April 2010 SNUG Meeting

Custom Objects for Nonprofit Business Solutions

Presented by Valarie Swanson

Volunteer Timesheet

• Tracks volunteer– Hours– Market Value– Activity

• Board and annual reports• Recognition

Instructions• Create a "volunteer" log in to Salesforce - one that all volunteers can share. You can set up profiles

to restrict any sensitive data if you need to.• Add all volunteers as contacts within Salesforce - that's where you'd record their names, addresses,

contact details, etc.• Create a custom object called Volunteer Timesheets and create these custom fields:

– Link Volunteer Timesheets to Contacts using a master detail field– If you have a separate object for Voluteers, then create another master detail field that links to it too (see

iLoveSchools.com example)– Date– Number of hours– Type of activity - you could use a drop down for this perhaps– Value of time - a formula field that takes the number of hours and multiplies them by an amount based on

the type of activity done (you can use the new Custom Settings feature in Salesforce to record the value of each type of activity)

– Location – Onsite or offsite– Notes - for info on the exact activity undertaken– A tick box to say the work is ‘unpaid’

• Create two roll-up summary fields on Contacts to record the total number of volunteer hours and total value of volunteer time for each contact/volunteer.

• Create some reports to show you volunteer hours based on date of activity and type of activity.

Step 1: Create New Object

1. Setup2. Create3. Objects4. New Custom Object button (top center)

Step 2: Add Custom Fields

Step 3: Start Using

Step 4: Generate Reports

Grant Applications Object

• Centralized grant calendar• Track grant application process from prospect

to decision• Manage reporting dates and requirements• Account for monetary and in-kind donations• Automate approval process• Manage and centralize paperwork

Create New Custom Object

1. Follow steps from above to create a new object2. Add custom fields3. Design Layout4. Build Reports

Tips• Create views to sort your calendar– Approved Grants– Grants by Priority– Awarded Grants– Pending Grants

• Keep common files in a Grants folder in Content/Documents

• Create Workflows to automate grant approval process

• Allow volunteers to update their own records through an online web form

Best wishes with your cause!

Contact:Valarie Swanson

iLoveSchools.comVswanson at iLoveSchools.com

(619) 814-5252

Special thanks to Nicole Aebi-Moyo of Simply-Solutions for her assistance with the volunteer timesheet