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Using the platform

Review and support initiatives

How do I manage activities from the front end?

How do I manage an activity from the front end?

Managing activities from the front end requires a different management style per activity type, given their different features. In this article, we will show in depth how to manage time-based and crowdfunding activities from the front end. Read more on how to manage activities from the backoffice here.

Remember that points 1 and 2 are valid for all activity types. The first part of the article is then dedicated to time-based activities, whereas in the second part you will learn how to manage crowdfunding activities.

1. Make sure the activity is online, publicly visible

Once the initiative is approved, the activity is approved automatically and is open to apply for.
If the activity was created after the initiative was approved, it automatically gets the status 'open'.

2. Share updates and progress of the activity

Depending on your platform settings, you can use the social shares to share your activity.
Keep the activity page up to date and share updates and progress with your supporters.

Everyone can comment on the update wall. You, as activity manager, will receive email notification of this.
As an activity manager, you can push updates via email to all contributors and to everyone who placed a message on the wall.
When a reaction is placed under a comment, the comment owner will receive an email notification about this.

TIME BASED ACTIVITIES:

3. Make sure members join the activity:

Make sure people register to attend the activity. When the activity is open, members are able to attend or withdraw from the activity.

When members click the "Join or Apply" button, at the top right of the page, they will be visible under the list of attendees. In case there is a review required before a member can participate, they are shown as 'applied'.
When a review of the application is required, members are asked to write a (short) motivation. It's possible to upload a file, such as a CV, for example.
When members click 'Withdraw', at the top right of the page, they will show directly under the 'Not going' tab, next to attendees.

4. Accept or reject attendees (if set-up)

You, as the activity manager, will receive an email notification with a link to the platform, and will be asked to accept or reject the applicants.
After the participants register, their application appears in the tab ‘participants', with the status ‘applied’.
As an activity manager, you can accept or reject an application, as shown below.
When reviewing a participant, you are able to send a standard or customised email to the participant in regards to their registration.
The members will appear either in the tab 'Accepted' or 'Not accepted'.

5. Withdraw, remove or finish an applicant from a time-based activity

Participants are able to withdraw themselves from the time-based activity on the front end. They will show in the tab 'participants' with the status ‘withdrawn’.

Activity on a specific date: whenever a participant withdraws from the activity, no hours are counted and the status of the participant shows as withdrawn.

Ongoing activity: hours that participants already made are counted as successful, no more hours are allocated.

Remove or finish a participant from an activity as activity manager:
- Remove: no hours are calculated for these participants.
- Finish: the hours made by a participant up to then are calculated as successful, but no more hours are allocated from the moment the participant has the status finished.

As an activity manager, you have the possibility from the front end to remove or finish the participation of a member.

6. Be aware of the following triggers

An automated reminder email is sent to all attendees

5 days before the event date, all attendees receive an auto-email to remind them the activity is coming up.

Date and time can be changed, and members are notified

When the activity date or time changes, all members who are attending will receive an auto-email to notify them of these changes.

When the attendee limit is reached, the status changes to full and it is no longer possible to attend

If there is a set attendee limit and this is reached, the activity status changes to 'Full' and it is no longer possible to attend. If the limit is adjusted from the back office, or one or more participants withdraw, the status of the activity automatically changes back to open.

When the deadline to apply passed (if setup)

Did one or more members apply to the activity or got accepted? You, as the activity manager, will receive an auto-mail to inform you.

For ongoing activities, the status of the task will change to running.
For activities on a specific date, the status of the task will change to ‘full’.

Did nobody apply for the activity? The status of the task changes to ‘cancelled’. You, as activity manager, will receive an email notification to inform you of this.

When the activity with a deadline passed

If the date of an activity with a deadline is passed, and there is at least 1 accepted member or a pending member, the status changes to 'succeeded', and no one is able to register anymore.
If the start time passes without any attendees, the status of the event changes to 'cancelled'. You as the activity manager will receive an auto-email to inform you of this.

When the activity on a specific date passed

If the start time of an activity on a specific date is passed, and there is at least 1 accepted or pending member, the status changes to ‘running’ and no one is able to register anymore.
The status will remain 'running' during the activity and will go to 'succeeded' once the activity is finished (and there is at least 1 accepted or pending member). So for example, if I organise an activity from 2:00 PM - 4:00 PM, the activity will show as 'running' during that period of time and after 4:00 PM, the status automatically changes to 'succeeded'.
If the start time passes without any attendees, the status of the activity changes to ‘cancelled’. You as activity manager will receive an auto-email to inform you of this.

7. Change the status to 'Succeeded' for an ongoing activity

In case of an ongoing activity without an end date, you can do two things:
Succeed the activity by changing the status. All attendees become successful contributions.
On participant level, you can finish the contribution successfully. All hours up to the moment of finishing are counted as successful.

8. Register and check the participants at ongoing activities (hours)

All members with the status 'applied' or 'accepted' are changed to status ‘succeeded’.
The hours which are set for the task will automatically show next to the attendees.
You, as the activity manager, have the possibility to adjust these hours.
Do you need to add new participants? Please contact your Platform Manager, so they can arrange this in the backoffice.
All accepted members are now counted as contributors, and are counted together with their hours as successful contributions. Participants who withdrew or got rejected are not counted as contributions. Read here more on what a contribution is.

CROWDFUNDING CAMPAIGNS:

1. Make sure the campaign is online, publicly visible

The identity of the campaigner should be verified by Stripe and an auto-email is sent to confirm this. (If there is a problem with the verification, the campaigner will also receive an auto-email to inform them of this.) Read here how it can be that the account is not verified. And via this link how the payout of the campaign is secured.
The umbrella initiative is approved in the backoffice.
Your platform manager separately checked and changed the status in the backoffice to approve your campaign.

2. Share updates and the progress

Depending on your platform settings, you can use the social shares to share your task. Read here how to share your campaign.
Keep your page up to date, and share updates and progress with your supporters

Everyone can comment on the update wall. You, as the activity manager, will receive an email notification about this.
Push updates via email to all contributors and to everyone who placed a message on the wall.
When a reaction is placed under a comment, the comment owner will receive an email notification about this.

3. Make sure people make a donation

Donations can be made to the campaign. For every donation, a wall post is generated on the update wall. Read here on how to make a donation.
Create a reward. Sometimes people need a little push. Let them choose what their donation will buy, or give them a reward in return.
When someone makes a successful donation, this supporter receives an auto-email as confirmation, and to thank them for the donation.
When a successful donation is made, this is counted as a contribution. When the campaign is refunded, this contribution will change from 'successful' to 'failed', so it won't show up in the back office. Read here more on what a contribution is.
It is not possible to change the duration of your campaign or to change the amount you want to raise. Please contact your platform manager if you have any questions on this matter.

4. Update your supporters after the deadline passed

Was the campaign successful?

When the deadline passes and the raised amount is 100% or more, the status of the campaign will automatically change to 'succeeded'.
An auto-email is generated to congratulate you, as the activity manager, on your accomplishment and to suggest that you update your supporters on this.
Wait to receive the payout. The platform manager approves the payout in the back office, and GoodUp strives to payout to the initiator within one month of the campaign's conclusion.

Was the campaign not completely successful?

When the deadline passes, and the raised amount is between 20 euros and 99% of the goal amount, the status of the campaign will automatically change to 'partially funded'.
An auto-email is generated to you, as the activity manager, to inform that the goal wasn't reached, and that a follow-up email is sent by the platform manager with more information.
The platform manager decides to either refund the campaign or to still payout the campaign.

Was the campaign not successful?

When the deadline passes, and the raised amount is less than 20 euros, the status of the campaign will automatically change to 'refund'.
All donations will be refunded and the supporters receive an auto-email concerning this refund.
You as the activity manager will receive an auto-email to inform you of this.