evolunteer Web Portal Reference Manual (Training) The best way to find yourself is to lose yourself in the service of others. Ghandi
Table of Contents Purpose... 3 Online Registration... 3 Registration Page... 3 Instructions for evolunteer Access... 4 evolunteer Login... 5 User ID & Password Tips... 5 Website Link... 5 Instructions for evolunteer Process... 6 Home Page... 6 User Profile Page... 7 Organization Profile Page... 8 Organization Contacts Page... 9 Descriptions Page... 11 Opportunities Page... 12 Opportunity Maintenance Page... 13 Opportunity Posting What happens next?... 15 Volunteer Recruitment... 15 Volunteer Management... 16 Navigation Tips... 17 Questions & Support... 17 2 P a g e
Purpose This manual is your guide to recruiting volunteers through United Way of Larimer County s online volunteer software! Find and recruit volunteers today! Online Registration Online registration allows United Way to generate an account to provide your organization with a User ID and Password to access the web portal to recruit and manage volunteers. Online registration must be completed before your organization can post an opportunity! Registration Page 1. To register, visit https://impact.uwaylc.org/volunteer/agencyregistration.jsp a. Enter address exactly as above; web address is case sensitive. 2. Agency Registration must be completed in one session; this page cannot be saved. 3 P a g e
3. Enter the following information: Organization Name Applying For Physical Address EIN Mission Statement Contact name, phone and email Comments Use the official organization name Check Volunteer Management -Enter the physical address of your organization -If more than one location exists, please use the address that is considered the main address -If no physical address exists, please enter the PO Box Address -Enter Employer Identification Number or Federal Identification Number -Use official identification number as provided by the IRS on the organization s 501(c)3 determination letter -Format ##-####### -Do not enter more than 10 characters Official mission statement that defines the organization s purpose and primary objectives -The contact listed here will be identified as the Volunteer Program Manager for future communications and will be issued the User ID and Password -Only one User ID will be issued to access the web portal If needed, enter additional information for United Way staff to process registration 4. Enter Verification Code and Select Submit a. If an error message appears because the registration page was open too long, reenter the Verification Code and submit Registration again 5. Within 48 hours, an acceptance email will be sent to the Volunteer Program Manager from United Way a. Subject: United Way of Larimer County Agency Registration Accepted b. The email will contain a link to Web Portal and a User ID to move forward in the process Instructions for evolunteer Access The Volunteer Program Manager for your organization will receive an acceptance email within 48 hours of submitting the registration. The acceptance email will include a User ID and a link to Web Portal. The User ID and Password will be your key to managing your volunteer opportunities. 4 P a g e
evolunteer Login 1. Click on the link provided in the Agency Registration Accepted Email 2. Upon initial login, a prompt will appear to reset the password a. Passwords must be from 4 to 20 characters in length b. Passwords must contain at least one of the following special characters: @#%^&* c. Passwords must contain at least one number 3. Click Continue to begin process 4. The information below is provided to help with logging in at a later time if needed Figure 1 Web Portal Log-In Page User ID & Password Tips 1. The User ID will consist of the first initial of the Volunteer Program Manager Contact s first name and their last name a. Example: Volunteer Program Manager: Jane Smith i. User ID: JSmith ii. The User ID is not case sensitive 2. If User ID or Password is forgotten a. Select Forgot My Password on Web Portal login page b. Enter User ID (optional) c. Enter Volunteer Program Manager Contact email address d. Select email My Information e. An email will be sent with the User ID and a link to reset the password i. Subject: United Way of Larimer County Password Reset 3. A maximum of four attempts is allowed to enter User ID and Password a. After four login attempts, the system will lock b. Contact United Way (Questions & Support, page 24) to have the User ID and Password reset c. An email will be sent with the User ID and a link to reset the password i. Subject: United Way of Larimer County Password Reset Website Link 1. The following link can be used to access the Web Portal after initial login: a. https://impact.uwaylc.org 5 P a g e
Instructions for evolunteer Process This section outlines the pages available for updating account information and posting volunteer opportunities. Home Page Figure 2 Organization Home Page The Home Page contains a complete menu bar, general volunteerism information, business volunteerism resources, and information about special event volunteering. After logging in, the home page also contains a link to this manual. Please use the manual to learn how to navigate the website and troubleshoot when questions arise. 6 P a g e
User Profile Page Figure 3 User Profile Page User Profile stores the contact information for the individual assigned to the Web User ID currently logged onto the web portal. The contact information will be used as the main contact for posted volunteer opportunities. This information should be kept up-to-date to ensure timely communications. 1. Verify/ update User Profile Information Name Main Work Email User ID Password -Enter Volunteer Program Manager name -First and Last name required -If already exists, Viewing is the only option -This email address should be the individual email address for the agency contact at the organization -Throughout the Volunteer Opportunity process, the Volunteer Program Manager will receive all correspondence related to the application via the email address provided -The User ID is for reference only -The User ID cannot be modified -The password can be changed from this page at any point in time -To change password click icon to change password -The current password is required to change password -If changes made, Click Save 2. Click Save to submit your changes. 7 P a g e
Organization Profile Page Figure 4 Organization Profile Page Organization Profile stores the contact information for the organization. This information will be used periodically to send correspondence and maintain accurate information in the United Way database. Please keep this information upto-date to ensure timely communications. Changes should ONLY be made if information is incorrect. Verify/ update Organization Contact Information Name Physical Address Mailing Address (PO Box) -Use official business name -This name will appear on all generated reports, communications, and payments -Organization Name Line 2 should only be used if there is not enough space available in Organization Name Line 1 -All mail correspondence will be sent to the Physical Address -If more than one physical address exists, please use the address that is considered the main address -If no physical address exists enter PO Box Address in this section -If additional addresses are required, please contact United Way directly -All mail correspondence will be sent to this address if entered -If provided, will trump the Physical Address for all mail correspondence -Please ONLY enter PO Box addresses in this field -If no PO Box address, leave blank 8 P a g e
Web Main Organization Phone Number -The website address will be displayed to potential volunteers on the website. -Enter organization main website address -Enter the organization s main phone number for general phone calls -This number will be used to contact the organization for general questions from United Way that may or may not be related to volunteerism and partnership. CLICK SAVE i. Must be Saved for changes to be submitted Organization Contacts Page Organization Contacts lists the current Volunteer Program Manager within the organization. This contact information is periodically used to communicate with those individuals directly. Please keep this information up-to-date to ensure timely communications. If any of the information displayed is incorrect spelling, last name changes, etc. please update. Volunteer Program Manager (required) Volunteer Program Managers will have their own log-in to manage the web portal. Each organization may have one Volunteer Agency Contact Staffing Changes Manage staffing changes by clicking on the pen icon to UPDATE contact. Updating will allow you to expire the existing Volunteer Program Manager from the organization profile. i. Enter expiry date as today s date ii. Click Update Add the new Volunteer Program Manager by clicking Add Contact. Follow instructions below: Figure 5 Add New Contact Page 2. Select Organization Contacts to Verify/Update existing contact information 3. Verify/update Existing Contact a. Do Not Delete Contact Types, always Expire 9 P a g e
b. Click on the icon next to the Name to update i. Contact Type cannot be changed ii. Expiry Date- Enter Date to Expire Contact iii. Update Main e-mail and Click Update 4. Add Contact if no displayed a. Click Add Contact to add new Volunteer Program Manager Click Add Contact Enter Name in Search Field for easy filtering If contact is listed If contact does not appear on the list add new Volunteer Program Manager -Up to twenty employees or contacts will be displayed at one time, Click Next to see more -Only active employees or contacts will be displayed -If employee list is outdated, please contact United Way directly to update -Select the contact person by clicking the box next to the name -Select Contact Type Volunteer Program Manager -Effective Date is today s date -Click Add Selected Contact (at bottom of screen) -Click Add New Contact (at bottom of the screen) -The new contact is an employee of Organization Name box -Check box if contact is an employee -Add contact information and Contact Type -Effective Date is today s date -Employee ID if applicable (displayed only if employee box is checked) -Click Add Contact -Job Title Box will appear if Employee Box was checked -Update Title b. Click Save c. Click the next item in the Main Menu Important Note: For new Volunteer Program Managers please contact Katlyn Rideout at krideout@uwaylc.org or (970) 407-7038 to obtain User ID and password information. 10 P a g e
Descriptions Page Figure 6 Descriptions Page The Descriptions page stores the organization s mission statement and general volunteer information. These descriptions allow United Way of Larimer County staff and volunteers to better understand the organization s values and goals. UWLC also collects this for use in the Volunteer Resource Guide. 1. To Add a new description, click Add 2. To Update Existing Descriptions Important Note: a. Click on the icon next to the Mission Statement and/or Volunteer Information i. Effective Date is today s date ii. Do not enter an expiry date iii. Edit Description b. Click Update Do not delete mission statement Do not add more than one mission statement This completes the Account info Section. To Post and Opportunity, click the Opportunities on the Menu Bar. 11 P a g e
Opportunities Page Figure 7 Opportunities Page This page allows you to view opportunities your organization has posted to recruit volunteers. 1. There are four checkboxes above the listed opportunities to filter the information shown: Open Publish Closed Expired view opportunities that have been submitted for approval view opportunities that have been published for volunteers to apply view opportunities that have been completed view opportunities that have been terminated 2. Additional options are available to manage your opportunities. a. Allows you to copy an existing opportunity and modify. b. Allows you to view/add/remove specific days/time slots for the opportunity. c. Allows you to view volunteers who have been accepted or referred for the opportunity. d. Allows you to view your web activity to know how often the opportunity has been viewed. e. Allows you to view your opportunity posting 3. To add a new Opportunity, click the Add button 12 P a g e
Opportunity Maintenance Page Figure 8 Opportunity Maintenance Page 13 P a g e
Post new volunteer opportunities here complete the form in its entirety. To print a hard copy of your submission, click the printer friendly button To Add the Form, click the Add button To Cancel, click the Cancel button 14 P a g e
Opportunity Posting What happens next? 1. Approval a. United Way staff reviews each opportunity posting before it is available to view online. b. Postings will be approved and published for viewing by potential volunteers within 48 hours of submitting. c. Organizations will receive an email verifying publication status. 2. Unapproved a. Organizations whose postings are not approved will be notified and requests for completion and/or modification Volunteer Recruitment Potential volunteers are able to browse opportunities, search for opportunities by organization, and find special event opportunities. The following will explain the process for how organizations receive notifications of potential volunteers. 1. Notification of Potential Volunteers a. Volunteers can view approved publications immediately. b. Potential volunteers will complete a sign up process to indicate their interest. c. The Volunteer Program Manager or Opportunity Contact will receive an email indicating the volunteer s interest. 2. Review and Approve/Deny Volunteers a. Organizations review general volunteer information by clicking on the icon to view the volunteer list. b. Click on the icon to approve/deny/review the volunteer referral. 15 P a g e
c. Communicate directly from the portal with your referred volunteers by clicking the Send Email button for additional information including background checks, minor supervision, etc. d. Notify volunteer applicant that they did not meet the requirements. Volunteer Management Figure 9 - Update Volunteer Assignment Volunteers can be managed directly through the website. By clicking on the review/approve or deny referrals: icon in the same spot you 16 P a g e
Navigation Tips a. Always use the Save, Cancel, or Return buttons at the bottom of the page b. Save will save your progress and take you back to the Main Menu c. Cancel or Return will take you back to the previous page and will not save any changes made d. Do NOT use the Back Arrow Key on the Website Navigation Menu; it will not take you back to the previous page and may cause an error; login again to continue e. In most sections, progress can be saved along the way to come back and complete at a later time f. Click Logoff tab at the top right of the menu bar to logoff Delete Data- Please do NOT use this button, use Expire Data. Update Data - Expire Data by entering date in Expiry Date View Document View PDF View Excel Output (Excel Output does not generate a user-friendly report) 2. IMPORTANT: a. Changes made on Web Portal update the United Way of Larimer County database instantaneously b. Updates and changes to your profiles should only be made if information is inaccurate c. Formatting changes should be avoided d. Saving and deleting duplicate information adds unnecessary traffic to your account 3. Auto Filled Information: Some fields may already be complete if information was previously communicated to United Way Questions & Support Title Staff Person Phone Email Need Help? Community Impact Administrator Katlyn Rideout 970.407.7038 krideout@uwaylc.org General evolunteer Questions. Corporate Volunteer Engagement Manager Meghan King 970.407.7064 mking@uwaylc.org Business Volunteerism, Board Bank, Volunteer Project Leader program 17 P a g e