Administrators Guide to Getting Started

Modified on Sat, 27 Apr 2019 at 09:25 PM

Welcome to Your Platform

Outcomes:

Learn how to create a user account
Learn how to set up an organisation
Learn how to create your first opportunity
Learn how to manage and prepare for the actual opportunities
Learn how to complete a report
Learn how to share a story

Introduction

Being an administrator is no easy job. You are in-charged with making sure your platform works in accordance to the highest standard. You also need to make sure the postings are updated and accurate. You also need to know how things work so you can help other users who need more guidance.

The purpose of this guide is designed to help you set up your account, organisation, subscribers, and opportunities you will need to manage your work seamlessly.

Step 1: Creating Your Profile (User Account)

There are two ways to create an account: by email and by social media authentication. Remember the method you chose. You will need to log-in with the same method.

Method 1: Register via Email

This method prompts you to create a unique username and password for your platform. If you want to keep your social network accounts separate, this method is for you.

To do so, go to the signup page of your platform and click the [Send activation email] button.

You will then receive an email with a link you need to click to continue the sign up process. Click the [Get Started] box on the email to continue.

On the next page, enter your personal information and password. Click [Create Account] once you are done.

Method 2: Register via Social Media Authentication

This method allows you to sign up to your platform using your account from Facebook, Google+, or LinkedIn. If you delete the social account you used to sign up, you will no longer be able to use that social account to log in.

To use this option, simply click the icon of the social media with the account you want to associate your platform profile with.

If you belong to your organisation's administrative team and you have been tasked to become a super administrator, you need to contact The Social Collective to gain super administrator's access. Click here to read more about requesting super administrator access.

Complete Your Profile

After you sign up, you will receive an email welcoming you to the platform. You will then need to update your profile.

To update your profile, you have to access your profile page. You can do this by clicking your profile picture and name on the upper right side of the page right after you log in.

Select [Update profile] from the drop-down menu.

You will then be able to edit the information on your profile page. The key information you need to update are:

First name
Last name
ID number or passport number
Address
Email address or mobile number
Profile picture

Note: If your platform allows you to receive payments, add your WeChat ID to your profile.

Once you are done with the changes, click [Save].

Step 2: Setting Up Your Organisation

Setting up an organisation is a vital step. By doing so, you will be able to create and manage events for your organisation, add participants, create reports etc.

To add a new organisation, click [Organisation] at the left-hand sidebar of your platform.

Scroll down until you get to the bottom of the page. Click the [Add a new organisation] button below the question "Can't find the organisation you are looking for?".

Fill out the form with the necessary details.

Once you are done, click the [Create Organisation] button at the bottom of the page.

Your organisation will now be moderated by administrators.

Note: If you have a super administrator access, the organisation is approved automatically.

Key Activities in Managing Your Uploaded Organisation:

Adding an opportunity administrator
- Opportunity administrators can help you with managing and reporting for your organisation. After adding them, you can simply delegate the tasks you needed to be done.
Adding subscribers
- Existing members and databases can be easily added to your organisation. These helps notify your network with new opportunities posted by you or other administrators. If you want to learn about growing your network of subscribers, click here to read more.
Adding opportunities
- Opportunities are events by your organisation that occur at a specific time and place.
Manage your organisation, opportunities, and participants on one place — your platform

Step 3: Creating Your First Opportunity

There are three ways you can create an opportunity: from your organisation's dashboard, from the opportunity page, or from your personal profile.

1. From your organisation's dashboard

This is the easiest method and the recommended one to fill out the details of your opportunity in one setting. It saves you the need to return to it and complete the missing details.

To use this method, visit your organisation's dashboard by first clicking [Organisations] at the left-hand sidebar.

Use the search bar and find your organisation. Click the name of your organisation once you found it.

To add a recurring opportunity, click the [Add a recurring Opportunity] button at the top of the page.

Note: A recurring opportunity is an opportunity that happens more than once, usually in the same place and time, periodically.

To add a one-time opportunity, click the [Add opportunity] button at the right side of the page under the "Activity" tab.

2. From the opportunity page

To add an opportunity from the opportunity page, simply click [Opportunities] at the left-hand sidebar.

Then, click the [Add an Opportunity] box below the filter search box.

3. From your personal profile

Using this method saves you time, but you would have to return and complete the details of the opportunity.

To use this, simply go to your profile page by clicking [Profile] at the left-hand sidebar.

Then, click the [Add an Opportunity] link right below your profile's rating.

Completing Your Opportunity's Details

After clicking the [Add Opportunity] button, you will then be directed to a form where you will need to fill out.

The following details are needed when adding an opportunity:

Organisation
Opportunity name
Details and notes about the activity
When, starting time, and hours
Activity category
Outcomes
An image for your opportunity

Note: If your platform requires payment, you will be directed to the payment page after you fill out the information. You will have two options to pay for the opportunity you are posting. Once your payment has successfully been processed and approved by moderators, your opportunity will appear live on the platform.

Once you are done, click the [Add activity] button at the bottom of the page.

Step 4: Manage and Prepare for the Actual Opportunities

Now that you are all set up, you need to manage the opportunities from your organisation and ensure that people know about them. You also need to prepare to have your opportunities run smoothly on their execution date and ensure that they are reported correctly.

Here are some tips to have your opportunities sorted online and in real life:

To promote your opportunity, you can share them on social media networks to get more participants and get as much as manpower as you can.

To do so, just visit your opportunity dashboard. For faster access, click [Opportunities] at the left-hand sidebar.

Simply scroll down, find your opportunity, and click [View more details] below its details.

On the right side, under the "Social Share" tab, you can find different social media platform where you can share your opportunity. Click your social media platform of choice where you wish to share your opportunity.

Step 5: Completing the Report

After the opportunity, opportunity administrators will receive an email reminder about completing the report. You will need to fill out the attendance and rate the participants, upload the attendance register, and note any issues, if there are any.

To start, access the reporting page from the opportunity dashboard.

Click [Do reporting] at the left-hand sidebar.

1. Validation

This is the part where you will select the name of the administrator (probably, you) who will be completing the report.

Select the name of the administrator from the drop-down menu.

2. Attendance

Before marking the attendance of the users, you will have to upload a scanned copy of the attendance register.

Click the [Select file] box to upload the register.

Then, mark the attendance and rating of each individual.

If you have lots of participants, you can report their attendance by bulk. (Click here to read more details.)

3. Noteworthy

This section is all about reporting the issues and other notable items you think would benefit your organisation. Make your reports simple and avoid using any slang language.

For any related image or file, click the [Select file] button to upload.

4. Financial Contributions

If you have any contributions or donations, this is the section where you can report them. For a more detailed explanation about reporting financial contributions, click here to read more.

Simply enter the value, describe it, and upload a proof of the transaction. It could be a picture or a receipt, whatever is available.

Once you are done, click [Finish] at the bottom of the page to finalize your report.

Step 6: Sharing a Story

Uploading your opportunity's story with photograph to the stories feed is good for recruitment and publicity.

Note: To read a more detailed article about adding volunteer stories, click here.

To do so, simply click [Stories] at the left-hand sidebar.

Share your story on the form provided. If you have any relevant photos, upload it by clicking the [Select file] button.

Once you are done, click the [Share now] button.