Organization Admin Guide
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As an Organization Admin, you have comprehensive control over your organization's presence on NeedBridge. This guide covers all the features and responsibilities of your role.
Table of Contents
Getting Started
Your First Login
When you first log into NeedBridge as an Organization Admin, you'll be directed to the Admin Dashboard. Here's what you should do first:
- Complete your organization profile*1.***Set up geographic
areas***1.Invite your first case workers1.***Configure email
notifications***1.Review billing settings### Navigation Overview
Your admin navigation includes:
-Dashboard- Overview of your organization's activity
-Users- Manage case workers, coordinators, and volunteers
-Needs- Oversight of all needs in your organization
-Areas- Geographic area management
-Categories- Need categories for organization
-Reports- Analytics and reporting tools
-Settings- Organization configuration
-Billing- Subscription and payment management
Dashboard Overview
Admin Dashboard Features
📊 Key Metrics
Total active needs
Needs posted this month
Claims this month
Active users by role
📈 Activity Overview
Recent needs activity
User registration requests
Communication logs
System alerts
⚡ Quick Actions
Invite new users
Approve pending registrations
Create new areas
View urgent needs
Screenshots and Navigation
***💡 Tip**: Take a screenshot of your admin dashboard to document your
specific organization's layout.
User Management
Inviting Users
- Navigate to Users → Invite User*1.*Choose user role:
Case Worker (posts and manages needs)
Coordinator (manages specific areas)
- Fill out invitation form:
Email address
Name
Assigned areas (if applicable)
Role-specific permissions
- Send invitation*### User Approval Process
New case workers require approval:
1.Review pending registrationsin Users section
1.*Check user information:
Contact details
Areas of service
Background information
- Approve or reject*with optional message
1.User receives email notification### Managing Existing Users
User Actions Available
View user details and activity
Edit user information
Change user roles
Deactivate/reactivate users
Reset passwords
View user's needs and claims
Role Permissions
Case Workers Can
Create and manage their needs
View volunteers in their areas
Communicate with volunteers
Access basic reporting
Coordinators Can
All case worker permissions
Approve users in their areas
View area-specific analytics
Manage volunteers in assigned areas
Organization Admins Can
All permissions within their organization
Manage all users and areas
Access all reports and analytics
Configure organization settings
Manage billing and subscriptions
Area Management
Creating Areas
Areas represent geographic regions your organization serves:
1.Navigate to Areas1.***Click "Add New Area"***1.*Enter area details:
Area name (e.g., "Downtown District")
State/Province
Description
Coordinator assignment (optional)
- Save area*### Managing Areas
Area Management Features
Edit area information
Assign coordinators
View area statistics
Deactivate unused areas
Merge duplicate areas
Area Assignment Strategy
Best Practices
Align areas with your existing service regions
Consider volunteer travel distances
Match areas to coordinator expertise
Keep areas manageable in size
Needs Oversight
Needs Dashboard
View all needs across your organization:
Filtering Options
By area
By urgency level
By status (open, claimed, fulfilled)
By case worker
By date range
Need Management Actions
Available Actions
View need details
Edit need information
Change urgency level
Reassign to different area
Add internal notes
Archive completed needs
Need Quality Control
Review needs for
Appropriate urgency levels
Complete information
Proper categorization
Privacy compliance
Professional presentation
Reporting & Analytics
Available Reports
User Reports
User activity summaries
Registration trends
User approval metrics
Role distribution
Needs Reports
Needs posted over time
Fulfillment rates
Average time to claim
Geographic distribution
Category analysis
Volunteer Reports
Volunteer engagement
Claim patterns
Communication effectiveness
Success stories
Communication Reports
Email delivery rates
Notification effectiveness
Response times
Communication volume
Report Generation
1.Select report type1.Choose date range1.Apply filters(area,
user, category)
1.Generate report1.Export to Excel/PDF### Analytics Dashboard
Key Performance Indicators
Need fulfillment rate
Average time to claim
User growth rate
Volunteer retention
Communication engagement
Settings & Configuration
Organization Profile
Manage Organization
Organization name and description
Logo and branding
Contact information
Website and social media
Service areas overview
Email Settings
Configure
From address for notifications
Email templates customization
Notification frequency
Automatic reminder settings
Signature and branding
Security Settings Management
Manage
Password requirements
Two-factor authentication
API key generation
Access logging
Session management
Category Management
Create and manage need categories
Food assistance
Transportation
Housing support
Medical needs
Educational support
Emergency assistance
Custom categories
Billing Management
Plan Overview
Current Plan Details
Subscription level
User limits
Feature availability
Billing cycle
Next payment date
Usage Monitoring
Track
Active user count
Monthly need volume
Email sending limits
API usage
Storage usage
Plan Management
Billing Actions
Upgrade/downgrade plan
Update payment information
View billing history
Download invoices
Cancel subscription
Tax Receipts
For eligible organizations
Generate tax receipts
Download receipt history
Configure receipt templates
Manage donor information
API & Integrations
API Key Management
Generate API keys for
Zapier integrations
Custom applications
Third-party tools
Data exports
Automated workflows
Zapier Integration
Popular Zapier workflows
New need → Slack notification
Need fulfilled → Email update
New volunteer → CRM sync
Weekly reports → Email digest
Integration Setup
1.Generate API keyin Settings
1.Configure webhook URLs1.Test integrationwith sample data
1.Monitor integration logs1.Troubleshoot issues## Best Practices
Organization Setup
✅ Do
Complete your organization profile fully
Set up clear geographic areas
Establish consistent categorization
Train users before giving access
Monitor activity regularly
❌ Don't
Rush the initial setup
Create too many overlapping areas
Give admin access unnecessarily
Ignore pending user approvals
Skip regular data backups
User Management Best Practices
Approve users promptly
Provide clear role descriptions
Regularly review user access
Communicate policy changes
Maintain user documentation
User Management Avoid
Auto-approve without review
Let inactive accounts accumulate
Share admin credentials
Ignore security alerts
Skip user training
Needs Management Best Practices
Review needs for quality
Ensure appropriate urgency
Monitor fulfillment rates
Recognize successful volunteers
Archive completed needs
Needs Management Avoid
Let urgent needs go unnoticed
Allow duplicate postings
Ignore privacy concerns
Skip follow-up communications
Delete important history
Common Tasks Quick Reference
Weekly Tasks
Review and approve pending users
Check urgent unfulfilled needs
Monitor volunteer activity
Review communication logs
Update area assignments if needed
Monthly Tasks
Generate usage reports
Review billing and usage
Analyze need fulfillment trends
Update organization profile
Clean up inactive accounts
Backup important data
Quarterly Tasks
Strategic review of areas and categories
User role and permission audit
Integration and API review
Plan upgrade/downgrade assessment
Comprehensive analytics review
Getting Help
When you need assistance
1.Check this documentationfor step-by-step guides
1.Contact NeedBridge supportfor technical issues
1.Consult with other adminsin your organization
1.Use the in-app helpfor quick reference
1.Schedule training sessionsfor complex features
Support Resources
User Community Forums
Video Tutorials
**This guide is comprehensive but your specific organization may have unique
needs. Don't hesitate to adapt these practices to fit your organizational structure and goals.*