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 (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 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

Tracking Financial Contributions

Q. How do I track a volunteer’s financial contributions in their Charity Republic profile?

A: Within the volunteer’s profile, navigate to the ‘Demographics’ tab along the left-hand side navigation – immediately following the ‘Referral’ field, you are given the ability to note whether a volunteer is a Donor, Fundraiser, Sponsor (or all three!).

donorfield

TIP: You can generate a report to track all of your volunteers’ financial contributions using the ‘Volunteer Demographics’ Report.