Help & Support

# Managing Organizations

Organizations are the companies or institutions that collaborate with Hyderabad Software Enterprises Association on the events. All volunteers are associated with any one of these entities. Using the volunteering portal, you can access the list of organizations, create an organization, and modify the details of an organization. You can also download the details of all the organizations in the portal.

TIP

  • If all the volunteers you are planning to work with are from your organization only, then you can just create one organization entry and all the volunteers will choose only this option while creating their accounts.
  • Additionally, you can create departments instead of organization to capture volunteers coming from your internal departments.

In this section you will learn how to

# Create an Organization

An organization is an important entity that needs to be created before any volunteers who are coming from that organization wishes to volunteer. As a portal administrator or event administrator when enabled via settings should plan ahead and make these resources available before hand so that accurate information can be captured during an event.

# Who Can Perform This Task?

  • Event Administrator (if enabled)
  • Portal Administrator

# Procedure:

  1. Access the volunteering portal at https://v-hub-frontend-stg.firebaseapp.com
  2. Open Sidebar.
  3. Select Organizations menu item.
  4. Select CREATE NEW ORGANIZATION button.
  5. The CREATE ORGANIZATION page will appear.
  6. Provide values in the available fields as described in the following table. The fields marked * are mandatory.
Field Description
Name * Enter the name of the organization.
Description Enter a description of the organization.
Organization Type * Select the type of the organization.
Website Website URL
Contact Person * Enter the name of the contact person from the organization.
Email Address * Enter the email address of the contact person.
Mobile * Enter the phone number of the contact person.
Role of the contact person in the organization * Enter the role of the contact person in the organization.
  1. Select CREATE.
  2. The organization is created.

# List Organizations

It is sometimes useful to download the list of organizations into spreadsheet for offline management.

# Who Can Perform This Task?

  • Event Coordinator
  • Event Administrator
  • Portal Administrator

# Procedure:

  1. Access the volunteering portal at https://v-hub-frontend-stg.firebaseapp.com
  2. Open Sidebar.
  3. Select Organizations menu item.
  4. The list of organizations registered in the portal appears.
  5. If needed, select Download Organization List button.
  6. A spreadsheet will be prepared and will appear as downloadable file in your browser.

# Modify an Organization

# Who Can Perform This Task?

  • Event Administrator (if enabled)
  • Portal Administrator

# Procedure:

  1. Access the volunteering portal at https://v-hub-frontend-stg.firebaseapp.com
  2. Open Sidebar.
  3. Select Organizations menu item.
  4. For the organization that you want to modify, select EDIT ORGANIZATION.
  5. You can also search for the organization by using the filter options.
  6. The UPDATE ORGANIZATION page will appear now.
  7. Modify values in the available fields as described in the following table. The fields marked * are mandatory.
Field Description
Name * Change the name of the organization.
Description Change the description of the organization.
Organization Type * Change the type of the organization.
Contact Person * Change the name of the contact person from the organization.
Email Address * Change the email address of the contact person.
Mobile * Change the phone number of the contact person.
Role of the contact person in the organization * Change the role of the contact person in the organization.
  1. Select SAVE.
  2. The changes made to the organization are saved.

NOTE

  • Volunteer profile's organization name will be automatically updated when an organization's name is modified.
  • However, all registrations for ongoing and past events will continue to show old name.
  • New registrations for ongoing events coming from volunteers of this organization will show new name in Registrations page.

# Suspend an Organization

There may be a case where we do not wish to further associate with an organization after onboarding them. However, we also can't delete them from the portal because they are linked to events and volunteers and can cause problems while viewing past events and generating reports. In such cases, we recommend to suspend an organization after due diligence.

An organization once suspended will not be available for selection during event creation and all the volunteers who were once associated with it will be marked as Individual volunteers from here on. Also, one can't modify a suspended organization any further until revoked.

# Who Can Perform This Task?

  • Portal Administrator

# Procedure:

  1. Access the volunteering portal at https://v-hub-frontend-stg.firebaseapp.com
  2. Open Sidebar.
  3. Select Organizations menu item.
  4. Find the organization that you want to suspend and open its details page.
  5. To suspend this organization, select SUSPEND.
  6. Click on confirmation dialog and select SUBMIT.
  7. The organization is suspended.
  8. You will now see the status of the organization as Suspended in the details page.

# Revoke an Organization

An organization can be revoked after suspended if chosen to do so. It will make the organization active once again. However, all the volunteers who once were associated with this organization will not be linked back. The volunteers have to do them manually themselves once it is revoked.

# Who Can Perform This Task?

  • Portal Administrator

# Procedure:

  1. Access the volunteering portal at https://v-hub-frontend-stg.firebaseapp.com
  2. Open Sidebar.
  3. Select Organizations menu item.
  4. Find the organization that you want to suspend and open its details page.
  5. To revoke this organization, select REVOKE.
  6. Click on confirmation dialog and select SUBMIT.
  7. The organization is revoked.
  8. You will now see the status of the organization as Active in the details page.

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