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.

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

Adding Volunteer Opportunities

Q: How do I add a volunteer opportunity?

A: Visit the Opportunities section Opportunities section to post opportunities for your volunteers or to recruit new volunteers.

  1. Select thePlus symbolbutton (top right) to create a new volunteer opportunity
    NOTE: Most fields are optional and can be completed if applicable.
  2. In the General tab, enter the following information:
    • Enter Name of the opportunity (e.g. Front Desk Receptionist)
    • Dates (date range the opportunity is active)
    • Department / Program that the opportunity is affiliated with
    • Select the Site for the opportunity
    • Select the Contact for the opportunity
    • Enter a Description of the opportunity
    • Publication Dates (date range for an opportunity to be viewable by your volunteers or the public). Learn more about Published and Public opportunities here.
      General tab, volunteer opportunities
  3. In the Position tab, select the position that an opportunity is associated with (if applicable)
  4. In the Goals & Benefits tab, enter the Goals and Expected Benefits
  5. In the Qualifications tab, enter the Required Qualifications and Training Provided
  6. In the Scheduling section, enter the time Commitment description, Duration details, and Timeslots that are needed
  7. In the Demographics section, enter the Required Gender and Required Age range for the opportunity (if applicable) Demographics, volunteer opportunities
  8. Enter the Required Skills for the opportunity. Which skills are required for this opportunity?
  9. Enter the Developed Skills for the opportunity. Which skills are developed in this opportunity?
  10. Save buttonthe opportunity. Select Save and Previewto save and view the volunteer opportunity posting (i.e. this is the view existing and potential volunteers will see).

NOTE: When Published, existing and potential volunteers can input their contact information to express interest in a volunteer opportunity. All entries will appear in the Applications tab of the Opportunities section. opportunity apply

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).

Published and Private Opportunities

 Q: What’s the difference between a Published, Public and Private volunteer opportunity

A: Public postings can be viewed by your volunteers and the public.

There are social sharing links for Facebook, Twitter, and Instagram sharing

Also, there is a web link that you can share via social media and email, and it will take existing or potential volunteers to a public web page.

All of the social sharing links are available when you view available opportunities via the Dashboard or when you select the Save and Previewbutton to view the opportunity. ​

If Published is checked, that means that the opportunity is no longer in draft and that the posting is available for your volunteers to view. The date range is used to indicate when an opportunity is published and expires. If the date field is left blank, and Published is checked off, then the opportunity is indefinitely posted for your volunteers with no expiry date.

If Published is unchecked, this means that no one can view the opportunity, just you (and supervisors, depending on assigned access). If neither Published or Public are checked, then the opportunity remains in draft.

When Published, existing and potential volunteers can input their contact information to express interest in a volunteer opportunity. All entries will appear in the Applications tab of the Opportunities section. opportunity apply

Q: When coordinators post volunteer opportunities, is there a web link?

A: Yes, there is a web link that you can share via social media and email, and it will take existing or potential volunteers to a public web page.

There are also social sharing links for Facebook, Twitter, and Instagram sharing

Q: Is the map of volunteer opportunities regional?

A: The map will show all volunteer opportunities based on the site address associated with the opportunity.