Support Articles

Additional features for event management are:   "Awaiting Approval" Tag Participants waiting approval now have a tag "Awaiting Approval" on their Registration Details page for simpler identification of registrant status.      Manage Trip Button Trip leaders now have a link directly from their personal event page to the event management page for simpler access to management pages.    

New Fundraising Layout 2016 allowed our team time to review a number of tools within the ServiceReef short term trip module.  One of the areas we explored was a new way to visually display the financial progress of each participant.  The following images display the previous and new versions of the participant fundraising information with the information collapsed into a visual bar and presentation.     PREVIOUS LAYOUT   NEW LAYOUT

Moving participants has a completely new functional process and more powerful tools. You can now move participants while they are waiting for approval (or after they are approved like before) and the system will gracefully handle the different scenarios where the original trip and the trip the participant was moved to have different application fees. Attached are the three different modals that you can get when you are approving a participant.  Scenario One - Initial trip application fee is equal to or more than current trip (this is the same display page an admin would see even if the participant was not moving from one trip to another).  In this case, the admin would get a choice to charge the original application fee or ignore the fee. Scenario Two - Original trip did not have a fee.  In this case, since the participant was not charged a fee when applying, the fee will need to be obtained via other means (outside of ServiceReef) as the system does not have a card "on file" to charge. Scenario Three - Both trips have fees, but the initial trip application fee less than the destination trip application fee.  In this case, since the pre-approval on the card was on the original application fee amount, ServiceReef cannot charge more than was originally "held" when the card was first verified.  For example, if the application fee was originally sent to the credit card for approval of $50, that is now the maximum that can be charged to that card for the application fee.  In this scenario, the Admin is given a choice between charging the original fee (e.g. $50) or skipping the fee entirely.  If the admin desires to have the participant submit additional payment, then it can either be done by the participant as a "donation" through the system or as a "manual" payment and the Admin can collect it outside of ServiceReef.com.   We tested over 75 different scenarios including donations, trips with auto-approve, trips with approval required, approving participants, refunding participants, moving participants and all of the payment variations. This project was a significant undertaking as we had to split payments up for trip applicants registering together when approvals are turned on, but we feel that the user interface improvements have resulted in a more straight forward and intuitive experience for you as an Admin.  If you have questions or run into any scenarios not covered here, please let us know. What has changed? The checkout page Splitting payments for each registration Ability to move a participant in pending status

ServiceReef has updated the Opportunities page to allow admins to search by status and by date independently. This page now defaults to showing all upcoming trips that are in draft or published (hiding cancelled by default)... from here admins can search to show all or just past, or just draft, etc.

Ever have a trip where the security requires a little more control of the participant's personal fundraising pages? We built this tool to allow control on the personal fundraising pages to either help guide people in their personal fundraising page OR to restrict them to not post anything they shouldn’t.   This new feature lets you populate the text on the personal donation pages.  You can… Allow the user to have free reign and write what they please Post a standard text letter there for them to edit (or just leave as is) Post a text letter and NOT allow them to edit (for security reasons)  

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.      

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.  

2015 was an exciting year for ServiceReef and this PDF is a quick review of what's new. CLICK THE LINK ABOVE TO DOWNLOAD THE FILE.

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.