Version 4.0

Overall

Scalability – We have made changes that will allow us to continue to grow the number of organizations and the number of volunteers in the database, without the system slowing down.

Modules – A module is a piece of the growing software suite from Better Impact. The Administrator module is part of any of the software we offer. Other modules can be used together or independently of each other and administrators can be given access to one or more modules and some information can be shared across modules. Other modules we are currently introducing include Client Impact, for organizations where volunteers work directly with clients of the organization, and Member Impact, for organizations that might not engage volunteers but have a membership base with which they would like to track and communicate.

Help Files – The help files are more concise and there’s a growing list of very short videos demonstrating how to do things.

Design – It’s a new and modernized look and feel. The volunteer portal has a new design as well.

Main Menu

  • Edit My Profile has been moved from the Configuration drop down list to the Main drop down list

Main >> Home : Your Home Page

  • Rearrangement of page features to facilitate the identification of items that require the attention of administrators
  • Separate tabs for interacting with volunteer and administrator profiles
  • Approval buttons now list number of items that require administrator action
  • System message, Enterprise Message to Administrators (Enterprise Members Only), Account Information and Support features organized into single column for easier access
  • Ability to see Enterprise level messages to volunteers (Enterprise Members Only)

People Menu

  • Consolidation of menu items for cleaner look and easier navigation
  • Manage Administrators has been moved from the Configuration drop down list to the People drop down list

People >> Search

  • Option to include modules has been added to accommodate new Client Impact and Member Impact modules
  • Search Criteria selector is now in pop up window to reduce scrolling
  • A search by Birthdate has been added to allow for searches based on age
  • Search by Classifications (Enterprise members only)
  • The ability to save portions of search and then load previously saved search criteria has been added to save time on frequently used searches

People >> Add a Volunteer

  • Additional field to capture Legal First Name for more comprehensive information gathering
  • For simplification of page, Fax number field has been removed
  • For simplification of page, Date Joined field has been removed
  • Inclusion of Twitter Username and LinkedIn Profile URL to increase relationship development
  • Language field has been renamed “Region” to more accurately reflect its use

People >> Add an Administrator

  • Additional field to capture Legal First Name for more comprehensive information gathering
  • For simplification of use, Fax number field has been removed
  • For simplification of use, Date Joined field has been removed
  • Inclusion of Twitter Username and LinkedIn Profile URL to increase relationship development
  • Language field has been renamed “Region” to more accurately reflect its use
  • Email Signature is able to be formatted, to include hyperlinks, increasing flexibility in organizational branding
  • For simplification of use, administrator settings have been consolidated
  • For greater flexibility, multiple notification options are now available

People >> Manage Administrators

  • For greater efficiency, administrator profiles can be viewed, edited, archived, and removed, as well as statuses updated from page

People >> Custom Fields and Qualifications >> Bulk Update Custom Fields

  • Volunteer and Administrator Filters separated for greater flexibility
  • Search options simplified into single button to provide greater clarity
  • Searches can be saved and reused

People >> Custom Fields and Qualifications >> Bulk Update Qualifications

  • Volunteer and Administrator Filters separated for greater flexibility
  • Search options simplified into single button to provide greater clarity
  • Searches can be saved and reused

People >> Custom Fields and Qualifications >> Expired Qualifications

  • New page to monitor Qualifications that have expired
  • For greater accessibility, volunteer profiles can be viewed or edited from page

People >> Hours and Feedback >> Manage Running Timeclocks

  • Viewing profile, editing/stopping clock, deleting entry managed from single button by name of volunteer, to improve efficiency of use

People >> Hours and Feedback >> Log Hours for Multiple Volunteers

  • To simplify process, filtering of Activities includes these buttons: recent, active, and inactive activities.

People >> Hours and Feedback >> Edit Hours

  • Default provides list of all hours logged for ease of use
  • Able to save searches to increase productivity
  • Viewing, editing, approving and rejecting hours is now managed from a single button by the name of the volunteer to improve efficiency of use

People >> Hours and Feedback >> Review Text Feedback

  • Page available to allow for review of qualitative “outputs”, now referred to as “Feedback Fields”

People >> Manage Volunteer Status >> Manage Applicants

  • Viewing and editing of profile, sending email/text message and changing status is now managed from a single button by the name of the volunteer to improve efficiency of use

People >> Manage Volunteer Status >> Manage In Process

  • Viewing and editing of profile, sending email/text message and changing status is now managed from a single button by the name of the volunteer to improve efficiency of use

People >> Manage Volunteer Status >> Bulk Volunteer Status Change

  • Page created to simplify bulk status change of volunteers

Communicate >> Send Email
(Also Send Mobile Email, Create Phone List, Create Mailing Labels, Export for Mail Merge)

  • Option to include modules has been added to accommodate new Client Impact and Member Impact modules
  • Search Criteria selector is now in pop up window to reduce scrolling
  • A search by Birthdate has been added to allow for searches based on age
  • Search by Classifications (Enterprise members only)
  • The ability to save portions of search and then load previously saved search criteria has been added to save time on frequently used searches
  • A small variety of fonts have been added to the body section of the email template to allow for greater flexibility in how emails appear to volunteers (Send Email only)
  • Additional formatting tools are available (Send Email only)

Configuration >> Email Templates

  • Option to include modules has been added to accommodate new Client Impact and Member Impact modules
  • A small variety of fonts have been added to the body section of the email template to allow for greater flexibility in how emails appear to volunteers
  • Additional formatting tools are available

Communicate >> Email History

  • Option to include modules has been added to accommodate new Client Impact and Member Impact modules
  • Option to specify the number of emails that are displayed for greater viewing flexibility
  • The number of recipients has been added to the table
  • Emails sent from the Enterprise account can show up in the list of emails (depending on how the account is configured at Better Impact)

Activities

Activities >> Manage Activities

  • The ways you can filter the list of Activities has been expanded for greater ease of use (New filters include Activity Schedule Type, Visibility settings, Auto Lock settings, Self-Scheduling and keywords)
  • Filter settings (above) can be saved as your default filters for the next time you come back to this page. Please note that this default is only saved on the computer on which you set the default.
  • Option to specify the number of Activities that are displayed for greater viewing flexibility
  • A complete Activity Category list now appears on the page (at the bottom) for easier reference
  • You can now change the attributes of multiple Activities at once to save time (add/remove a Qualification, add/remove a Feedback Field, update visibility settings, change to active/inactive)

Activities >> Manage Activities: New and Edit

  • Activity attributes are laid out in horizontal tabs instead of vertical sections for faster navigation between sections
  • When creating an Activity, you will be prevented from moving on to the next tab or saving the Activity if there are any fields on that tab that required attention
  • The interface for Adding Shifts was redesigned to eliminate confusion on what to click to add a shift.
  • Shift Templates can now be created and saved from within the Activity screen to save you from needing to move to a different screen to create the Shift Template and to make it easier for new users to learn the system
  • Minimum number of volunteers desired and the maximum number of volunteers allowed are now together on the screen for easier comprehension of their purposes
  • Some of the elements to be filled in appear only when needed based on other configuration settings to increase ease of use
  • New Qualifications can now be created and saved from within the Activity screen to save you from needing to move to a different screen to create the Qualification and to make it easier for new users to learn the system
  • Outputs have been renamed to Feedback Fields given that we added more types of feedback available (during the version 3 lifecycle) and can collect information beyond just outputs
  • Classifications can be customized at the Enterprise level (Enterprise members only)

Activities >> Bulk Activity Updates

  • You can now change the attributes of multiple Activities at once to save time (add/remove a Qualification, add/remove a Feedback Field, update visibility settings, change to active/inactive)

Assign >> From Unscheduled List

  • Ability to set default filters
  • Status icons more clearly defined making management of Activities more efficient
  • Ability to sort Activities by name or by start date
  • Status column heading changed from Status to Locked; icons removed and replaced with “locked” label (when applicable) to more clearly communicate Activity’s availability
  • Show all volunteers for all Activities more clearly defined
  • Faint green arrow has been changed to “plus symbol” icon to more easily access list of assigned/confirmed volunteers
  • Refresh button now available for Activities without assigned/confirmed volunteers
  • Qualifications for Activities now accessible through volunteer list by volunteer to increase accessibility of information
  • Confirming and removing volunteers from an Activity, viewing and editing of profiles, and sending email/text message is now managed from a single button by the name of the volunteer to improve efficiency of use
  • Ability to confirm, un-confirm, and remove volunteers en masse from an Activity
  • Default search functionality to find signed up/back up list volunteers can now be set by administrators
  • Scheduling gap information is provided to help identify the difference between the numbers of volunteers confirmed compared to minimum number of volunteers needed

Assign >> From Scheduled List

  • Ability to set default filters
  • Status icons more clearly defined making management of Activities more efficient
  • Ability to sort Activities by name or by start date
  • Status column heading changed from Status to Locked; icons removed and replaced with “locked” label (when applicable) to more clearly communicate Activity’s availability
  • “Show all volunteers” for all activities more clearly defined
  • Faint green arrow has been changed to “plus symbol” icon to more easily access list of assigned/confirmed volunteers
  • Refresh button now available for Activities without assigned/confirmed volunteers
  • The Qualifications required for an Activity and which one the volunteer has and does not have are indicated in a popup window over the x or ✓ in the Qualifications column.
  • Confirming and removing volunteers from an Activity, viewing and editing of profiles, and sending email/text message is now managed from a single button by the name of the volunteer to improve efficiency of use
  • Ability to confirm, un-confirm, and remove volunteers en masse from an Activity
  • Default search functionality to find signed up/back up list volunteers can now be set by administrators
  • Scheduling gap information is provided to help identify the difference between the numbers of volunteers confirmed compared to minimum number of volunteers needed.

Assign >> From Calendar

  • To increase efficiency, administrators can now filter Categories and Activities from a Visual Schedule.
  • To improve efficiency, legend of colors are now included on page
  • Colors by day sorted horizontally rather than vertically
  • Status column heading changed from Status to Locked; icons removed and replaced with “locked” label (when applicable) to more clearly communicate Activity’s availability
  • “Show all volunteers” for all Activities more clearly defined
  • Faint green arrow has been changed to “plus symbol” icon to more easily access list of assigned/confirmed volunteers
  • Refresh button now available for Activities without assigned/confirmed volunteers
  • Qualifications for Activities now accessible through volunteer list by volunteer to increase accessibility of information
  • Confirming and removing volunteers from an Activity, viewing and editing of profiles, and sending email/text message is now managed from a single button by the name of the volunteer to improve efficiency of use
  • Ability to confirm, un-confirm, and remove volunteers in mass from an Activity
  • Default search functionality to find signed up/back up list volunteers can now be set by administrators
  • Scheduling gap information is provided to help identify the difference between the numbers of volunteers confirmed compared to minimum number of volunteers needed.

Assign >> From Volunteer Profile

  • Searches can be saved
  • Viewing and editing of profiles is now managed from a single button by the name of the volunteer to improve efficiency of use
  • The Qualifications required for an Activity and which one the volunteer has and does not have are indicated in a popup window over the x or ✓ in the Qualifications column.

Reports

  • Schedule reports, hours reports, feedback reports and export reports all grouped under one navigation header as a more logical configuration
  • Scheduling Gap and Date Signed Up have been added as new fields in Schedule Export for greater versatility
  • Scheduling Gap has been added as new fields in Schedule Summary Export for greater versatility
  • We have added the ability to choose columns to be included in Schedule Detail, Schedule Summary and Hours and Feedback exports so you won’t need to delete the columns in Excel after downloading the report
  • There is a new report to show hours by Activity
  • There are two new dynamic reports to compare trends in hours logged and to compare the efficiency of various numeric Feedback Fields
  • We’ve enhanced the reporting within a profile, including view/export of hours and Feedback Field data to give you a better picture of a volunteer’s contributions and accomplishments

Configuration

  • Reorganization of menu items to improve efficiency of use
  • General Interests has been moved from the Activities drop down list to the Configuration drop down list
  • Edit My Profile has been moved from the Configuration drop down list to the Main drop down list
  • Organization Settings now has sub-menu items for easier accessibility

Configuration >> Organization Settings >> Contact Information

  • For simplification of page, Fax number as a field has been removed
  • For simplification of use, Main Contact has been removed
  • For ease of viewing, magnification button available for phone number

Configuration >> Organization Settings >> Time Zone

  • For ease of use, Time Zone provides current local time

Configuration >> Organization Settings >> Banner Management

  • For increased branding flexibility, organizations can now upload their own website banners
  • For increase branding flexibility, organizations can link their banners to their websites

Configuration >> Organization Settings >> Mission Statement

  • Mission Statement has greater formatting ability, to include different fonts and tables

Configuration >> Organization Settings >> General Settings

  • Time Zone has been moved from the “General Settings” section Organization Settings to Organization Settings >> Time Zone
  • Send alert for every activity signup/edit has been moved to the Administrator Profile
  • Sharing visible activities to third party sites has been removed. It will be returned if there is ever another site with which we share Activates on your behalf.
  • Timeclock default permission can now be set just like timelog permissions
  • A restriction on being able to access the mobile time clock based on being on a specific wifi network have been added. This makes it possible for you to allow volunteers to punch in on the smart phone while ensuring they are in your building when they do so.

Configuration >> Organization Settings >> Classifications

  • Ability to identify Community Classifications (Enterprise Members Only)

Configuration >> Organization Settings >> Application Form Settings

  • To increase functionality, Birthdate can now be set as a required field
  • Email has greater formatting ability to include different fonts and tables
  • The policy area has greater formatting ability to include different fonts and tables
  • For increased functionality, Classification information can be included as part of the application process
  • For increased functionality, Qualification and Custom Field Form Headers can be included in the application

Configuration >> Custom Fields

  • Custom Fields can be filtered based upon module, for greater flexibility of use
  • Viewing, editing, modifying modules and deleting Custom Fields can be managed from a single button by the Custom Field to improve efficiency of use
  • Description boxes for Custom Fields and Headers has greater formatting ability, to include different fonts and tables, for greater functionality
  • For ease of use, the attributes column has been replaced by a Type column and Permissions column
  • Option to include modules has been added to accommodate new Client Impact and Member Impact modules

Configuration >> Qualifications

  • Qualifications can be filtered based upon module, for greater flexibility of use
  • Viewing, editing, modifying modules and deleting Qualifications can be managed from a single button by the qualification to improve efficiency of use
  • A Qualification field can now be made to be required on an application form
  • The various levels within a Qualification can be created and added from within the Qualification without having to build them first outside of the Qualification. They are added with each Qualification now rather than added as an independent pool of words to select from when creating a Qualification.
  • The Qualification type can be changed between “Ranked” and “Exact Match” (formerly known as “Unranked”) after it has been saved
  • Description boxes for Custom Fields and Headers has greater formatting ability, to include different fonts and tables, for greater functionality
  • For ease of use, the attributes column has been replaced by a Type column and Permissions column
  • Option to include modules has been added to accommodate new Client Impact and Member Impact modules

Configuration >> Document Library

  • Option to include modules has been added to accommodate new Client Impact and Member Impact modules

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