Chapter Admin Guide; PAGE 1

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TABLE OF CONTENTS

Click any topic

PART I:  (1st page)

I.      CHAPTER PROFILE

II.     HOME SCREEN;

III.    DASHBOARD

IV.    LOCATIONS

V.      USERS

VI.    CAMPAIGNS

VII.   LINKS

PART II:   (2nd page)

V.     EVENTS

• Add Event
• Driver Selection
• Driver Start Location
• Driver Drop Off Location
• Bag Pickup
• Route Map
• Edit Route Map (advanced)
• Route Update
• Event History

PART III:   (3rd page)

IX.     NEIGHBORHOOD COORDINATOR

After registering, the next thing to do is complete the Chapter Profile.  Access Chapter Profile from ADMIN on the main menu.    

Chapter Profile handles 4 different important topics, each with their own tab;

• Chapter Details (General Information)
• Chapter Resources (logos, banners, story)
• Zip Codes and Zones (your area served)
• Chapter Contacts (people that can enter events)

TAB I: CHAPTER DETAILS:   

Chapter Brand Name;  this is how you wish your name to appear on your Site Page, it will be what donors and driver see when they log in.    For example, "Simple Gesture of Rosemont"

Lookup Name for Site Page; This is the name you'll use for the drop down on the main Site Page (where the Map is).   If your name starts with "Simple Gesture..." that can be difficult for people to look up since there will be many starting with "S..."  For this reason you might want to make the look up name "Rosemont's Simple Gesture".

Chapter Phone and Email;  this information is not visible to donors and drivers, it is for the Site Admin to contact you.  There is a place to enter the phone and email you wish donor's see further down.

Chapter URL code.  This needs to be a unique combination of letters that identify your chapter, these appear in the URL (the website address) for your chapter so its advisable to use letters that are similar to your chapter name.    

For example;   Sacramento Rotary Club might use SacRo;  and their URL for their site page will be www.ASGeventmanager.com/entites/SacRo  

Chapter Website;  This is your website that you already have.   The link is displayed on your site page on our site as a reference for your donors and drivers  if they are interested.   If you don't have a website, leave it blank.  

Home Screen Phone and Email;   This is the phone and email that drivers and donors will see, they will use this information if they have questions.  It can be a good idea to get a generic number from google voice or another service and a general email, and then redirect those to your Chapter Admin that is in charge of this program.  

DROP OFF and BAG PICK UP LOCATIONS:   

The "DROP OFF" is the default location where all the drivers will take their food.   You should set this as the most common pantry for your entire chapter.   You can change this for each driver when you set up the event.      

The "BAG PICKUP" is the default where each driver will get their bags if you are using reusable bags, this can be changed in the Event for each driver.  

BAG METHOD:   This is the default place your drivers will get reusable bags, if you are using them.    

The two choices are "Central" and "Delivery".   

"Central" means that all the drivers will pick up the bags at some location you designate.   You will add this central location in the "Locations" form (see further down this help guide page for 'Locations').

"Delivery" means you will deliver the bags to the drivers.   

You can change the default in each event to something different.      

Donor Participation Type;   This is the method used to determine if a donor is going to participate in an event.  

The two choices are "Assume Yes" and "Donor Must Confirm".    

"Assume Yes" is recommended.  This means that when your event's notifications are sent out, all donors will be set to "YES".  This is the preferred method.   When "Assume Yes" is selected you are assuming they intend to participate unless they tell you otherwise.   The disadvantage of this is that your drivers will go to about 20-30% of the houses and find no bag for pickup.    However, a bit further down we explain the "Require Yes" feature which minimizes this disadvantage. 

"Donor Much Confirm" means that you will ask them to tell you "yes" or "no", and if they don't answer they would be set as "no response" which means they will not be included in a route.   The risk of this is many donors plan to participate and may not take the time to respond to the status request to say "yes".   

"Require Yes";  If you do set your chapter to "Assume Yes", you can always go to the "Reports" from the main menu, then select "Donor History".  This allows you to review historical data to see how many times a donor does not have a bag out front.   When that "no" count is high, you can set them to "Require Yes".    What this does is treats those specific donors as "Donor Must Confirm" while treating the rest as "Assume Yes".   This will improve driver efficiency. 

Allow Self Deliver;   This feature will give any donor the option to bring their donation to the pantry on their own.   If you select this, your options are limited to the LOCATIONS you enter.  "See Locations further down".      If a donor cannot participate, they will receive an email asking them to self-deliver if you set this to "on".  

Accept Donations;  this feature allows you to enter a link to a donation page for your chapter or for a pantry you support.    If a donor cannot participate, they will receive an email asking them to donate if you set this to "on".  

Online Store;  this feature allows you to set up a storefront using a service such as Amazon or Walmart.   If a donor cannot participate if you set this to on, they will receive an email asking them to go to this URL to select items that are sent to a place you designate.  

Default Donor Percent;   This is a tool that helps you calculate how many drivers you'll need.  It's recommended to set between 70 to 80%.    You can change this in the event, this is just the default.  

Default Driver Doors;  this is the number of drivers you will need based on the number of donors that sign up.  It's recommended to set this to about 25.  You can change this in the event, this is just the default.  

TAB II:  CHAPTER RESOURCES:
This section is to help your users recognize you.   

Chapter Logo;   This is an image of your logo, it needs to be about 200 x 60 pixels to fit properly, although you can try different sizes.    Step 1 is to save your logo's image somewhere and then step 2 is to "choose file" to upload it.

Chapter Area Served;  this can be an image you create using any drawing tool such as Powerpoint.   Or, you can draw an image on the next tab (zip codes/zones) and save it.    This image will show your users the area you are covering with your program.

Chapter Banner Image;  This is an image that displays your brand 'phrase' or tag line.    The recommended size is about 250 by 25 pixels.  

Chapter Photo;  this image will appear on your Home page.

Chapter Needs List;  this image will appear when your donors click a link on their email notification, allowing them to see any special needs for your pantries.    The recommended size is 350 (wide) x 500 (high) pixels.   

Chapter Story;  this area has a variety of tools to create a nice looking text that appears on your Home Page.  You can use different fonts, page breaks and even add images and hyperlinks.   

TAB III: ZIP CODES and ZONE DEFINITIONS:

When you create an event you will select the 'Zones' that are included.   For example, when you get started and your size is smaller you may select every Zone to be in the same event.  As you get bigger you may begin to separate zones into different events.  It's a good idea to plan ahead and assume your program will get bigger.  

A ”ZONE” is a collection of Zip Codes.   A Zone is a way to combine Zip Codes into something logical;  for example, if your area served is several small towns you might want a Zone for each small town.     If your area served is a big city, you might want a Zone for the NW, SW, NE and SE sections of the city.    

Step 1 is to enter all the zip codes for your entire area.  This is done by entering a zip code in the empty field on the screen, then click "Add Zip Code".    

Step 2 is to create zones, and then select the zip codes that will be included.   First create the zone name and then click "Add Zone".   You will see the Zone is added to the list.   Click on the Zone and you’ll see a “Zip Code” box, click the check mark next to the Zip Codes you want to include in that Zone.   

If a donor registers and uses a zip code that is not on your list, they can still register but will be set to “out of area”, meaning they can still be a driver or donor, but they will not be included on routes.    (For example, a donor can self-deliver, make a financial contribution or shop on an on-line store).   

ISActive:   Every Zip Code and Zone has a blue slider.   When the slider is clicked it turns grey.   Blue means Active, Grey means NOT Active.    NOT ACTIVE means that Zip Code or Zone are no longer being used.     There is a “Show InActive” slider, if you click that you will see the inactive Zones and Zip Codes, otherwise they are hidden from view.  

Area Served Map;  

You can use the polygon tool, the circle tool, or the square tool to draw a shape.  This is informational, and allows you to create your "Area Served" Map on the Chapter Resources tab.  

Once you have completed the drawing, click "Update Area Served Map".  (be sure to click save when you're done!).    This is optional, you can also upload a map to display on your home page.  

TAB IV: CHAPTER CONTACTS

The final tab is where you create Event Manager Contact information.    When an event is created you will see a “Event manager” drop down to select the Event Manager for that event.  This information is shown to donors and drivers as the primary contact person for the event.    We security and privacy we suggest Event Managers consider using a Google Voice number or other 3rd party number that forwards calls to the Event Managers phone, and to use an email that does the same. 

For now the only place this is used is when you are creating an event.   You will identify someone as the "Event Manager", and display their email and phone number to all the participants for that event (donors and drivers).   

The other thing you need to do for an Event Manager is to identify them as a Chapter Administrator.  This way, they can go in and create events and do other things.    Soon we will fine tune this so that Event Managers have limits to their role, for now they can do anything a Chapter Administrator can do, so its best to make sure they understand they should be creating events.  Refer to the "USERS" section further down to see how to do this.  

The "Dashboard" is the first think a Chapter Admin will see upon logging into the system.   Look for alerts in the upper right.   (the bell, with a #, if you see that click it).  

• INCOMING EMAIL:    This comes from someone that clicks "reply" to an event notification.   When they reply, they do get an email saying their email went to an unmonitored email account, but still, you may wish to contact them regarding their reply.
• BLOCKED EMAIL:  This means your outbound notifications included emails going to accounts that are not active. It is very important you remove this to avoid our email spam/trust rating to get bad.     

LOCATIONS are places you want your donors and drivers to know about.   You access this by clicking ADMIN from the main menu, then select “Locations”.  

A Location can be any or all of the following four things;     

• A Drop Off;  where the drivers take the food (a pantry)
• Pickup;  where drivers pick up bags, such as your office, church, or pantry
• Self Deliver;  where any donor can take their food (a pantry)
• Driver Start;  where a driver may start their route (vs. starting at home, they might start at a church or other central location.  This is common when they go somewhere to pick up the bags). 

Click "Add Location" to add a new location, and then decide which of the above are true for that location.    

See images below for examples;

the USERS list shows all users that are in your Chapter.  These include donors, drivers, event managers, and administrators.    You access this by clicking ADMIN from the main menu, then select USERS.

The USERS list allows you to do three important things;

1.  Edit their Profile;  

Click the PENCIL ICON:   

CHANGE PROFILE INFORMATION:   by clicking on the pencil, you can edit any users profile.   You will see a section "Admin only" that gives you access to fields they cannot see. 

OUT OF AREA:   This allows you to set a donor "out of area" meaning they will not be included in any routing.   You can also do this from the Event Route Map, see Event Routing for details.  

LOCK TO DRIVER:  This allows you to tie a donor to a driver.  If that driver is driving, they will have this donor on their route.    

IS ACTIVE:  this allows you to set anyone to inactive, inactive is = delete, meaning they will not longer be in any part of the system.  

NEW PASSWORD:  This is used if you wish to reset someone's password yourself

CAMPAIGN CODE:  This is set by the "Campaign" form, see "Campaign" for more information.   This is a special code to show how the donor was registered.   

SUB CATEGORY:  This is a special code to sub-divide eligible donors for an event.  For example, some donors may only be for a monthly event, others bi-monthly.  

# of BAGS:  this is usually set to 1, but you can change it if a donor consistently provides more than 1 bag.  This allows the driver to leave more than 1 reusable bag as they run the route.   

Make Chapter Admin:  When you turn the slider on (blue) this person will have the same capability as you.   Soon we will create a specific role for Event Manager, which limits what they can do.    You'll want to turn this on for anyone that is an Event Manager.  

Make Chapter User;  This should always be set to "True".   

Set as BB Planner;   This is for future development use

2.   LOG IN AS THE USER;

Click the "mouse" next to their name.  

If you do this you will be logged out as Chapter Admin, and Logged in as that user.   You can see and do anything that user can do.   This is useful if you wish to see a donors event page or a drivers route, for example.   

3.   REVIEW and DOWNLOAD USER DATA:   

There is a wide array of data on this screen.   You can grab a column (right click) and drag to a new location.    And you can sort any column.    You can also export this data to a spreadsheet.  

The main sections are;

• General information;  
• Donor Next Event
• Driver Next Event
• BB User (Brown Bag/Canvassing User).  (see Canvassing Help for details)
• SPECIAL:  this is a code that shows where or how the donor signed up, it is related to a CAMPAIGN

Campaigns allow you to manage Donors Drives.   You access Campaigns by clicking ADMIN from the main menu, then select Campaigns from the drop down.

There are many ways to bring more donors to your Chapter.   Go to www.porch2pantry.org and click on “Incentive Campaigns” to read more about donor drives.  

Examples of Campaigns;

• A booth set up at a fair
• A door hanger you will use to canvass a neighborhood
• An email you may create for a Church or Social Club to send to its members to register
• A table set up in front of a grocery store
• A poster you may put up at local retail stores

The campaign form collects information that will be displayed to someone when they click on a special QR Code or a special URL link that is tied to the campaign.    If they register the “Campaign Number” is placed into their record so that you can track things such as;

• How many people registered for a particular campaign; this helps you decide what works and doesn’t.
• How many times these donors participate in recurring events, this allows you to show others the success.   For example, if a company sends out a campaign email to its employee’s, you can show that company how many pounds were donated over the next year.  

There are primarily two types of campaigns;  

• A INCENTIVE CAMPAIGN;  this is where the person registers and a donation is made to some good cause.  Go to “Incentive Campaigns” to read more and see examples.  One example might be a church raising money to support building a pantry in their community room.   When you are creating a campaign for an “Incentive Campaign” you’ll enter details about the recipient, the amount that will be donated, and the source of that donated money (the sponsor).   The registered donor will have a code showing they came from this campaign, allowing you to then ensure the donation is calculated correctly.  
• A GENERAL CAMPAIGN:   Perhaps you want to register donors at the county fair, and you want to keep track of how many registered.  You can create a QR code or URL link for that campaign, and that code is stored in the registered donor’s information for future reporting.   This can be helpful if you want to see which campaigns are more effective

HOW TO CREATE A CAMPAIGN: 

Step 1 is to enter the Campaign Name; this will appear on the Campaign Site Page, so the name should be something you want the public to see.  

Recipient Name; (optional, only if it is an “incentive campaign”  If the campaign is intended to raise money for a 3rd party cause enter that name here.  It might be “the American Cancer Society”, or “Red Cross”, or whomever or whatever the beneficiary of the campaign is.  

Sponsor Name; (optional, only for “incentive campaigns”.   This is the source for the money being donated.   You can also select a sponsor logo.    

Donation Amount;  (optional, only for “incentive campaigns”.)   This is the amount of money being donated.  

Special Code;  This is the code that will be given to this campaign

Additional Campaign Text;  This is a free formatted section that will be visible to anyone clicking the email link or the QR code;  it is the what the Campaign page will say.  

Recipient Image;  if you are doing an incentive campaign, this will be shown as the “Recipient image”.  You can still use this place to upload any image you wish even if you aren’t doing an incentive campaign.   

Sponsor Image;  if you are doing an incentive campaign, this will be shown as the Sponsor Image.  You can still use this place to upload any image you wish even if you aren’t doing an incentive campaign.  

OPEN CAMPAIGN:   Save your work, and click this link to see what the Campaign page will look like to a visitor That used the email link or QR code.  

Email Sample Text;  This is our attempt to help you get some words to cut/paste to an email.   You can change the words as you wish.   But, keep the LINK!  This has the URL to get to the campaign page. 

The “LINKS” drop down allows you to create a QR CODE or Web URL for users to access a Campaign Page.     Take a look at the image gallery below "LINKS" to see examples.