Support Articles

How are individuals connected to our organization in our member database? The following outlines enhancements beyond full registration to associate an individual with your organization.   Scenario 1: If a user: Registers for a trip Donates to a trip Donates to your organization Favorites your organization Joins a group The user is added to the group/trip organization member list.   Scenario 2: If the user is within your white label when any of the following actions occur, they will get added to your organization's member list. Registers for a trip Donates to a trip Donates to your organization Favorites your organization Joins a group Logs in   These two scenarios can happen independently of each other. For example, a user can register for a trip when not in a white label (or on the same white label as the trip), and they will get added to your organization's member list for the trip. Additionally, if the user is on a different white label than the trip they are registering for, the user will get added to both organizations member lists.

General Platform Enhancements - Week of May 2, 2016 Merge Users Every once and a while you will have someone who creates multiple ServiceReef accounts.  You now have a tool to merge users but note, you CANNOT undo this merge so make sure this is what you want.  You can find this tool in your organization's management page of Members, look for the large Actions button in the top right and follow the steps.   Admin Search Enhanced the search tool for admins for more dynamic searching and the ability to search by either name or email address.   Fundraising Record Updates Automated record updates once an organization refunds an application fee.   Trip Name on Master Application The Master Application used to have the organization name at the top of the page, this is now replaced with the trip name for better user orientation.   Sub Account Clarity Greater flow and visual imagery for use of sub accounts.     White Label SEO As a user may find a white labeled organization on the general label of ServiceReef, they will be automatically redirected to the white label for that organization.  This white label will then guide the rest of the user's experience even if they view an event for another organization who has a white label (unless they go directly to that new white label).  

Now a better way to manage passport! Managing passport information can be a challenge each participant may have a passport, may be applying for one, or even your favorites who don't even know.  ServiceReef has built a simpler way to manage passport data in a way that matches how your participants live life and manage their own passports.  Let's explore how this now works.   How do I make passport data part of an application?  A new field has been created in the application builder (both for the Master Application and the Event Application) to require passport field data.  You can drag and drop this block of data at any point into either of these applications.  We do recommend you not do both.  For most organizations this is best to keep at the event level as you may have a number of domestic events where a passport is irrelevant.  Once you have added this item you will also have the option to make these fields mandatory.   What information is collected? The fields include: Passport Status Full Name on Passport Passport Number Passport Date Issued Passport Issed By Passport Expiration Date Passport Image Upload (encrypted)   How do we access this information once it has been entered by the participant? If you add this as an application field, the data is accessible through the participants application and the export fields for your team.   Can the user update their information? Yes, ServiceReef dynamically links these question fields with the user's profile so they can go into their profile at any time and update any passport information.  You can instruct your participants to log into their accounts and find the Passport tab to the left of their account.      

Stripe is now offering a discounted rate for approved non profits.   Learn more here

This is an excellent tool for you to allow your team leaders to enter expenses as they are on the field.  All expense are noted in USD so they will need to convert before entering.  When entering an expense you will have the following options: Budget Line Item - this is a drop down generated from your budget (to keep things aligned) Date of Expense Payment Method - credit card, cash, or check Amount Notes Address Receipt Upload - easy way to load in an image of the receipt   Make sure to save your changes for each entry.  These will all calculate to your expense tab page where you can sort, search, add, and export.  

Your budget is a master grid or a simple one page management page where you can enter new items, edit items, or delete items.  For each budgeting item you will have the option to enter the following information: Line Item - give it whatever descriptive name you need to keep track and identify each item Stage - is this item for the pre-event, event, or post event? Category - choose from one of the seven pre-set budgeting categories Quantity - how many of these items are needed (see more information below) Amount - how much is this item? Total - this auto calculates for you Edit button Delete button   Quantity Greater Defined We assume that each item entered is considered a cost per person - this is why we default to a value of 1.  Below the quantity field you are also given the option to select “Per Person?”.  This check box will take the value of the quantity times the value of the amount times the quantity of event attendees.  Most times you will not use this function but it’s nice to have if needed. 

Let’s talk a quick look around your budget dashboard or your overview page.  At the top you are going to see master progress bar showing how much you’ve spent (to what’s budgeted).  This is important so that you can quickly view at a master level and a granular level how you are doing (expense to budget).  You will have a quick view of your overall budget, amount raised (remember this does not influence any reconciliation reports), expense totals to date, and your current balance.  Below you will be able to explore each of the budget categories.     Can we export any of our data? Absolutely, it’s important that you have access to your data and have the ability to manipulate the fields as you need for other internal processes.  You can download both a reconciliation report and an expense report.  These export as Microsoft Excel files.     Why the time frames? ServiceReef breaks budgeting items into pre-event, event, and post-event.  This is helpful for you to create budgets for not only your main event but also retreats before the event and anything that might happen post event.     What are the budgeting categories? Travel Meals Lodging Project & Supplies Activities Emergency Other   Are the budgeting categories set? Yes, in order to produce the meaningful reports you are looking for we need to have a streamlined categorization of categories.  Trust us, you’ll appreciate this in the long run!     What do the colors mean? Green - spent under 80% of the budget Orange - spent over 80% but still under budget Red - spent over 100% of budget Who can access this page? Only those admins who have been given general financial management have access to view and edit this page.  

Curriculum can be broken into multiple sessions. For example, each week of a study could be it's own session. Create and manage sessions below, complete with resources and video overviews for each session. You have a dashboard to review the sessions, edit the sessions, rearrange the order, edit, and delete.  In each of the sessions, you have the ability to enter: Session Title Session Overview (text) Video URL Session Resources (files associated)

This is built for you to publish resources for your curriculum.  You can publish multiple items.  This may be a study guide, brochure, poster PDF, etc.  You will be able to enter a resource name, description, and upload a file.  You can edit these resources at any time.

You begin managing cost by choosing either Free or Paid.   Please note… if you do not own the copyright for this, YOU CANNOT CHARGE for this curriculum.   Paid Curriculum Features Curriculum Cost - what is the cost for a group leader to purchase the curriculum?  Please note that the group leader purchases the curriculum rights for the group, each group member will not pay for the curriculum.  The group leader can choose on their own if the group will split any cost. Length of time available - here you can set a governor for the length of time the group leader has access to the curriculum.  Most organizations choose to give permission for the curriculum forever but you can limit their access in months (from the time of purchase). Quantity of groups - here you can set how many groups the group leader can lead with this one purchase.  Most organizations will choose to give unlimited permission to the quantity of groups a leader can lead.   A few things to note Remember, you can’t charge for a curriculum you do not own copyright Only group leaders can purchase a curriculum, not each group member Group members, of an active group, will be able to also view curriculum and videos of a curriculum only during the time of that curriculum being used by that group.  Those users CANNOT start their own group using this curriculum without purchasing the rights on their own.

Narrowing down the audience of your curriculum will help others find the curriculum that best fits their interest.  You will be able to set the life stage, gender, and age group targets for this curriculum.   Life Stage - Young Adult, Single, Married, Retired Gender Age Groups - Middle School, High School, College, 20’s, 30’s, 40’s, 50’s, 60+, Mixed Age

Here you begin setting up a curriculum title.  You will be entering the following information: Curriculum Title  Author’s Name Description Who can access the curriculum? (only people in your organization or any ServiceReef client) Overview Video link Curriculum image External product link (drop in an external link here IF YOU ARE NOT THE OWNER of this curriculum).