Charity Republic – Page 3 – Charity Republic FAQs

Hiding Fields

Q: Can I hide or disable certain fields?

A: Yes, there are a couple of options available for hiding and disabling fields.

Lock a Volunteer Profile:

There is a lock option in a volunteer’s profile (top-right). When selected, a volunteer can view all fields in their profile but the volunteer cannot edit those fields.

NOTE: Volunteers can only view their own profiles and not those of other volunteers. All Notes are hidden from a volunteer unless otherwise indicated by the Administrator or Supervisor.

Field Access Options:

Administrators have the ability to disable and hide certain fields. Visit the Organization section (i.e. select your organization’s name along the left-hand side) and select the Options tab.

Under Field Access Options, select one of the following options beside the field listed:
– Volunteers, supervisors, and administrators can view and edit this field (default)
– Supervisors and administrators can view and edit this field
– This field has been disabled and cannot be viewed or edited

NOTE: Administrators have the ability to view and modify all fields.

Position vs. Volunteer Opportunity

Q: What’s the difference between a Volunteer Opportunity and a Position?

A: A volunteer opportunity is used to recruit new or existing volunteers to volunteer for your organization and the title may be catchy, similar to an advertisement.

A position is the name of an actual volunteer position within the organization and may have a more official and perhaps more detailed internal job description as compared to a volunteer opportunity.

For instance, a public facing volunteer opportunity may not have as much detail or may not contain confidential information about a position (e.g. details related to travel reimbursements).

Positions

Q: How do I add a Position for a volunteer?

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

Select the Positions icon (top)
Select thebutton (top right) to select or create a new position (e.g. Front Desk)
Select a Position from the drop-down (this position would have been created via the Organization section) Or, create a new position:

Enter the Name of the position
Select the Department / Program that the position is affiliated with
Select the Site for the position
Select the Supervisor for the position
Enter a Description of the position
the information

Q: Can I add multiple positions for a volunteer?

A: You can add an unlimited number of positions for a volunteer. Simply select thebutton (top right) to add another Position.

Q: How do I search for a volunteer by position?

A: Please visit the Searching for volunteers section here to learn more.

Positions

Q: How do I add a new Position?

A: Visit the main Organization section (i.e. select your organization’s name along the left-hand side) to set up your organization’s Positions.

Select the Positions icon
Select thebutton (top right) to create a new position (e.g. Front Desk)
Enter the Name of the position
Select the Department / Program that the position is affiliated with
Select the Site for the position
Select the Supervisor for the position
Enter a Description of the position
the information

NOTE: You can add an unlimited number of positions for your organization. Simply select thebutton (top right) to add another Position.

Q: Can I add multiple positions for a volunteer?

A: Yes, you can add and associated an unlimited number of positions with a volunteer. Simply visit the volunteer’s profile, and select the Position iconto add a position for that volunteer.

Q: How do I search for a volunteer by position?

A: Please visit the Searching for volunteers section here to learn more.

Site

Q: How do I add a new Site?

A: Select the main Organization tab (i.e. select your organization’s name along the left-hand side) to set up your organization’s Sites.

Select the Site icon
Select thebutton (top right) to add a new site
Enter the Name of the site (e.g. Main Office)
Enter a description of the site (e.g. This is the main administrative building.)
Select the Address tab (left side) and enter the address information for this site
Select the Contact tab (left side) and enter the main contact information for this site by selecting the Add Contact button
Save the information

NOTE: You can add an unlimited number of Sites. Simply select thebutton (top right) to add another site.

Department / Program

Q: How do I add a new Department or Program?

A: Visit the main Organization tab (i.e. select your organization’s name along the left-hand side) to set up your organization’s Department / Program.

Select the Department / Program icon
Select thebutton (top right) to add a new department or program (e.g. HR Department, Reading Program, Volunteer Department, Accounting)
Enter the Name of the department or program
Enter a description of the department or program
the information

NOTE: You can add an unlimited number of Departments or Programs. Simply select thebutton (top right) to add another Department / Program.

Set up your Organization

Q: How do I set up my organization?

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

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• 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)

Keywords

Q: How do I use the Keywords field and search for Keywords?

A: Organizations can use the Keywords field (Demographics tab in a volunteer’s profile) to identify specific characteristics of a volunteer.

For instance, the keywords field can be used to link family members (e.g. Smith Family), identify specific skills (e.g. Piano Playing, Marketing), and corporate groups (e.g. TD Group).

The keywords field is flexible and keywords are defined by your organization. NOTE: Use commas to separate keywords (e.g. Marketing, Graphic Design).

To search on Keywords later, visit the Volunteers tab . For example, if you use “Smith Family” as a keyword then you can search for relations with that keyword via the Search bar in the Volunteers tab to view all family members. To learn more about searching, visit our Searching Volunteers FAQs here.

TIP: Keyword CONsistency

Keywords can be specific to an organization. In order to maintain consistency of keywords within your organization, you can maintain a common list of keywords and ‘rules’ internally to be shared among all Administrators and Supervisors (e.g. corporate group format as “[Company Name] Group”).

Searching Volunteers

Q: How do I search and filter for individual volunteers, groups of volunteers or for specific volunteer characteristics?

A: There are several ways to search for an individual volunteer or for characteristics of volunteers namely:

(i) Select the Volunteer tab (left-hand side) then use the search bar to filter volunteers.

Use the search box to enter a volunteer’s name, employer, education, or a keyword (e.g. marketing) and select the Search button to filter results. For example, if you used “marketing” as a keyword in several volunteer profiles, then all of those volunteers will be listed.

You can also filter by Access (e.g. Volunteer, Supervisor, Administrator) and Status (eg. Active, Inactive, Pending Approval).

Use the Advanced Search to to access additional filters such as Position, Department, Site, Age, etc.

(ii) The Reports section (left-side) can be used to run specific reports on skills, languages, hours, etc. with several filtering options as well. Visit the Reports FAQs here.

Q: How can I find my inactive volunteers?

A: You can locate your inactive volunteers via the Volunteers tab . Select “Inactive” from the Status drop-down menu along the top OR select the Advanced Search button to filter your volunteers.

NOTE: Status autodefaults to “Active” in the Volunteers tab.