Support Articles

ServiceReef allows you to build event applications and a master application.  Regardless of how you use the ServiceReef application builders, it’s important to understand what you wand and need to ask those who are applying for your events. Here are a few thoughts to get your started.   Things to consider in your application What do you hope to accomplish with your application? Will you have essay questions? How much time is realistic for someone to take in completing your application? Only ask questions that provide information on the decision criteria you determined early or that you will need to communicate. Questions you might consider asking (but not limited to) Remember that ServiceReef will automatically give you the applicant’s name. Preferred Name Current Address Permanent Address Citizenship Marital Status Cell Phone Email Gender Passport Information Educational Background Professional Background Work Experience Local Church Engagement Volunteer Experience Personal Skills or Hobbies Strengths and Weaknesses Cross Cultural Experience Practical Skills Creative Skills Concerns they have Most excited about Agreement to Terms Comments Emergency Questions Some organizations will ask emergency questions either on the application or after.  Here are a few things you might consider asking: Name Phone Numbers Relationship Insurance Information Medical History Critical Medical Needs Allergy Information 

What are you looking for in your team members?  Take the time to map this out before you begin reviewing your applications.  Here are a few things to consider: Qualities of your team members What personality traits are we looking for? Do they need to have certain professional skills? How many is our ideal team size? What if someone can’t make it? What types of cultural awareness is needed? What age ranges work best? Is this a mixed gender event or just for men or women? What expectations do you have for your team members (before, during, and after)? Creating a grading scale Write out each of the application areas by title (left column) Make a sheet for each individual who applies Score each individual with an objective tool like this Discuss with review team each applicant and their score Use comments area to expand your thought Download the ServiceReef Score Sheet

Getting started is simple while you also have the ability to load extensive details to any of your hosted opportunities.  Here are just a few things to consider as you set up an event and fields that you may use to make the presentation richer.   General Event Title or Name Start Date & Time End Date & Time Available for view on ServiceReef Registration Deadline Description Service Categories Medical Categories Privacy Needs Primary Event Contact Opportunity Location Requirements Maximum numbers of spots Restrictions Prerequisites Responsibilities Next Steps Preparation Meetings Name Description Location Meeting Date & Time End Date & Time Required Y/N Marketing Event website Event Twitter handle Event Facebook page Welcome video YouTube Photos Financial Raise Funds or not Total cost of trip Allow donations Y/N Deposits Milestones & Dates Accept donations to organization Accounting code (from your accounting system) Application Require approval or not Taking roll or not Record attendance or not Application fee Require an application or not Ability to apply elsewhere Application fields Admins Who has permission as an admin Permissions per admin Communications Automated Emails Custom Emails Communication Dates Forms Title File to Upload Required Y/N Due date

There may be times when you would like to not only set the maximum number of trip participants (based on how many you've accepted).  You may also desire to have a maximum number of pending applications.   Here's how this works: Let's say you have an upcoming event and there are a maximum of 10 spaces available.  You would like to shut down additional applications once you have 10 people apply for the event.  ServiceReef will automatically close registration for this event unless you decline one of these applicants (at which point the system would open registration again for that opening).   To access this feature go to the Requirements management page for an event.   

Ever need to waive the cost (or give a discount) for your application fees? Now you can add a coupon code specific for event applications, here's how: Log into your ServiceReef account Access your organization's dashboard Select one of your events Click on "Coupons" to the left Select "Add Promo Code" Enter coupon name (for your reference) Enter either percent discount or set amount discount Copy the promo code (these are auto generated) Send promo code to desired person NOTE: Each promo code can be used only once

Looking for more control on the admin controls for your events? We've just built an enhanced feature set for your admins and the control they have in managing each of your events.  Here are the categories of admin permission settings: General - General management of the entire event and the basic settings of the event (Requirements, Meetings, Marketing, Application Coupons, Forms, Participants, and Stories) Manage Users - Permission to manage (and add/delete) event admins Get Notifications - Receive automated notifications from ServiceReef (ex: new application, etc.) Trip Finances - Permission to manage the trip finances (trip cost, due dates, etc.) Participant Fundraising - Permission to view the totals for event participants (but not the specific donations given to each participant) Donation Details - Permission to view the itemized donations for each participant and the respective donor for each  Application - Permission to view and edit the event application.  NOTE: This is not managing the actual applications from trip applicants - this is management of the actual application. Communications - Permission to manage (edit, create, send) email communications 

Reports and data are important to all of us in our leadership role and as we build better strategies for the future.  We sat down with a number of board members from organizations to initially build the framework for reports so that the data provided would be helpful to show impact and reach.  Let’s unpack these reports. How to generate a report Select the report you wish to generate Select the date range for the report (cumulative - entire ServiceReef history, this Quarter, this Year, Custom date range) Select audience (your organization, your organization combined with your partner organizations, or entire constituency) Click “Generate Report" The Stats Report View global impact of your organization (zoom in and out as you please) Total participants  Total opportunities posted Total organization fans Total new participants (this period of time) Total countries reached Total profile visitors The Participant Sketch Report Quantity of participants per age group Interests by age group The Trends Report Frequency of opportunities (event date and registrations) Stories shared Site traffic Retention (new attendees, repeat attendees, lapsed attendees) The Participant Feedback Report Quantity of Stories Shared Quantity of Surveys Taken Survey Score Average All Feedback Comments The Finance Report Total Raised through ServiceReef Total Raised in Opportunities Total Direct Donations to Organization  Total Manually Entered Donations Total Cumulative Donations  Donation Trends Top Donation Origins by State Top Fundraised Events Remember to keep in the mind the date range of the report you are viewing - this is noted in the top left corner. 

Embed widgets are simple ways for you to take the entire list of opportunities or stories and drop them into your other web properties.  You simply need to copy this HTML code and paste this in your website - everything else will automatically populate stories for you. Widget Options Events (Domestic & International)  Events (Domestic Only) Events (International Only) Stories (All Stories) Embed widgets are great ways to share your opportunities and stories in your other web properties or even in partner web properties.  

If you have purchased the ability to manage stories, this is where you can view and manage stories shared by participants.  This gives you great control and review before any stories are shared and pushed to your public pages.  Let’s unpack how stories work: How does someone share a story? A participant can share a story at any point of their engagement (before, during, or after the event).  They can share a story by clicking the “Share Your Story” button on the opportunity page.   How are stories monitored? If you have the review feature enabled for your account then each story that is shared will generate an email to your organization admin (not your opportunity admin).  This will prompt the organization admin to review the story and approve the story.  The opportunity admin will also be able to approve these stories.   What happens once a story is shared? Several things actually happen.  Each story that is shared (and published/approved by admin) will populate on the opportunity page, the person’s personal donation page, the story embed widget, and each of each respective participant’s donors will receive an email notifying them of a story shared. 

These are all the people who have ever served with your organization.  Here’s what you can do: Search for a member Export entire member list to excel Actions: View Master Application Responses 

This is a feature that our team loves as it creates such a powerful means for you to better manage the engagement points you give your community.  Here you can link your account with other organizations so that their opportunities populate on your pages.  Let’s give two examples to better understand how this works: Local High School and their Partners A local high school requires each student complete 20 hours of volunteer service per semester.  The school must approve the organization(s) a student would serve with for these hours.  Traditionally, the school would field these organizations and perhaps source lists of their volunteer times.  ServiceReef allows you to “partner” with these approved organizations so that their opportunities populate on the high schools page.  Once the high school approved the partner organization, there’s no need to manage or populate opportunities from that organization as they automatically populate in the high schools page.  Each partner organization is required to manage their volunteer opportunities through ServiceReef in order to make this work.  This significantly reduces time needed to source these opportunities and publish/promote them.  Now you have an automated means to provide your students with volunteer opportunities… all automatically and safely placed in your specific page. Local Church Very similar to above, but perhaps your church partners with a local soup kitchen and another international ministry.  You can link your account with these organizations so your congregation has immediate access to any partner serving opportunities.   Note - partner organizations must use the ServiceReef platform in order to build this partnership and populate opportunities in your page.