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!).


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

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.

Volunteer Registration

Q: How do I register as a volunteer with Charity Republic?

The organization you volunteer for will send you an email inviting a volunteer to register an account with Charity Republic. Both the subject line and the message will include the name of the organization you are volunteering for.

click here

  1. Select the Accept link in the email message (outlined in red here). This takes you to a Charity Republic registration page.click right here
  2. Ignore the fields where you can enter a username and password. These are for existing users. Below this is the option to create an account.
  3. Select Create your account button for volunteers, Charity Republic button (outlined in red) to create an account with your own username and password. You will then be taken to the volunteer registration page.Register as a Volunteer page, Charity Republic
  4. Select Register button button after entering your details. You will automatically be signed in and you can start using Charity Republic right away.

NOTE: This is the username and password you will use to log in moving forward. The Log In page is accessible via Charity Republic’s home page.

NOTE: A volunteer can’t register directly on Charity Republic (i.e. via the Register button on our home page; that’s the registration page for organizations). Volunteers must receive an email invitation to register an account (as per instructions above).

NOTE: A volunteer can register with a different email then the email used for the invitation. You can check the General tab on the volunteer’s profile to view the email used when signing up.

Click here to download this information as a PDF document to share with your volunteers.

Icon Guide

Icon Name Description
plus Create/New “+” (plus) symbol is used add something new (e.g. new volunteers, new shift, new opportunity)
help Help Menu A question mark will appear on all pages as a help menu for the page. Click to review.
message Messages/Inbox Communicate with your volunteers in the messaging section. Select the Message icon > select the “+” symbol to compose a message > select the recipients > enter a subject and message > and hit Send.
notifications Notifications Notifications appear here, including shift requests, hour submissions, birthdays and anniversaries.
Availble Positions Positions Add or assign positions within your organization here.

Select the: Department, Site, Supervisor and Description associated with the position

Or, select the opportunity that the position is associated with in order to create a position within the system.

Site icon Sites Add sites and include general information such as name of the site, a description, address information and contact information for the site.
Attatchments Attachments


Add attachments here, such as a volunteer’s resume.
Comments and Notes section Comments/Notes


Add private or open notes here.

Notes are by default private so only Administrators and Supervisors can see the note.

These is the option to make the comment viewable by a volunteer.

 Hours Hours A volunteer or volunteer manager can add hours, either as a shift or block of hours. Add a description and skills learned then Save or “Save and Submit” hours for approval.
 Achivemnetsd Achievements Add Achievements for a volunteer including police checks, certifications and awards. Create custom achievements via the Organization tab.
 Scheduled Volunteers Scheduled Volunteers View scheduled volunteers and whether they accepted or declined a shift.
 Availble Positions Available Positions Indicates how many volunteers are needed and how many volunteers are scheduled and confirmed their shift.


Emergency Contacts

Q: Can I add an emergency contact for a Volunteer?

A: Yes, you are able to add multiple contacts for a volunteer including an emergency contact(s).

  • To add a new contact, select a volunteer, then select the Contacts tab in the volunteer’s profile
  • Click add contact, then select the contact type (Emergency) from the drop down menu. Add the contact name and relevant contact information (e.g. phone number, email address) Emergency


Q: Can I attach a file to a volunteer’s profile?

A: Yes, you are able to add multiple attachments (e.g. photos, resumes) to a volunteer’s profile in the Attachment section as well as in the Achievements section.

  •  To add a new attachment, select a volunteer, then select the Attachment icon Attatchmentsor Achievement icon Achivemnetsd
  • Click the plus symbolPlus symbolto add a new attachment in the Attachment section Attatchments OR select the Attachments tab in the Achievement section Achivemnetsd
  • Select the Choose File button to add the desired attachment and add a brief description about the attachment
    choose attatch

NOTE: There is no storage limit for attachments, although an individual attachment (i.e. one file) must be under 25MB in size.