Administrators Guide to Getting Started
Modified on: Tue, 12 Dec, 2017 at 8:51 PM
Welcome to your platform!
This guide is designed to help you set up your account, organisation, subscribers and opportunities that you’ll need in order to manage your work seamlessly.
OUTCOMES: In this article you will learn how to:
- Set up your personal account
- Create and populate your organisation's profile
- Manage and prepare for opportunities
- Complete reporting and story uploads after opportunities (your events) have been held
Step 1: Create your Profile (user account)
There are two ways to create an account. You'd want to pick the method that's easiest for you.
Method 1: Register via email
Registering by email will prompt you to create a unique username and password for your platform. This method is useful if you want to keep your social networks independent. On your platform’s homepage, click on [I want to register], enter your email address and click [Send Activation Email]. This will send you an email that you need to open up in order to verify your email address (so we know you’re human) and complete your profile.
Method 2: Social Media Authentication (if your platform allows for this)
This method allows you to log in to your platform as long as you're logged into the social media platform you selected when you created your account. Please note that if you delete the social profile (eg: if you deactivate your Facebook account) you will no longer be able to use that button to sign in.
To create your account using Social Media Authentication, click [I want to register] on the homepage, and sign up by clicking the Facebook, Google + or LinkedInButton.
NOTE: After signing up, and receiving your email welcoming you to your platform, you will need to update your profile. To access your profile, click on the link in the email sent to you to verify your account, or log into the platform and click "My Profile" or your name at the top.
Super Administrators have full access rights on platforms. This access is controlled by The Social Collective, to request Super Administrator access to your platform, please read here and follow the steps
Once on your profile page, click your name in the top-right corner, and click "Update Profile" from the drop-down box that appears.
Then you'll be able to edit the information that appears on your profile page. The key information needed for all profiles includes:
- Name + Surname
- ID Number or Passport Number
- Email address and mobile number
- Profile picture
If you are on a platform that allows you to receive payments: To receive payments, add your WeChat ID to your profile. And when you've added all the necessary information, click Save. Your profile will then be moderated by the platform administrator. When your profile is approved, you will receive an email notification and will be able to continue using the platform.
Step 2: Set up your Organisation
Setting up an Organisation is a vital step in making the most of your platform. By adding your organisation's profile/s on the platform, you will be able to create events for that organisation, add your database of participants and seamlessly manage events, reporting and members from your organisation dashboard.
Let's get started. After logging in using one of the above methods, click [Organisations] on the top of the platform’s homepage.
Scroll to the bottom of the page and click [Add a new organisation] (shown below). Fill out the details of your organisation and click [Create Organisation].
Key activities in managing your uploaded organisation:
Step 3: Create Your First Opportunity
Setting up your organisation is like building an airport. You still need aeroplanes in order to get to your reporting goals. Opportunities are the aeroplanes to help you achieve this. You define when, where and why an opportunity will happen, and you have the option to define who can attend the opportunity.
There are a three main ways to create an opportunity:
1. From your Organisation's dashboard
This is the recommended method to fill out all the details of your opportunity in one sitting - saving you the need to return to it to complete missing details.
2. From the Opportunity Page
3. From your Personal Profile
Use this method if you need to save time, but you will need to return to the opportunity to complete details in order to give participants more information and make your reporting more comprehensive later on.
Completing your Opportunity's details
Once you've clicked the Add Opportunity button, you will be directed to a form that will prompt you to fill out the details of your opportunity. See below for a completed example.
Add the Location
If you platform Requires Payments: You will then be directed to the Payment Page, where you'll have two options to pay for the opportunity you're posting (see below). Once your payment has successfully been processed and approved by Moderation, your opportunity will appear live on the platform. Read more about how Payments work here.
Once you've paid and received a moderation approval email, you can begin accepting subscribers or volunteers. To add subscribers to your opportunity and notify them, read about adding and managing participants.
Step 4: Manage and Prepare for the Actual Opportunities
Now that you're set up, you need to manage the opportunity to ensure that people are aware of it, that it runs smoothly on the day and is reported on correctly.
TIP: Promote your opportunity on social media networks to get more participants and let people know what your organisation is working on. Simply click on your opportunity's page and select which social network you'd like to share it to. A pop-up will appear with the link to the opportunity page and a text-box where you should add a sentence or two letting your networks know what you're sharing.
See the example below:
Here are some further tips to getting your Opportunities sorted both online and in real life:
Step 5: After the Opportunity - Complete Your Report
After the opportunity has been held, you (or your Opportunity Administrator) will receive an email reminder to complete the report for it. You will need to fill out the attendance for the opportunity, upload your scanned register, rate each participant, and note any issues and success. If you had many participants at your event, you can do bulk-uploading of attendance reports. (Read: Bulk-attendance reporting) See steps 1-3 of reporting below.
3. Comments and Feedback
4. Financial Contributions
Here you'll be able to report on the Financial Aspect for your projects, covering:
- Inkind contribution
- 3rd party/leverage donations
- Management Costs
Step 6: Share a Story
After the important reporting work is done, why not upload a story and photograph to the Stories Feed to share a less formal insight into what your event was like? Stories are visible to the public, and are a great recruitment and PR tool too.
For details on making the most of your story feed, read: Uploading Stories.
And when that's completed, you can move on to the next opportunity!
For further tips or in-depth help on any of these steps, please visit hello.thesocialcollective.co and browse the support guides or use the search bar to find help on a specific topic.
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