Group Volunteers

Q: How do we capture group volunteer information?

A: A group needs to be attached to a person (e.g. the lead contact for that organization) and you can choose to capture all of those contacts separately or maintain that information in one profile. If groups are to sign up, there are several ways to capture that information in our system via the Volunteers tab, namely:

(i) Via Demographics tab > Keywords field

Enter group name in the Keywords field (e.g. Corporate Group) and search for the keywords via the Volunteers tab Volunteers Tab search bar.

Keywords

(ii) Via Employers tab > Company field

Enter company name for the group here and search for the company via the Volunteers tab Volunteers Tab search bar.
company

Organizations can subsequently use the search bar in the Volunteers tab to search on entries at any time (e.g. search for a Keyword or Employer, and all volunteers with that employer or keyword will be listed).

Volunteers Tab Search Bar

Q: How do I import volunteers and can I bulk upload information about group volunteers?

A: We can bulk upload volunteers for you. In case you need help uploading your existing volunteers into Charity Republic, we have an Excel template to help you organize the information. When you’re ready, email info@charityrepublic.com to request the template then send it back with all the relevant information. We will upload it for you right away.

Q: Can you link accounts based on family relations?

A: Organizations can use the keywords section (Demographics tab in a volunteer’s profile) to link family members. For example, type in “Smith Family” as a keyword then search for family members with that keyword via the Search bar in the Volunteers tab Volunteers Tab to view all related family members.

Keywords

Organizations can use the Comments / Notes section Comments and Notes section in a volunteer’s profile (top) to indicate connections between volunteers as well.

Access Options

Q: Which access levels are available in Charity Republic?

A: There are 3 levels of access:

(i) Administrator
(ii) Supervisor
(iii) Volunteer

Q: Do volunteers have access to Charity Republic?

It’s an organization’s choice whether to invite a volunteer to use Charity Republic or not. Perhaps some volunteers are not tech savvy, or an organization prefers to have full control over a volunteer’s profile. Therefore, an organization is not required to invite a volunteer to use Charity Republic.

To learn more about inviting your volunteers to use Charity Republic, visit the Invitation instructions here.

Q: What information do Administrators, Supervisors and Volunteers have access to?

  • The Administrator has access to everything, including all volunteer profiles and has full control over the organization’s profile (i.e. Departments / Programs, Sites, Positions).

Administrators can choose to hide and disable fields and limit Supervisor access to volunteer information via the Options section in an organizations’s profile (further details below).

  • Supervisor has access to most sections, except some of the overarching organization fields. Administrators can limit Supervisor access to volunteer information (further details below).
  • Volunteer has the ability to add hours, achievements, update their volunteer profile, and run reports for themselves. That is, if you choose to “invite” and provide a volunteer with access to Charity Republic. Once invited, fields can be locked or hidden from a volunteer’s view as well.

Q: Can the Administrator control the information supervisors have access to?

A: Yes, fields can be locked or hidden from a Supervisor’s view. Administrators can also modify Supervisor access to volunteer information by: Department, Site and Supervisor via the Organization section (i.e. select your organization’s name along the left-hand side) and Options tab.

Department – supervisors can view and access volunteers:
– in any department
– in their department

Site – supervisors can view and access volunteers:
– at any site
– at their site

Supervisor – supervisors can view and access volunteers:
– under any supervisor
– under their supervision

Scenario A:
If you want Supervisors to have access to all volunteers in Charity Republic, then the following fields should be selected (note, this is the system default):

– in any department
– at any site
– under any supervisor

Scenario B:
If you want Supervisors to have access only to volunteers at their site and department that they supervise, then the following fields should be selected:

– in their department
– at their site
– under their supervisor

 

Organization

Q: Can we white label the site (e.g. with the name of our organization)?

A: Organizations can include their logo and that will be visible to Administrators, Supervisors and Volunteers within your organization.

Q: Can you customize colour schemes of the software?

A : Not at this time. If interested, we can quote you on the custom web development if this is an important feature for you.

Skills

Q: How and where do I capture volunteer skills?

A: Select a specific volunteer and select the Current Skills or Developing Skills Current and Developing Skills section sections in the volunteer’s profile (left-side of volunteer’s profile).

The Current Skills are the skills the volunteer currently possesses. Developing Skills are the skills the volunteer wishes to develop when volunteering with your organization.

Our skills listing was developed by the Ontario Volunteer Centre Network (OVCN) and includes the following categories of skills:
Communication, Creative, Finance / Fundraising, Interpersonal, Leadership, Numeracy, Organizational, Personal Qualities, Technical, Technology.

To add a skill, simply click on the skill (e.g. Creative Thinking) and it will appear in the skills box (at the top of the Skills page).

Leadership Skills

Q: What if a skills is not listed? How do I add a new skill?

To add a new skill (that is not listed), simply type in the skill you desire into the Other field and press <Enter>. The new skill will appear in the skills box (at the top of the Skills page).

Other skill box

Q: If you add skills in the Current Skills and Developing Skills sections, can I search for those skills?

A: Organizations can run a detailed report on skills (with advanced filters) via the Reports section Reports tab.

NOTE: You can also use the Keywords field (General section) in a volunteer’s profile to track very specific skills (e.g. Piano Player) and search for the keyword via the Volunteers tab Volunteers Tab. View more details about Keywords here.

Comments / Notes

Q: Is there a comment section or notes section?

A: There is a Notes section Comments and Notes section in a volunteer’s profile. Organizations can add multiple notes (no limit) and make them private or public (i.e. viewable by the volunteer). By default, notes are private (i.e. the note cannot be viewed by volunteers).

To add a note, select the Notes section Comments and Notes section and click on thePlus symbolsymbol (top right). Enter a Subject line (e.g. HR Issues) and type in your comment.
Save buttonthe note when complete.

Notes page, volunteer profile

Q: Can volunteers see comments in their profile?

A: By default, notes are private so only Administrators and Supervisors can view notes. However, you can click the “public” check box to allow the comment to be viewed by a volunteer.

Notes page, volunteer profile with box circled

Q: Can I add more than one comment or note for a volunteer?

A: Absolutely, there is no limit on how many Comments or Notes you add, organizations can add as many notes as they wish.

Inviting Volunteers, Supervisors, and Administrators

Q: How do I add a new Volunteer, Supervisor or Administrator to use Charity Republic?

A: An organization can add volunteers by clicking on the Volunteers tab Volunteers Tab then selecting the “+” icon and selecting Create Volunteer or Create Administrator or Create Supervisor. Simply add the following information to create a new profile:

  • Name: First Name and Last Name of the volunteer.
  • Status: The status of the volunteer (e.g. Active, Pending Approval).
  • Started: The date the volunteer started to volunteer with your organization.

General Tab

Q: How do I invite a Volunteer or Supervisor to use Charity Republic?

An organization can invite volunteers, supervisors, or administrators to use Charity Republic by selecting the Save and Invite button Save and Invite button, Charity Republicon the volunteer’s profile (top right) 

The following screen will appear. Enter the email address here (the email address will autopopulate if an email address has already been added to the volunteer’s General profile).

Email Invitation to Volunter, Charity Republic

When the Send button is selected, they will receive an email invitation to create a Charity Republic account.

Q: What does a Volunteer and Supervisor invitation look like?

When a volunteer has been invited to use Charity Republic, they will receive an email message as follows.

Volunteer email invitation text, Charity Republic

Both the subject line and the message will include the name of your organization (e.g. Happy Good Charity Centre).

The volunteer simply selects the Accept link to create a volunteer account with their own username and password.

TIPS:

A volunteer’s username appears in the General tab (first tab on left) of their volunteer profile.

Also, we can upload your volunteers for you. Simply fill out the excel template we provide and share it with us for uploading (it takes 5 minutes on our end)!

Q: How do I know if a Volunteer has accepted the invitation?

A:  Select a volunteer. At the bottom of the General tab (first tab on left), it will indicate whether the volunteer has accepted the invitation.

Volunteer has not accepted invitation, General Tab

Q: Can we just add a Volunteer without inviting them to use Charity Republic?
– What if a Volunteer does not have an email address?
– If we don’t invite the Volunteer, are we responsible for adding all of the Volunteer’s information?

A: It’s your choice as a coordinator whether to invite a volunteer to use Charity Republic or not. Perhaps some of your volunteers are not tech savvy, or you prefer to have full control over a volunteer’s profile.

There are several options for updating a volunteer’s profile if you prefer not to invite them to use Charity Republic:

  • We can bulk upload volunteers and relevant profile information for you. In case you need help uploading your existing volunteers into Charity Republic, we can share the Excel template with you.
  • Volunteers can update their profile information when they arrive for orientation (e.g. on a work computer)
  • A Volunteer Manager can request a volunteer to share the necessary profile information and it can be manually added to a volunteer’s profile

You also have the ability to invite a segment of your volunteers (e.g. youth, volunteers that are comfortable with technology). Either way, the Administrator and Supervisor will have access to all Volunteer Profile information for editing if required.

Q: What if my Volunteer does not have an email but I still want them to manage their own profile?

A: The Administrator or Supervisor can send the volunteer invitation to themselves and create an account for volunteers in this situation.

– Select the Save and Invite button Save and Invite button, Charity Republicin the volunteer’s profile (top right)
– Enter your email address and select Send
– You will receive an email invitation
– Accept the invitation and register as a volunteer

NOTE: Ensure that the Administrator or Supervisor is logged out of their account before “Accepting” the email invitation.  Otherwise, the volunteer will be linked to the Administrator or Supervisor account.

Q: What happens if my volunteer registers as an organization (Administrator) instead of as a volunteer?

A: When a volunteer registers as an organization, simply send your volunteer an invitation (see instructions above). The volunteer can then click on the link in the email invitation and instead of registering for another account, they can log in using the same username and password they originally created.

Q: What happens if my Volunteer or Supervisor did not receive the invitation?

A: It’s not common for email invitations to be marked as junk, but sometimes they can get caught through spam filters and go to Junk folders. Please have your volunteer double check their Junk folder. If there is a Search function in the volunteer’s email client, they can also search on “noreply@charityrepublic.com” to locate the email. Finally, a volunteer can add “noreply@charityrepublic.com” to a Safe Senders List so that it does not get blocked in the future.

Scheduling

Q: How do I schedule a shift?

A: Visit the Scheduling section Scheduling section

  1. Create a new shift by selecting thePlus symbolbutton (top right)
  2. Enter a Shift name (e.g. Front Desk Volunteers (Morning))
  3. Select the main Contact for this shift                                                                           NOTE: These contacts represent Administrators and Supervisors that were previously added.
  4. Enter the Start Date (DD/MM/YYYY) and Time of the shift
  5. Enter the End Date (DD/MM/YYYY) and Time of the shift
  6. Select Department / Program that the shift is affiliated with
  7. Select the Site for the shift                                                                                          NOTE: This information was added via the main Organization section
  8. Select Positions to be filled for the shift (e.g. enter 5 beside the Front Desk Volunteer position to indicate that 5 volunteers are required for the shift) and click Done when complete.                                                                                                NOTE: By selecting “Done”, this does not save the information entered. The Save button button must be selected to save the entire shift.                                                   NOTE: You can select more than one Position for a shift.
    NOTE: When all positions have been filled (e.g. 5 Front Desk volunteers), volunteers can no longer sign up for the shift.
  9. Select the Volunteers field to schedule specific volunteers and click Done when complete.                                                                                                                                   NOTE: You can filter and search for volunteers by Department and Site Filter Schedule by Department and Site                                                                  NOTE: You are not required to invite specific volunteers to a shift. By selecting a position and leaving the Volunteers field blank, any volunteer (assigned to the selected Department, Site or Position) can sign up for a shift. For example, if you indicated that you need 5 Front Desk volunteers for a particular day, then simply add 5 positions and do not invite specific volunteers for the shift.
  10. Enter a Description for the shift (e.g. specific duties required for the shift)
  11. Select the Save button button

Q:How do I schedule a recurring shift?

See our FAQ post here on scheduling recurring shifts.

Q: Once a shift has been saved, how do I know when volunteers have accepted the shift?

A: After Saving a shift, two new tabs will appear when you select the saved shift: Available PositionsPositionsand Scheduled Volunteers Scheduled Volunteers

Scheduled Volunteers Scheduled Volunteers
By selecting this tab, you can view which volunteers have accepted or declined a shift. You can Accept or Decline a shift on a volunteer’s behalf and Resend reminders prior to a shift.
Volunteers accepted shifts

Available PositionsPositions
By selecting this tab, you can view how many volunteers are needed, how many volunteers have been scheduled, and how many volunteers are confirmed for the shift, organized by position.
Position and volunteers needed in scheduling

 

Q: What happens when a volunteer declines a scheduled shift?

A. When a volunteer declines a shift they were scheduled for, their status will say “Volunteer Declined” in the Scheduled Volunteers Scheduled Volunteers tab. Volunteers accepted shifts

By clicking Resend, volunteers will once again be given the opportunity to Accept or Decline the shift.

Q: Can volunteers decline shifts once they have accepted them?

A. Without an administrator or supervisor, volunteers cannot decline a shift once they have signed up for an open shift or accepted a scheduled shift. A supervisor or administrator can allow them to Decline or Accept a shift again by going into the Scheduled Volunteers Scheduled Volunteers tab and clicking Resend.

Q: Can I edit or modify an existing shift once it’s been saved?

A. Yes, simply select the shift and edit the desired fields. Select Save button when done.

Q: Can volunteers sign up for a shift if they haven’t been invited to a specific shift?

Yes, you are not required to invite specific volunteers to a shift. By selecting a position and leaving the Volunteers field blank, any volunteer (assigned to the selected Department, Site or Position) can sign up for a shift. For example, if you indicated that you need 5 Front Desk volunteers for a particular day, then simply add 5 positions and do not invite specific volunteers for the shift.

NOTE: When all positions have been filled (e.g. 5 Front Desk volunteers), volunteers can no longer sign up for the shift.

Q: How do I filter the events on my schedule?

A: To find a specific shift or event, use the search bar or drop down menus at the top of the scheduling page. Choose to filter by Department or Site.

search options

Q: What’s the difference between scheduling in Charity Republic versus Excel?

A: Overall, the scheduling features in Charity Republic are much more powerful compared to Excel. For instance:

  • Excel is a spreadsheet that is not intended for scheduling;
  • A coordinator can’t send email invitations via Excel, but you can via Charity Republic;
  • Volunteers can access the schedule any time in real time in Charity Republic whereas they can’t in Excel;
  • Volunteers can sign up or decline shifts in real time via Charity Republic
  • Coordinators can set up recurring shifts in Charity Republic which is not possible in Excel;
  • Coordinators can link positions to the schedule, with all of the position requirements captured in Charity Republic (that’s not possible in Excel);
  • Availability for each volunteer is automatically integrated into scheduling (that’s not possible in Excel);
  • Coordinators and volunteers are able to view multiple schedules in one place (e.g. by site, by department, by day, by week) in real time (again, not possible in Excel).

Hours

Q: How does an organization or volunteer record hours?

A: An organization and volunteer can record hours via the Hours section (in a volunteer’s profile).

1. Select Hours iconHours(along top of volunteer’s profile)
2. Select Plus symbolsymbol (top right) to add hours
3. Select Position field
– This is the position the hours are affiliated with. Note: volunteers can have multiple positions within an organization.
4. Select the Type of hours to be recorded, either a Shift or Block of hours
– If a Shift, then record the date and specific times volunteered (Duration will be autocalculated)
– If a Block, then record the date range and number of hours volunteered (in the Duration field)
5. Enter a Description of the volunteer experience (unlimited space)
6. Record skills learned while volunteering in the Skills section (left-side)
7. Save Save buttonor Save and Submit Save and Submit hourshours and activities for approval. Note, when hours are submitted for approval, they are shared with the Supervisor of the position for approval via the Notifications section.

Q: What is the difference between a Shift and Block of hours?

A Shift represents hours volunteered on a particular day (e.g. 9am to 5pm on Monday).

A Block of hours represents hours volunteered over a period of days, weeks or months (e.g. 20 hours volunteered from May 1 to May 31).

Q: Is there a feature where a supervisor gets a notification to accept or decline hours?

A: Yes, volunteers can submit hours to Supervisors or Administrators for verification. Updates will appear in the notificationsNotifications section (top right) where hours and activities can be accepted or declined.

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.