Support Articles

There are many aspects to managing opportunities.  One significant aspect is equipping your team properly.  ServiceReef has now created a means for event admins to load resource files to any opportunity.  These resources are only visible to those participants who are attending and have been accepted.  You can load files directly to the page or paste video links for any training or support videos.    

Many events will require a background check, especially events that have participants working with children.  You can now make a notation per participant if they have a background check.  Here's how... What is a background check? A background check is something you (the organization) will do to validate if a participant is clear from any criminal history.  Third party vendors offer these services.   Where do I note if a participant (member) has a completed background check? This is managed at the organization level (note: NOT at the opportunity level).  Access the management page for your organization and then click on Members.  Here you will see all members who have served or participated in a small group with your organization.  To the right you will see an actions drop down.  Click Actions and then click "Background Check".  This will display a pop up window asking you to enter a date.  Entering a date will then validate this person as having a background check.  A check will also display in the master list of members showing they have a background check.                     What happens at the trip level? Once you have noted someone's background check (at the organization level) then a notation will be displayed on every opportunity they apply for or have applied for showing the date of the background check.   Why is this setting at the organization level? Background checks deal with secure information.  Even though ServiceReef does not store the background check file, we feel it wise for only organization admins to have access to this feature.  Additionally, by setting this at the organization level the notation for someone's background check will cascade down to all opportunities for those admin to know that piece of information. Can we upload the background check report? No, not at this point.  Because of the sensitive nature of this information we feel it best for you to keep this information in your organization's files and somewhere safe.  The admins who are managing ServiceReef may not be those you wish to give such sensitive information to all of your member's background checks.  This is more a matter of legal protection for you that we do not offer that feature.      

How many times have you wished for better ways to engage your donors?  And how difficult is it to provide something meaningful to donors?  We totally agree and feel your pain.   ServiceReef is now releasing an automated email for donors to receive story alerts.  Here's how it works.... let's pretend Johnny is participating in a short term trip to Uganda.  During Johnny's fundraising he was able to invite over 50 individuals (donors) to help sponsor him on this adventure.  Now Johnny is actually on the trip to Uganda and each time he's able to find internet he posts a new story about his experience to ServiceReef.  Each time a new story is posted each of his 50+ receive an email about Johnny's story.  It's really that simple.   Now donors are given a reason to step back into the story.  Consider this... wouldn't you want to read a story from someone you invested financial resources to send somewhere.  Of course you would!  Now each time a story is shared on ServiceReef, that individuals donor support are all engaged and invited back into the story... automatically.   Please note that donors do have the option to opt out of these emails by clicking the link below the email to manage their email notification preferences.  

Looking for a richer way to edit your event description? Editing your event description may be a simple entry of text or something you would like to spend some time enhancing.  ServiceReef has added more customization to the event editor.    

Ever need to set one person’s financial (donation) goals different from others? Some organizations will allow individuals to fundraise for their flight expenses from various cities while other organizations might have a different target goal for participants because they are staff.  No matter the reason, ServiceReef makes it easy to change the donation target goal for each participant.   How do I change someone’s target goal? Access your event page and then the participant directory - click the actions tab to the right.  You will see the option to “Change Fundraising Goal”.  Click this and enter a new amount.  The system will always default to the standard event cost and show that amount here.   What happens when I change this? Only this participant and event admins will be able to view this amount and this person’s progress toward this goal.  Fundraising goals and percent complete will adjust accordingly.    

What happens when you need to move one trip participant from one event to another? Many times there is the need to move a participant because they no longer could attend one event and need to move or perhaps the event had to be cancelled.  Whatever the reason, ServiceReef makes is easy to move participants from one event to another (and their fundraising too!).   How do I move a participant? Access your event and the participant directory for an event and then click the actions tab to the right.  Here you have an option to move a participant (from one event to another).  Make certain this is what you want to do (and who you are planning to move) before making the change. What happens when we move someone? The first change is that this participant moves from this current event and now shows up on the other events (both for you as an admin and for this participant).  Also, all of the funds associated with this participant migrate to this new event.  The participant status will change to pending now (no matter the previous participation status) allowing you to determine their status in the new event.    

Sometimes you may desire even more security or privacy management for your events.  This release allows for an additional level of privacy setting on your events.  You can choose which level of privacy for every one of your events.   Let’s breakdown the options: Public - These events will show up on your organization’s directory of event, any export widgets, and any partnership pages.  This setting is the most open and available. Secure - These events require individuals to have applied AND be accepted to the event before they can see the details of these events.  These events will display in your directory of events but will show with a title something similar to “Trip43253” to keep a privacy level for events that might be in places like a secure country.  Private - These are identical to Secure events with an added layer of privacy where these events do not show up in any of your event directories (organization page, export widgets, partner pages, etc.).  In order to have someone sign up (and even know about) these events you must send them a direct link to this event.   Whatever level or security or privacy you need, you can find an option.

Let’s build a check list of things that could be done to follow up with your constituents... 

Taking simple engagement points after you’re home is essential.  The experience after any event can all but disappear if that experience isn’t stewarded well and the next step engagement points are not employed.  Here are just a few questions and things to consider as your encourage your team to keep engaging in their lifestyle of service.  Remember: these folks are now your alumni and some of your greatest advocates.   Continue to Study Continue learning about this field, this organization, the issues you were serving, etc.   Cross-Cultural Experiences at Home If it was an international trip then consider how you might stay engaged with a similar community right here at home.   Share your Story Share your story online with photos so that others can be engaged with you and feel those emotions.   Recruit a Friend Help recruit a friend to take a similar experience with this organization.  If it changed your life wouldn’t you want someone else to experience the same thing?   Keep in Contact with Your Hosts Stay in contact with your host as you keep learning more from them and keeping them up to date with what you are doing.   Support and Prayer Support your hosts through encouragement, donations, and prayer.   Sign Up for Another Event Sign up for another event through this organization or someone else that matches your interest.     Sponsor Someone Else to Go Help sponsor someone else to go, encourage them, and help donate if possible. 

Now let’s work on that story you’re going to share with everyone once home.  This can be simple but we need some parameters and some rules of engagement.  While we are super excited about the experience we just had, we need to identify the response of our friends and family so as to have a successful debrief with them.  To do this we simply need to break down our story into four groups.  But no matter the length, the three major points from the page before can be your basic construct for how you share about your experience.     30 Seconds This is your most common story when someone ask you to tell them about your experience.  Have this one ready to go and if they ask for more details then you could easily jump into your 3 minute version.  Keep it simple and help them desire to learn more.   3 Minutes Your 3 minute story is great for donors and a good body of content for your thank you note.     30 Minutes Your 30 minute story is great if you may have had a Sunday-school class or a school class that was supporting you on your trip.  These are great to support with photos and other media pieces.   3 Hours This is great for about 1 or 2 friends who we can prepare in advance that we just want to unload the whole experience.  Offer to buy them a cup of coffee and be sure to prepare them in advance that you just need to unload and unpack everything.  These are special friends, be sure to thank them!

What’s the win?  Team members can share a simple story... their story! Your final debrief is critical and essential for how you steward your team and the relationships you all have.  ServiceReef would like to suggest a few key elements to hosting an effective final debrief session.   STEP ONE   Collecting Memories Ask your team members to share their stories, memories, relationships, highs, lows, lessons learned, and anything they can remember about their experience.  Have them write these on individual post-it notes and fill up a wall as they share.  Get it all out of their system and collect as much as you possibly can.   STEP TWO Meaningful to Others Now have your team take those same post-it notes that are already on the wall and sort out which ones you believe are meaningful to other people... like the people you are going to be sharing your story with as you return home.     STEP THREE My Three Things Finally, have each team member focus the greatest points of impact from their trip into three or less major points or memories.  These are the foundations of their story and what they will share as they return home.

Preparing your team for home is an ongoing process that takes time and attention... most importantly, it’s a process that runs from before your event to well after everyone has returned home.  Let’s talk about a few things you might do in each key stage.   Before the Trip Set the expectation that this is a temporary experience but a life-style of engagement is possible. Read books of healthy service engagement before you leave to help set the heart right, like When Helping Hurts.   During the Trip Stay consistent with daily debriefs Talk about how people are going to use their lessons from this event once they get home   After the Trip Follow up with opportunities to engage Ask constituents how they are engaging now that they are home Prepare your stories so each member is ready when asked, “How did it go?” and “What did you do?”