You and your colleagues can take part in four types of activities. These are: challenges and deeds, time-based activities that can be distinguished into two categories, crowdfunding activities, and collect activities. The two types of time-based activities only differ in the duration of the activity.
- When an activity consists of one or more time slots, the activity takes place on a specific date. It can also have multiple time slots and take place on multiple, specific days. As Activity Manager, you have the ability to require participants to attend all the slots, or to let them choose which slots they want to participate in. You will also be prompted to select whether you have an overall volunteer number limit across all slots.
- If an activity takes place during a defined period of time, this period can begin immediately, or on a specific date. Another option is that the defined period ends on a specific date, but it can also run indefinitely. As Activity Manager, you have the ability to ask participants to take part once in the activity within the period, or on a daily, weekly, or monthly basis.
When is an activity submitted?
Once your initiative is submitted, completed activities will be set to the status ‘Submitted’, while incomplete activities will remain in draft. When an initiative is approved, activities with the status 'Submitted’ and completed activities with the draft status will be set to ‘Open’. Incomplete activities in the drafts, will keep their draft status. An activity is automatically submitted when the over-arching initiative has the status ‘submitted’ or the status ‘approved’.
Use the various widgets in the backoffice to get a quick overview of recently submitted activities. At a glance, you can see if the recently submitted activities all have the status ‘open’, or if you still need to review an initiative. Only time-based activities with the status ‘open’ can be viewed publicly on the front end.
Another way to check the status of activities is the activities tab under the initiative. When you are reviewing the initiative, take along the activities in one go.
When reviewing activities, pay attention to the following points:
- Check the title: is it strong & catchy?
- Check the details and description. Is everything logical, understandable, and does it cover all the necessary requirements?
- If you are reviewing and approving the initiative, the time-based activity status will automatically change to ‘open’ when the initiative is approved.
- If the time-based activity is added after the initiative is approved, the time-based activity status will automatically change to ‘open’. So no need to change the status manually!
Registering for an open time-based activity
- With motivation: If members need to be reviewed before they can participate, then they need to enter a motivation (and optionally add a document) when applying. After they have registered for the activity, their application will appear in the tab ‘participants' with the status ‘applied’. In the backoffice, this corresponds with the status 'new'.
- Participants with the status ‘new’ need to be accepted in order to change their status to ‘participating’. As an Activity Manager, you receive an email whenever someone signs up, and are able to accept or reject applications. This can be done from the front end or from the backoffice by clicking on ‘edit participant’.
- When reviewing a participant, you are able to send a standard or customised email to the participant regarding their registration. It is quite useful to edit the email before sending it, especially if your activity requires additional prep or specific steps!
- Without motivation: When a member doesn’t need to be reviewed to participate, they can join directly. They appear immediately in the tab ‘participants’, with the status ‘participating’. As Activity Manager, you are notified by email whenever someone new signs up, but no automatic email is sent to the participant confirming their success. Be sure to communicate effectively to all volunteers using the comments wall within your activity or emailing them directly so that they know next steps.
From the backoffice you can easily add members as participants with the status ‘participating’, without the need to review them first.
If there is a set attendee limit and this limit is reached, the time-based activity status changes to ‘full’ and it is no longer possible to participate. If a participant withdraws, the time-based activity and the participant status will change accordingly.
Withdraw, remove or finish an applicant from a time-based activity
Whenever you wish to remove or stop the contribution of a participant from an activity, the backoffice allows you to do this as Platform Manager.
The backoffice gives you two options to handle a registered participant:
- Remove: this allows you to remove the applicant and no hours are counted as successful. You could also delete them completely. However, for the correct administration, please use the transition ‘remove’ instead of deleting the participant.
- Stop: corresponds with 'finish' on the front end. This means that all hours up to the moment of changing the status into finished are counted as successful. After that, no more hours are allocated to the participant.
Reporting of hours in ongoing activities
If the time-based activity is ongoing, meaning that the activity takes place during a period and the hours period is set to monthly, weekly, or daily instead of ‘in total’, then the participant hours are counted for every single period. If the activity takes place on a date, or the hours period is set to ‘in total’, then the hours are counted once the activity status is set to ‘succeeded’, or the participant status is set to ‘finished’. If the hours are incorrect, you can change them as needed from the backoffice, or as an Activity Manager from the front end.
After the time-based activity has ended
- When there is at least one participant with the status ‘participating’, then the status of the activity changes to ‘succeeded’.
- If the activity takes place on a date or the hours period is set to ‘in total’, then the hours are counted once the activity status is set to ‘succeeded'.
How do I manage a crowdfunding campaign?
When the campaign is submitted
- Check the title: is it clear & strong?
- Check the details and the description. Is it logical, understandable and does it cover all necessary requirements?
- Check the deadline and budget: is it a realistic goal? Be aware that the deadline cannot be over more than 60 days.
- Check if the payout account is verified. Read more about the verification here.
- Yes? If you approve the activity the campaign will go online, only when the initiative is approved.
- No? You will have to wait until the payout account is verified. After that, you can approve the activity. The initiator is updated via email on whether their account is verified or not.
- Change the status to ‘needs work’, ‘close’, or ‘approve’.
- When approved or closed, an automatic email is sent to the Activity Manager. Only when the status is changed to ‘needs work’ you should manually send an email to inform on where and which changes are needed.
If the campaign is open
- Donations can be made to the campaign. Read here on how to make a donation. For every donation, a wall post is generated on the update wall.
- When a successful donation is made, this is counted as a contribution.
- When the campaign is refunded, this contribution will change from successful to 'refunded', so it won't show as successful in the backoffice and in the reporting results.
After the deadline
- Once the deadline passes, a payout is generated which the Platform Manager sees in the backoffice widget 'Payouts ready for approval'.
- Depending on the platform rules, the Platform Manager can approve the payout.
- In general, GoodUp is starting the payouts every Thursday, but at least within one month after the campaign's conclusion. The current status of the payout can always be checked in the backoffice. In the side menu, click on 'Funding' and select 'Payouts'. Filter by the state of the payout if needed.