Programs

Organizations have the ability to add “programs” in their database. Programs are used to represent recurring events or projects directed by your organization, such as an annual day-of-service or a community clean-up.

Your partner organizations can request to associate with your organization’s programs and once associated, these organizations can post opportunities under the program. Programs and their associations must be actively managed by your organization.

• Creating a Program
• Program Level Security
• Managing Program Associations

  • Approving or Rejecting an Organization’s Program Association

  • Adding or Removing an Organization from a Program

  • Approving or Rejecting an Opportunity’s Program Association

  • Approving or Rejecting a Volunteer’s Program Association

Creating a Program

1. From the Main Menu, click System Configurations then Programs.
   
2. A list of your organization’s programs are displayed, including the number of associated organizations, opportunities, departments (for universities), volunteers, and hours associated with each.
   
3. To add a program, click Add New Program at the bottom right corner of the screen
   
4. To inactivate this program, set the slider to Inactive.
5. Enter a Name for the program.
6. Select any Program Sponsors who support this program.
   Note: To select a program sponsor, it must have been previously configured by your organization.
7. Select any Agreements that you want volunteers and/or organizations to consent to before participating in this program.
8. For universities, select any Department tied to this program.
9. To add a logo, click on Click here OR Drop file here. Select the desired document from your computer.
10. If you wish to display the program on your organization’s public site, activate the Display on public site.
11. If you wish to review organizations before they can post opportunities associated with this program, activate the Organization approval required.
    Note: If activated, review the Approve or Reject an Organization’s Program Association section of the Manage Program Associations tutorial.
12. If you wish to review all opportunities associated with this program before they are accepted to the program, activate the Opportunity approval required
    Note: If activated, review the Approve or Reject an Opportunity’s Program Association section of the Manage Program Associations tutorial.
13. If you wish to review a volunteer’s application before they can volunteer for an opportunity associated with this program, activate the Volunteer application needs review for this program.
    Note: If activated, review the Approve or Reject a Volunteer’s Program Association section of the Manage Program Associations tutorial.
14. If you wish to display the opportunities associated with this program on your organization’s public site, activate the Opportunities posted for the program is available on public site.
15. Enter a description of the program in the “Body” field. If desired, you can use the formatting options available.
16. When done, click Save.
17. To edit a program: Click Edit. Make the desired edits, then click Save.
18. To delete a program: Click Delete in the dropdown menu, then click OK.

Program Level Security

After creating a program, organizations can select which users have the ability to administrate the program. If an opportunity is attached to a program, only users who have been assigned to that program will be able to see and manage the opportunity from their user accounts.

Note: If you want a user to manage opportunities that are attached to a program, be sure to manually assign the user to the program.

1. From the Main Menu, click System Configurations then Program Level Security.
   
   
2. To assign users to a program, locate the desired program. Click the “Select User(s)” field and check the box(es) next to the desired user(s). Then, click Assign Users.
   
3. Alternatively, to assign program(s) to a particular user, click the “By User” tab. Next to the desired user, click the “Select Program(s)” field and check the box(es) next to the desired program(s). Then, click Assign Program.
4. To delete a user or program: Click Remove next to the desired user or program.

Managing Program Associations

Organizations are responsible for managing and policing their program associations. If your organization activated the organization, opportunity, or volunteer approval/review required sliders when creating a program, you must approve or reject each party before it can participate in the program. While any of your partner organizations can request to associate and post opportunities with a program, not all of these organizations or opportunities will always be relevant to the program.

• There is currently no notification to alert you to organizations, opportunities, or volunteers awaiting approval for a program, so it is important that your organization regularly follows the “Approve or Reject” tutorials below to check for pending requests.

Approving or Rejecting an Organization’s Program Association

Your organization can approve or reject an organization’s request to associate with one of your programs. Here, you can also simply view your partner organizations’ program associations.

Note: If you wish to edit your settings regarding organization approval for programs, follow the Create a Program tutorial.

1. From the Main Menu, click Organizations. Alternatively, click Active Organizations in the Dashboard.
2. A list of your active partner organizations will appear. To view inactive organizations, click Inactive at the top of the screen.
3. Below the desired organization, click the open icon next to “Associated Programs” to view the organizations program associations. The selection that is highlighted in green indicates the current status of the program association.
   
4. To approve a program association: Click Approved.
5. To reject a program association: Click Rejected.

Adding or Removing an Organization from a Program

If you wish to manually add or remove a partner organization from a program, you may do so by editing the organization’s preferences.

1. From the Main Menu, click Organizations. Alternatively, click Active Organizations in the Dashboard.
2. A list of your active partner organizations will appear. To view inactive organizations, click on Inactive at the top of the screen.
3. Next to the name of organization that you wish to add to or remove from a program, click Edit.
4. Click the Programs
5. To add the organization to a program: Check the box next to the program’s name.
6. To remove the organization from a program: Uncheck the box next to the program’s name.
7. When done, click Save.

Approving or Rejecting an Opportunity’s Program Association

Just as your organization can approve or reject an organization’s request to associate with one of your programs, you can also approve or reject an individual opportunity’s association with a program.

Note: If you wish to edit your settings regarding opportunity approval for programs, follow the Create a Program tutorial.

1. From the Main Menu, click Partner Opportunities. Alternatively, click Active Partner Opportunities in the Dashboard.
2. Below the desired opportunity, click the open icon next to “Associated Programs.” The selection that is highlighted in green indicates the current status of the program association.
   
3. To approve a program association: Click Approved.
4. To reject a program association: Click Rejected.

Approving or Rejecting a Volunteer’s Program Association

While volunteers cannot associate with a program, if your organization activated the “Volunteer application needs review for this program” slider when creating a program, you must approve or reject each volunteer who applies for an opportunity that is associated with the program.

Note: If you wish to edit your settings regarding volunteer review for programs, follow the Create a Program tutorial.

1. From the Main Menu click Opportunities then Partner Opportunities.
2. Next to the desired opportunity, click the number that appears next to “Pending Volunteers.” The “Pending Volunteers” window will open.
3. To approve a volunteer: Click Approve.
4. To reject a volunteer: Click Reject in the dropdown menu.
5. Repeat for each opportunity, if desired.