This article is for Connect site managers.

Listed below are links to agency/program-related topics covered here and elsewhere.

Adding a New Agency or Program

To add an agency from the site manager panel:

  1. Go to Volunteerism > Agencies (Volunteerism > Programs in Community Connect) in your manager panel.
  2. Click Add New Agency or Add New Program as applicable.
  3. Complete all applicable fields. Fields are identical to those that an agency/program manager would complete, with the following exceptions: 
StatusSelect Active to activate the agency/program on the site. To create the agency record without making the it publicly visible, select Pending.

Primary Manager (required)
Begin typing the name of the agency/program manager. If that person already has an account, you'll see their name appear so you can select it.

Note: A person must have an account in order to be an agency/program manager.

Partner Agency/ProgramUsed to indicate partner agencies. While this field only appears in the site manager's view, volunteers can search agencies by partner status.

Note: If you would like to override the term "partner" on your site, contact our Customer Care team with your request.

TagsCategories that can later be used for filtering
Comments  Administrative comments; internal use only
  1. Click Submit Agency to save your changes.

Changing an Agency/Program's Status

Statuses include active, inactive, pending, and imported. To change an agency or program's status:

  1. Go to Volunteerism > Agencies (Volunteerism > Programs in Community Connect).
  2. Click on the name of the agency or program.
  3. From the Status dropdown on the agency/program page (under the Basic Information heading), select a new status.
  4. Click one of the Submit buttons to save your changes.

To view all agencies with a certain status, go to Volunteerism > Agencies/Programs and select a status from the dropdown at the top of the Status column.

Your Connect platform will display all agencies/programs with the selected status.

Note: This article covers the specific process for deactivating an agency or program.

Importing Agency/Program Data

If your site is switching to a Connect platform from another volunteer management system, you probably already have a database of participating agencies or programs. If you want to have your area's agencies/programs imported into our system, contact us to get an import template.

  • Some clients will want to import the data themselves. If that is you, contact Customer Care and we will discuss that option with you.

Note: At a minimum, your agency-importing spreadsheet will need to include columns for the following:

  • Agency/program name
  • Agency/program manager's first name
  • Agency/program manager's last name

Exporting Agency/Program Data into a Spreadsheet

You can export various types of agency/program data into a spreadsheet. There is a wealth of agency/program-related data in your Reports area, as well as in the agency/program management section of the manager panel.

Note: It's necessary to have a spreadsheet application (such as Excel) on your computer in order to use the Export function.

To export all agency/program data:

  1. From the manager panel, go to Volunteerism >  Agencies (Volunteerism > Programs in Community Connect). You'll see a table showing all active agencies or programs.
  2. Click the Export button (located just above the right-hand column).

The data is transferred to a spreadsheet. This spreadsheet may or may not open automatically, depending on your application.

Viewing and Contacting Agency/Program Fans

You have a couple of options for viewing and contacting fans: from the agency or program's profile page, or through the Email Blast tool.

To view fans:

  1. From the manager panel, go to Volunteerism > Agencies (Volunteerism > Programs  in Community Connect).
  2. From the list of active agencies/programs provided, click the name of the one to view.
  3. Scroll to the bottom of the page, or click the Fans link in the top-right corner to see a list of fans.

To contact the individuals listed:

  1. Click Email Fans. The Email Blast tool opens automatically.
  2. Write the email and complete all other applicable fields.
  3. Click Send Email Blast.

Viewing Needs by Agency/Program

There are two ways to view needs by agency/Program

  • Go to Volunteerism > Needs (Volunteerism > Opportunities  in Community Connect), where needs are listed. You can use the search and sort features to group needs by agency or program.
  • Go to Volunteerism > Agencies (Volunteerism > Programs in Community Connect) and click on an agency name. Next, click View Needs/Opportunities in the top-right corner, or scroll to the bottom of the page to see a table listing needs. Click on a need to view it.

Ensuring that Agencies/Programs Complete Their Profiles

It’s easy to encourage your agency or program managers to complete their profile pages. To see whose pages are incomplete:

  1. From the manager panel, go to Volunteerism > Agencies (Volunteerism > Programs in Community Connect).
  2. Click Incomplete Agencies/Programs.

The list that appears shows the name of each incomplete agency or program. The columns, shown here, display the types of information required for a complete profile. A red triangle with an exclamation point indicates a missing element.

To send managers a reminder that their profiles are incomplete, click the Notify Managers button on the right side of the screen.

Using the Email Blast to Message Agency/Program Managers

You can use the email blast to message your agency/program managers. When you send a message via the email blast, it is sent to your their email inboxes and their in-app messaging inboxes.

Here are the filters you would use to email agency/program managers in some common categories. Community Connect users should replace the word "Agency" with "Program" in the filters below.

  • To message everyone who is an agency manager: Volunteer > Agency Manager > Is an Agency Manager. You can select Is not an Agency Manager to message the users on your site who do not have agency-manager status.
  • To message all agency managers whose agencies' needs have responses from a certain user group: Agency > User Groups > has responses by group > [user group]. Here is an example:
  • To message all agency managers who added new needs before, on, or after a selected date: Agency > Date New Need Added > after > [date]. Here is an example:
  • To message all agency managers with partner status: Agency > Partner Status > is partner. Note that you can also message agency managers who do not have partner status.
  • To message all agency managers who have opportunities that are part of a selected initiative: Agency > Initiatives > has used initiative >  [initiative]. Here is an example:
  • To message all agency managers whose agencies are associated with a selected cause: Agency > Causes > has cause > [cause]. Here is an example:

To message all agency managers involved in an advanced event, you would not use the user filter, but would instead go to the Agencies tab of your advanced event.

Click here to learn more about using the email blast and the user filter.

Managing Agency/Program-Manager Data

A site manager can add, delete, and edit an agency or program manager’s information. In addition, a site manager can assign primary agency-manager status and assume the agency manager’s identity in order to see how the front end of the site looks to the agency manager.

As shown in the image above, agency managers' names are visible at the top of the agency profile page.

Adding an Agency Manager

In order to be an agency manager, an individual must have a user account. To add a manager to an agency:

  1. Go to Volunteerism > Agencies.
  2. Click on the name of the agency to open the agency's profile.
  3. Begin typing the person’s first or last name. If the individual has an account, his or her name will show up in a selection box, as shown here.
  4. Select the new agency manager’s name from the selection box.
  5. Click Submit Agency to save your changes.

Deleting an Agency Manager

When you “delete” an agency manager, you are simply deleting that person from the list of the agency’s managers. The individual’s user account is not affected; there is no chance that you will remove a user by deleting him or her from an agency’s manager list.

To remove an agency manager from an agency profile:

  1. Open the agency profile from Volunteerism > Agencies.
  2. Click on the agency name to open its profile.
  3. Click the next to the agency manager's name link to the right of the agency manager’s name.

You will not be asked to confirm the deletion, but you do have to click the Submit Agencies button to save the change.

Important: Be sure to assign a new primary agency manager before removing the old one.

Note: All users designated as agency managers have the tag agency manager added to their profile. Even if you take away a person’s agency-manager status, that tag remains in the profile.

Assigning Primary Agency Manager Status

Each agency profile lists a single primary agency manager, plus any other secondary managers assigned. As a site manager, you can determine which agency manager is to be designated primary.

To assign primary status to an agency manager:

  1. From your manager panel, go to Volunteerism > Agencies.
  2. Click agency's name to open its profile. In the Agency Managers section, note that one agency manager has a solid star while the others have clear stars. The solid star indicates the primary agency manager.
  3. Click on an agency manager's clear star to make them the primary.
  4. Click Submit Agency to save your changes.

Note: From the public site, the primary agency manager can add and delete secondary managers and can also assign primary status to another manager; however, once a person is no longer the primary, he or she cannot make further changes to other managers’ statuses.

Assuming an Agency Manager’s Identity

As a site manager, you can explore your site under the guise of any registered user. To assume the identity of an agency manager, open the agency profile in Volunteerism > Agencies and click the Assume icon for the agency manager’s name.

Notes: To reassume your own identity on the site, log out and log back in.

Launching the Check-in Kiosk on Behalf of an Agency

With the Check-in Kiosk, the agency managers opens an application that allows volunteers to check themselves in by entering their name, phone number, or email address. Volunteers can both check in and check out using the Kiosk. As with the other check-in options, hours are automatically attributed to the volunteer once they have checked in.

As a site manager, you can open the Kiosk from your site manager panel. To access the Kiosk on behalf of an agency:

  1. Go to Volunteerism > Agencies.
  2. Click on an agency.
  3. Click the Check-in Kiosk button.

You will be logged out and taken to the Kiosk on the front end of the site. For more information on how the Kiosk works, see Activating the Kiosk for Volunteer Check-in. That article is geared toward agency managers and explains how the Kiosk works on the site's front end.