In ServiceReef language we call any opportunity to serve an opportunity. You may call these trips, events, or any other type of description but we're talking about the same thing... means for serving. An opportunity could be an hour long local serving event, a domestic serving opportunity, a couple week global short term mission trip, or even a six month global internship. No matter the scope or time or context, ServiceReef has the tools to help you configure your opportunity just as you need it to be crafted. Let's unpack just how we might set up an opportunity and overview all the various resources available.
TIP: We recommend you print this page and follow up as you go through the step by step process. Take notes on your print out and keep this as your go-to reference for setting up an event.
As you walk through all the steps here, remember that you really only need to do this once. After your first trip, you will have the ability to clone this trip to create your subsequent trips. That will carry over all the information you previously established, allowing you to create another trip just by changing the dates and location.
Everything starts with Mission Control - your key actions page. You can access this from your top right drop down menu and selecting Mission Control.
Once you have opened Mission Control look for the box titled Opportunities where you will see quick links for viewing current opportunities, posting new opportunities, and viewing past ones.
For this quick start guide we are going to select the Post New Opportunity.
You begin building an opportunity on the General Information page where you will need to make your first key decision: what type of opportunity is this?
NOTE: in the future, once you have created a trip you will be able to simply clone previous events for lightning fast opportunity setup.
Once you have determined what type of opportunity then you're off to a series of fields to help participants better understand the key information. Here you will need to know the following:
Click Next and the platform will save your data and move on to our next page.
Here we move on to various requirements. This page is broken into two sections. The first focuses on quantity of participants and the second on requirements for your applicants.
Maximum Spots Available - allows you to set how many openings you can allow on this opportunity. The system will shut down registration when this number is filled (based on reaching the total quantity of approved applications).
Maximum Pending and Approved Participants - this field allows you to set a separate quantity governor for how many maximum are in a pending/approved status. This is great for those of you who have a flood or applications and want to shut this down at a stage of reasonable management. For example, you may have an event with 30 places available but you know when you open registration you might have 300 applications. Here you could limit the quantity of applications to say 50 in this pending status.
This area allows you to enter lists for things like restrictions, perquisites, and next steps. These are great places to let people know about what's expected of them and to begin clarifying these expectations.
The media tab is what makes your opportunity page visually rich. Remember that people are exploring and perhaps even nervous as they look through your opportunities. This is your opportunity to guide them, clarify things for them, and bring ease to any anxiousness.
We always recommend you at least add several photos to each trip. Photos are great to help people get an idea of the opportunity, what you do, what kind of people have done this before, a glance at the partner, and so much more.
Make this richer by adding a video. If you're not video savvy that's no problem. It's fairly simple to make nice slideshows these days even from your phone so perhaps you could create something simple. Either way, try and find a way to display images and video of your opportunities.
The last item you'll find on this page is the ability to pre-set a social media message. Here's how this works. When someone is looking at your event or a story shared from your event they will see an option to share that via social media. When they click the share button and the dialogue box pops up for Twitter or Facebook (examples) it will be pre-loaded with the default text you enter here. This is really helpful as you focus on using consistent hashtags.
The application tool in ServiceReef is extremely powerful. For a deep dive on setting up a master application/template to use across trips, check out our Template Quick Start guide.
When you are setting up a trip, you will have some options on how best to leverage your application. We will break this down into 2 sections to better explain.
You begin building your application by select various settings. Let's unpack:
The application tool is broken into two key functional elements: the master application and the opportunity application.
We understand the complexity and the necessity of applications. These rich tools will help make your life and your participants lives much simpler with tools that work as you would design them.
Financial details are extremely important to handle with excellent and clarity. ServiceReef provides powerful tools with simplicity of use. Let's review the features.
We will review financial management tools in other sections of tutorials and guides but for now these are our settings for setting up an event.
Notifications can be managed on both the Organizational level (across all trips) or on each individual trip. This provides you the flexibility of ensuring participants are communicated to in meaningful ways. For example, you may wish to turn off the "Participant Declined" email at an organization level since you will reach out to to all applicants directly via phone calls.
Our most popular notifications are the Weekly Reminder, which lets participants know each Friday regarding their fundraising progress, any forms they need to fill out, upcoming deadlines, etc. Meeting Reminders are also incredibly helpful to increase attendance as they go out several days before the meeting to remind everyone.
On this screen, you can turn on/off the emails that you wish to send. There is also the ability to edit the notifications for some paid subscription levels. If you need this functionality, please contact us.
ServiceReef provides a lot of detailed controls for Team Leaders or Admins on your trip. To add a Team Leader/Admin for this specific trip, you can type in their email address to find them (they must first have a ServiceReef profile).
Once you have the right person selected, you can indicate if they should be notified on certain events and limit their permissions on various tasks. For example, you can allow them to see the donations for users (which helps as they can be your front line for any questions from the participants), approve or decline participants, etc.
This area allows you to add any forms to the trip that applicants need to fill out prior to leaving. If it is something that they need to complete and return to you at a later time, you can mark the forms completed from within the Participant Management section as you receive them. This will provide a quick way to keep everyone aware of what is still outstanding for that participant.
Resources allow you a single area to upload information or documents related to this trip. These could be guides to the location, quick expectations for the trip, or any other piece of information that would help them prepare for what is ahead.
Like most of the areas above, this is an optional section, but will appear to participants on the home page of the trip (under the Resources tab). Having a central location for items like this allows you to quickly direct your participants to answer their frequently asked questions.
This is big! You've just set up your first opportunity. That takes some work as you're exploring a new system and learning about all of the rich features you now have. Just remember that you'll be a pro in no time and this process will go much faster as you become more familiar with the tools and leverage the clone event tool to speed up the process rapidly. Remember our goal for you... want want to see your efficiency increase significantly so you can focus on the participants, mission, and impact!