As a super administrator, your role includes the management of the Add Hope portal where the management of beneficiaries is carried out including funding applications and reports. Data captured on the Add Hope needs to be accurate at all times as it will be used for internal and external communication and more importantly for funding decision making.


OUTCOMES: 

  • Understand how to manage the different elements of the Add Hope portal
    • Assigning Admin Rights and Group Admin Rights
    • Setting up the Welcome Wizard
    • Setting up custom pages
    • Setting up forms
      • Forms with expiry dates
    • Reviewing of applications and funding report submissions
    • Monthly reporting 
    • Scorecards
    • Insight Reports

Administration Rights

As a super admin you can assign admin rights to beneficiaries so they can have access to the due diligence forms and Group Admin rights to LSMs who oversee various beneficiaries. 

Assigning Admin Rights to Beneficiaries

Beneficiaries will need to have admin rights for their organisation for them to be able to submit reports and applications and to upload compliance documents. A beneficiary can request admin rights of which you will receive a notification from the portal to review the request. Alternatively you can add them as administrators to specific organisation profiles provided they already have a profile on the portal


  • From the organisation dashboard you have created, click on "add administrator" and add a user as an administrator. The system sends an email to the user requesting them to accept admin rights.  

ADMIN RIGHTS ERROR: In the event a use receives an error notification when they click on Due Diligence, check their profile to ensure that the rights were applied to their profile
  • Search for the name of the user under "Community". Click on edit 


  • Check from the user profile that the "Opportunity Admin and "Organisation Admin" are switched on, if not you can switch them on and click save at the end of the page to save your changes


Group Administrators

A group administrator is a limited super administrator who has access and control only over the opportunities, organisations, users, and/or stories with matching custom field values. LSMs need to be set up as group admins and linked to the beneficiary LSPs. 


To set up a group admin, head over to settings and click on "Portal administration" under the systems settings panel

  • Enter the email address of a user you would like to add as a group administrator on the form provided and click [Add].

  • Fill out the details on the table shown. Under the "Custom field" column, select under the drop-down options the custom field you would like to assign to the group administrator added which in this case will be the franchise. Do not forget to save your changes

Welcome Wizard


The Welcome Wizard is a great way to map out the steps that your beneficiaries need to take to submit their funding reports and applications for further funding. The Welcome Wizard outlines the steps linking the users to the right pages on your portal to avoid any confusion. The wizard will need to be updated to keep up with any changes made to your funding and reporting criteria.


The feature is already live on your portal and you can edit it by following the following steps

  • Head over to the Setup Panel of your platform by clicking "Settings" at the left-hand sidebar. 
  • Then, access the Wizard's settings by clicking "Welcome Wizard" under the "Usage and Account" tab

Now, you have to name the welcome guide. Use a descriptive name that would help newcomers understand what the welcome wizard is all about.



Welcome Wizard Settings


Currently, there are 6 pages or steps in the Welcome Wizard to help guide new users:

  • 1 Create user profile step
  • 1 Create organisation step
  • 4 Custom steps

All of the Custom steps share similar settings you can tweak. There are 5 items you should know:

  1. Show step slider
    • Clicking the slider to YES makes the Custom step visible in the Welcome Wizard to newcomers.
  2. Page title
    • Use a descriptive name to help newcomers know what the step is all about (Maximum of 50 characters)
  3. Page content
    • This is a custom text you can include in the step. This would explain to the user what they have to do and why (Maximum of 200 characters)
  4. Page link
    • Insert the link to the page where you want to direct the new user
  5. Show 'Agreed' checkbox slider
    • Clicking this slider to YES would show an "I've read the page" checkbox on the step


Here are 2 examples of what a Custom step looks like:



Custom Pages

Custom pages allow you to create share key information about your program. This could be an information page for your beneficiaries to reference with regards to your funding scope and requirements. You can change the titles of or hide existing pages


  • Head over to the Setup Panel of your platform by clicking "Settings" at the left-hand sidebar. 
  • Click on "Custom Pages" under the "Usage and Account" tab



  • Create the page by entering it's title and clicking "Save". (You can have a maximum of 3 custom pages.)
  • You'll be redirected to the new page on the front end where you can edit its content in-place.

  • When complete, click "Save and publish" and it will become visible to the public.



Due Diligence Forms

Validations on your portal are called Due Diligence. You can create new forms for your beneficiaries to complete as part of your compliance and management procedures. 

  • Click on "Due Diligence" from the left hand side navigation bar

  • Scroll to the bottom of the page and click "Create"


  • Set up your form and do not forget to click "Submit" at the bottom for the form to save



Forms: Expiry Date

The feature assists with management of beneficiary compliance documents that need annual updates or have a specific expiry date. Documents that can be managed using this feature includes but is not limited to: 

  • BEE Certificates
  • Service Level Agreements
  • SARS Certificate of Good Standing
  • Annual Financial Statements

The feature sends automatic email reminders to beneficiaries on documentation that needs updating which will save you the time and effort required to make follow ups to ensure that all compliance documentation is up to date. Reminders will be sent: 

  • 30 days before the expiry date
  • 5 days before the expiry date
  • On the day of expiry
  • 30 days post expiry date


Beneficiaries will get an email with a link to update the expired document



This feature needs to be switched on when creating a new form in order for it to work.


Reviewing Due Diligence Submissions

Due diligence submissions will need to be reviewed. While reviewing the submission, you can either approve, reject or give feedback on a submitted Validation. 


It is advised that feedback be sent to the beneficiary before rejecting as this will allow them the chance to rectify any errors or add on any information that might be missing without having to start from scratch.


However, if a Validation has either been approved or rejected then it will not be possible to send feedback to the user.


To review submitted forms, simply click [Due Diligence] at the left-hand sidebar between "Settings" and "Support"


Then, select from the current validations which validation you would like to moderate.


On the table, you would be able to see which validation has a submission awaiting to be reviewed.


Do so by clicking its name.


On the following page, you would be able to see each submission's date, its organisation, administrator, status, and if they were already reviewed, the checker.


Click on the "Review" box of the submission you would like to moderate.


To send feedback to the beneficiary, click on "Message" at the bottom of the form and detail what changes they are required to make on the submission. 




Monthly Reporting

Beneficiaries are required to submit monthly reports on the portal to keep an eye on performance and the management of funds. 


Linking an organisation to monthly reporting is done manually. Once you have created your initiative, you can add an organisation to it or you can directly go to the Initiatives Indicators dashboard and add organisations by clicking on the add button.


The system will send out automated reminders to the beneficiaries to alert them of upcoming reports that they will need to submit. 



Select the organisations you would like to add from the drop down list and then click Add organisation(s)


                   


Score Cards 

Score cards can be created for project tracking and beneficiary compliance. To setup scorecards:

  • Log into your platform as a super administrator
  • Click on Initiative Indicators - you will find this at the top of your homepage if the feature is activated
  • Once open, click on Add a Score Card
  • A form will open, fill in the details
    • Title
    • Describe exactly what's to be measured/ reported on
    • Add questions and scores by clicking on Add question 

  • You can add an estimate/ target for the indicator to help track progress/performance.
  • If need be, you can set the Score card to only be visible to users with super admin rights
  • Click Create Score Card



Linking Score Cards to Initiatives

To link Score Cards to initiatives you will need to: 
  • Create an Impact Indicator that mirrors the name of the Score Card Created
  • Follow the steps highlighted above to link the indicators to an initiative related to the Score Card you have created
  • Once that step is completed the number of initiatives will appear on the Score Card Dashboard against the specific Score Card

This step will allow to link the score card to specific beneficiary organisations. A good user case for score cards is the different aspects of the Site Visit Toolkit where organisation are scored on how well they are implementing their projects.



How to Complete Score Cards

Score cards are completed in the same manner as a form. The only difference is that the Score Card runs calculations based on the inputted answers, this is why the feature does not allow for the uploading of files or text. Corresponding validation forms have been created to cater for file uploads and narrative text.

To complete the Score Card: 

  • Find the organisation you would like to complete the score card on by searching on the beneficiary organisation's page

  • Click on Report Now on the score card

  • Complete the score card form

  • Click Submit when you are done

The scoring will automatically update with each report filled in.


Editing Due Diligence Forms

You might need to edit some detail in the due diligence forms for various reasons. To do this you will need to find the form you want to make edits to from the Due Diligence dashboard and click edit. Once you have finalised your edits dont forget to click "Submit" for your changes to save.


Archiving Due Diligence Forms

When a form is no longer in use, you can archive it so as not to cause confusion for your beneficiaries and to keep your forms up to date. Archived forms can still be accessed by super admins, however they will be hidden from the view of the beneficiaries. The data captured can also be accessed by a user with super admin rights. 


  • Click preview on the form you would like to archive


  • Scroll to the end of the form and click on "Archive"


  • Archived forms can be un-archived if need be. From the due diligence dashboard, find the form you archived and un-archive it by clicking on preview and then "Unarchive"



Insight Reports

As a Super Admin, there are different reports you can pull from the system to keep track of your program


Beneficiary Organisation Export

As a super administrator you can pull an Organisations Export report which will give you a summary overview of all organisations on the portal and their status. This report can be used for various reporting purposes and keeping tabs on the organisation database.


To pull an Organizations Export report, click on insights from the left hand side navigation menu, then click on Organizations Export. 

You can limit the report to only show what you need to see using the below limits:

  • Organisations
  • Include custom fields

Once you have filled in your limit fields, you can download it as a CSV, XLSX or PDF file for your perusal and records 



Due Diligence Export

You can pull and export validation forms that have been submitted by your beneficiaries to review the data and share with your team


To pull a Due Diligence report, click on the Due Diligence block from the insights report page




Then filter your report to suit what you need to see, you can filter by:

  • Date range
  • Organisation
  • Diligence


You can download it as a CSV or excel file for your perusal and records.