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

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 button on the main Volunteers tab (top right)
– A list of all active volunteers will appear with the option to select all the volunteers you would like to invite
– When you have checked off all of the desired volunteers, click the 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 button in the volunteer’s profile (top right)
– A confirmation pop-up box will appear
– Click OK to delete the profile

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 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 (optional)
application_source (optional)
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 (along top of volunteer’s profile)
2. Select symbol (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!

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) 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.

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.