You will receive an email invitation
– Accept the invitation and register as a volunteer

NOTE: Ensure that the Administrator or Supervisor is logged out of their account before “Accepting” the email invitation.  Otherwise, the volunteer will be linked to the Administrator or Supervisor account.

Q: What happens if my volunteer registers as an organization (Administrator) instead of as a volunteer?

A: When a volunteer registers as an organization, simply send your volunteer an invitation (see instructions above). The volunteer can then click on the link in the email invitation and instead of registering for another account, they can log in using the same username and password they originally created.

Q: What happens if my Volunteer or Supervisor did not receive the invitation?

A: It’s not common for email invitations to be marked as junk, but sometimes they can get caught through spam filters and go to Junk folders. Please have your volunteer double check their Junk folder. If there is a Search function in the volunteer’s email client, they can also search on “noreply@charityrepublic.com” to locate the email. Finally, a volunteer can add “noreply@charityrepublic.com” to a Safe Senders List so that it does not get blocked in the future.

General Questions

Q: How does an organization register for an account?

A: Visit www.charityrepublic.com, select register or try it free to Register your organization. Enter the following details:

  • Organization: The formal name of your organization.
  • Name: First and Last Name of the main account administrator (e.g. person registering, Volunteer Manager’s name)
  • Email: The email address of the person registering.
  • Username: The username that will be used to access the account via the Login page.
  • Password: The password for the account.
  • Referral: How did you hear about us? Select referral source that applies.
TIP:

Remember that you only need one organization account. You can invite volunteers and supervisors to join your organization from this main account.

 Q: By registering, am I committing to using the software?

A: There is no commitment to using Charity Republic. We offer 2 month free trials and organizations can choose to continue and pay month-to-month or on an annual basis after their trial is complete. Otherwise, organizations can discontinue use of the software after their trial. Note: We do not require credit card information in order for organizations to register for a free trial.

Q: What privacy and security measures does Charity Republic have in place

A: Charity Republic does not sell user data or advertise to users. We have an SSL certificate and our data is stored on a secure server. Note, we work with over 35 school boards and universities and we’ve been through multiple security reviews to ensure we meet privacy and security requirements.

Here are our User and Privacy agreements.

Q: Who qualifies as a grassroots organization?

A: Grassroots organizations receive our software for free for one year (after which the organization may qualify again). There are several types of grassroots organizations and the qualifications include:

  • Organizations that are completely volunteer driven
  • Organizations that have limited financial resources (less than $100K annually)
  • Organizations that are just starting out, like a “startup” charity

Note: We determine eligibility on a case-by-case basis.

Q: What is PREB-Ontario and how is it integrated with Charity Republic

A: Charities and non-profits can recognize volunteers for the skills they demonstrated while volunteering by creating PREB-Ontario certificates. These certificates outline tasks and activities in detail, based upon the National Occupation Classification, and also detail key aspects of a volunteer’s experience, such as hours of volunteering completed, activities performed, special achievements, training obtained and special comments by supervisors. PREB-Ontario is administered by the Ontario Volunteer Centre Network part of the Volunteer Legacy initiative from the Pan/Parapan Am Games and has been made possible through funding support from the Government of Ontario.

Colour Coding the Schedule

Q. What are the different colours that appear on the schedule?

A.  There are 4 colours that will show when you are scheduling volunteers on the calendar depending on the positions that have been filled for each shift.

  • Events without positions = grey
  • All positions have been filled = green
  • Some positions have been partially filled = orange
  • There are no positions that are filled = red

Bulk Inviting Volunteers

Q: Can I invite multiple volunteers to register with Charity Republic at once?

A: Yes, administrators have the ability to send a batch invite selected volunteers.

– Select the batch button on the main Volunteers tab (top right)
– A list of all active volunteers will appear with the option to check markselect all the volunteers you would like to invite
When you have checked off all of the desired volunteers, click the send button in the top right to send out email invitations

Removing or Deleting Volunteers

Q: How do I delete a volunteer from Charity Republic?

A: To delete a volunteer:

– Select the delete buttob button in the volunteer’s profile (top right)
– A confirmation pop-up box will appear
Click OK to delete the profile
confirmation

NOTE: Once a volunteer’s account has been deleted, all of the information associated with the profile will also be deleted.

Q: Can I disable access for a volunteer but still keep their demographic information?

A:  Yes, you have the ability to revoke access for a volunteer so that they no longer have the ability to log in or view/edit their profile.

– Select the revoke access button in the volunteer’s profile (General tab)
– A confirmation pop-up box will appear
Click OK to revoke the volunteer’s access

NOTE: By revoking access for a volunteer, a volunteer will no longer be able to log into their account, but you will still be able to view and edit their profile.

Integrating Applicants From Other Software Programs

Integrating volunteer applicants from other programs

You can integrate volunteer applicants from other programs and websites (e.g. Volunteer Centre software that is used to organize volunteer opportunities from multiple charities and non-profits) under the Application Sources tab on your opportunities pages:

1. Log in as an Administrator or Supervisor
2. Select Opportunities from the left sidebar
3. Choose the opportunity associated with the applications
4. Select the Application Sources tab
5. Click Add Source
6. Enter the information required to access your applications *
7. Click Save

Charity Republic fetches subscribed applications each hour.

* We currently support applications published through Volunteer Centre software such as Volunteer Attract, and other compatible websites. Please contact us for information about the expected format for volunteer applications.


Opportunity ID
The ID associated with the opportunity under Volunteer Attract.

URL
The address where your applicants can be retrieved.

Username
The username required to access your applicants.

Password
The password required to access your applicants.

 

Importing applicants from spreadsheets like Google Forms

You can import applicants from a spreadsheet (e.g. Google Forms, Excel) under the Applications tab on your opportunities pages:

1. Log in as an Administrator or Supervisor
2. Select Opportunities from the left sidebar
3. Choose the opportunity associated with the applicants
4. Select the Application Sources tab
5. Click the Choose File button under the Upload Applicants label
6. Choose the CSV spreadsheet you wish to upload *
7. Click Save

* The spreadsheet must include these columns (please contact us at info [at] charityrepublic.com for the template):

– application_number
– application_source
– first_name
– last_name
– email
– phone
– message

Creating volunteer profiles for applicants

Once the applicant information has been received, you can create volunteer profiles for applicants under the Applications tab in the Opportunities section:

1. Log in as an administrator or supervisor.
2. Select Opportunities from the left sidebar.
3. Choose the opportunity associated with the applicants.
4. Select the Applications tab.
5. Check the Create volunteer profile for this applicant checkbox for the required applicants
6. Click Save

Charity Republic first looks for volunteers matching the applicant, creating a new profile when one cannot be found. The system then assigns the position associated with the opportunity to the volunteer.

Incorporating Volunteer Opportunities from Other Software Programs

You can incorporate volunteer opportunities from other websites (e.g. a Volunteer Centre database that compiles volunteer opportunities from multiple charities and non-profits) under the Opportunity Sources tab on your organization page:

1. Log in as an Administrator.
2. Select your organization from the left sidebar (i.e. click on your organization’s name).
3. Select the Opportunity Sources tab
4. Click Add Source
5. Enter the information required to access your opportunities *
6. Click Save

Charity Republic fetches subscribed opportunities each hour.

* We currently support opportunities published through systems such as Volunteer Attract, and other compatible websites. Please contact us for information about the expected format for volunteer opportunities.


Organization ID
The ID associated with your organization in the system you are using (e.g. Volunteer Centre software that is used to aggregate volunteer opportunities).

URL
The address where your opportunities can be retrieved.

Username
The username required to access your opportunities.

Password
The password required to access your opportunities.

Availability

Q: Is there a way to track a volunteer’s availability?

A: An organization can track detailed availability for scheduling via the Availability section (in a volunteer’s profile).

1. Select Availability icon availability (along top of volunteer’s profile)
2. Select Plus symbolsymbol (top right) to track new availability
3. Select the dates range and select if that the volunteer is available or unavailable.
avai vs unavai
4. Use the Description to add any specific comments or notes about the times the volunteer can be scheduled
5.  Click the Timeslots on the left to indicate the different days and times they can volunteer
7. Make sure to click Save! Save button

NOTE: You can run a report on the availability of all your volunteers.

You can also add a more general date ranges to indicate whether a volunteer is available or unavailable. Under time slots you can indicate the different times a volunteer is available (i.e. Monday Morning, Tuesday Afternoon)

timeslotsss

NOTE: Morning is considered anytime before 12:00PM. Afternoon is from 12:00PM-6:00PM. Evening is anytime after 6:00PM.

 

Clients

A client is defined by your organization. For instance, a client could be a refugee family or a client could be a senior who received visits from volunteers.

Q: How do I add a new Client?

A: Visit the main Organization tab (i.e. select your organization’s name along the left-hand side) Happy Good Charity Centre to set up your organization’s Clients.

  1. Select the Clients icon along the top clients
  2. Select thePlus symbolbutton (top right) to add a new client or group (e.g.
  3. Enter the Name of the client, company or group
  4. Attatch any Addresses, Contacts or Notes to a client
  5. Save buttonthe information

NOTE: The start and end date in the organization section represents the dates they were a client with the organization.

Q: How do I link a Volunteer to a Client?

A: Visit the main Volunteers section Volunteers Tab and select a volunteer.

  1. Select the Clients icon clients(top)
  2. Select thePlus symbolbutton (top right) to select or assign a new client
  3. Select a Client from the drop-down (this client would have been created via the Organization section)
  4. Add the start and end date if applicable
  5. Save buttonthe information

NOTE: The start and end date in a volunteer profile represents the dates they were assigned to a client. You can add and attach an unlimited number of Clients to a volunteer. Simply select thePlus symbolbutton (top right) to add another client.

Volunteer Data Upload Template

Instead of adding volunteers manually one-by-one, we can upload a volunteer list for you.

  • Click here for the template (available in Google Docs)
  • Select File
  • Select Download as > Microsoft Excel

data uplaod form

Fill in the details and send it back to info@charityrepublic.com. We will upload the password protected volunteer information to your account.

NOTE: If you are unable to access this file via Google Docs, then we can email you a copy in Excel format.

PREB-Ontario Volunteer Certificates

A Volunteer Experience Recognition Program, PREB-Ontario is a standardized volunteer recognition system facilitated by the Ontario Volunteer Centre Network (OVCN). Once an organization becomes PREB-Ontario certified, they can integrate and populate volunteer information from Charity Republic into volunteer recognition certificates. Click here to view a sample certificate.

Connecting PREB-Ontario and Charity Republic

Connect Charity Republic and PREB-Ontario following these 5 simple steps:

1. Visit the main Organization section (i.e. select your organization’s name along the left-hand side) in Charity Republic

2. Select the PREB-Ontario tab and click the Connect with PREB-Ontario01-organization-connect (3) button to open the PREB-Ontario website

3. Log in on the PREB-Ontario site and click Admin

4. Under Synchronization Tools, choose Charity Republic Sync (this will take you back to the Charity Republic site)

5. In Charity Republic, choose which organization should be associated with PREB-Ontario and click Connect with PREB-Ontario

preb-connect (3)

Sending Information to PREB-Ontario

Once you have connected the two systems, you can start sending information from Charity Republic to PREB-Ontario to populate certificates. Charity Republic shares the following information with PREB-Ontario:

  • First Name, Last Name, Gender and Age Group
  • Email, Address
  • Organization Name, Position Name
  • Total Hours volunteered

To send volunteer information and hours to PREB-Ontario, follow these two simple steps:

1. Visit the main Organization section (i.e. select your organization’s name along the left-hand side) in Charity Republic

2. Select the PREB-Ontario tab and click the Send to PREB-Ontario 02-organization-send (3) button

After sending volunteer information and hours, you can issue certificates for volunteers from within PREB-Ontario.

To learn more about Charity Republic’s partnership with the OVCN, read more here.

To become PREB-Ontario certified or to learn more about the certificate program, please contact the OVCN here.

Role Description Templates

Template role descriptions are available to pre-populate Volunteer Opportunity and Position postings. There are over 500 roles based on the National Occupation Classification (NOC) codes and the work of the Ontario Volunteer Centre Network (OVCN) who have created sector specific role descriptions informed by NOC.

  • When in the Opportunities or Positions section, simply click on the Templates button (top-right) to access all of the role descriptions
  • Search for specific roles (e.g. Fundraiser) using the Search field along the top, then select and review the role description which includes information regarding the affiliated NOC code(s), tasks/activities, skills/competencies, and related occupations
  • Select the Create Opportunity or Create Position button to populate the following fields: Name, Contact, Description in the Volunteer Opportunity or Position postings respectively