Organization – Charity Republic FAQs

Why don’t my Dashboard statistics match my records?

If you are on your dashboard, you may notice a mismatch between the statistics shown and your records. Note that when you are on your dashboard, it defaults to the last month of data. There is a drop down menu in the top right where you can select how far back you want to view your statistics (1 month, 3 months, 6 months, 4 years, 5 years).

Note, there is also a report that presents similar information. To access it, click on the Reports tab on the left side menu and select the Engagement Statistics report.

Administrator and Supervisor Access

Q: What is the difference between Administrators and Supervisors?

Administrators have access to everything in their organization’s Charity Republic account while supervisors are more limited in what they can access and change.

Both administrators and supervisors can:

Edit their own profile
Create volunteers
Add clients and positions
Schedule volunteers
Sign volunteers in and out
Add volunteer opportunities
Generate Reports
Modify and update volunteer hours

Only administrators can:

Invite volunteers
Create administrators or supervisors
Edit the organization’s profile (Supervisors can add/change Clients and Posititions)
Choose what information is visible to administrators, supervisors, and/or volunteers through the Options tab
Enable or disable volunteer scheduling through the Options tab
Connect the organization to PREB-Ontario
Add departments/programs, and sites to the organization

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) to set up your organization’s Clients.

Select the Clients icon along the top
Select thebutton (top right) to add a new client or group (e.g.
Enter the Name of the client, company or group
Attatch any Addresses, Contacts or Notes to a client
the 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 and select a volunteer.

Select the Clients icon (top)
Select thebutton (top right) to select or assign a new client
Select a Client from the drop-down (this client would have been created via the Organization section)
Add the start and end date if applicable
the 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 thebutton (top right) to add another client.

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-Ontario 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 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 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 or button to populate the following fields: Name, Contact, Description in the Volunteer Opportunity or Position postings respectively

Formatting Your Logo

Q. My organization’s logo doesn’t look right when I upload it – how can I make sure that it doesn’t get cut-off?

A: Because you’re uploading your logo to fit within a circle icon on Charity Republic, you’ll need to make sure that you upload either a squared/icon version of your logo, or format your existing logo so that it doesn’t get cut off.

To format your logo, you can utilize a free online editor like Pixlr using these easy steps:

Ensure that you have a saved copy of your logo on your desktop
Navigate to the Pixlr editor here and select ‘Create new image’
Set the values in both the ‘Width’ and the ‘Height’ boxes to 1000 then select ‘OK’
Along the top navigation bar, select ‘Layer’ and then choose ‘Open image as layer’ from the drop down that appears
If your logo appears centered on the canvas with plenty of white space around it, you can select ‘File’ and then ‘Save’ from the top navigation bar and upload it to Charity Republic as normal
If your logo appears on the white space but is too big with little to no white space around it, select ‘Edit’ and then ‘Free Transform’ from the top navigation bar to manipulate the size of your logo
Once the logo is centered on the canvas with plenty of surrounding white space, follow the steps above to save your new logo to your desktop and upload it to Charity Republic

NOTE: If you have access to a photo editor such as Adobe Photoshop or GIMP (a GNU Manipulation Program), you can follow these similar steps utilizing your personal desktop software if you prefer.

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 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.