Website Support for Charities

This page will answer common questions about using the VBase website for our volunteering partners, if you have any questions that aren't answered here, please don't hesitate to contact VBase directly at ensa.vbase@napier.ac.uk or on 0131 229 8791.

Registration as a new volunteering partner

You can register as a new organisation here. This link is also in the menu on the right hand side of the screen.

You will need to fill out all of the basic information on the first page and agree to our terms and conditions. Any information you input can be edited at a later date. You will be able to add multiple contact persons once registered.

There is space to upload a number of policy documents and fill in further details once past the initial registration screen. Mandatory fields are marked with a red asterix. Once you have entered your information and saved your changes, VBase will be notified of your registration and review your details.

Once satisfied with your registration, we will make you an 'active' partner, which means you can start adding volunteering opportunities, and will email you when this happens.

Logging in

The log in button at the top right corner of the website is for our student users, the volunteering partners login can be seen in the menu on the right hand side of the screen. You can access the screen here and may want to bookmark it.

Resetting your password

At present, you cannot auto-request a new password, but if you forget yours, just contact the VBase team and we can reset it for you very easily. 

Once you are logged in, you can change your password in the 'Provider Details' section.

Adding volunteering opportunities

Once you have received notification that your registration has been approved, you can start adding opportunities. You can add as many different opportunities as you like, just log in and click on "add new opportunity".

All mandatory fields are marked with a red asterix, however if you don't have anything to add to a mandatory field, just put a dash (-) in the box and continue. 

You can add start and end dates if appropriate to your opportunity. If you leave the dates blank your opportuinty will be listed as an ongoing opportunity.

You will be able to enter a message to be included in the acknowledgement email sent to volunteers when they apply. We recommend you put something in this message box, which could be more information about your organisation, a link to your website, an application form, or simply a short acknowledgement. 

In the 'Volunteers' tab, you can see all the students who have applied for your opportunity, and next to each name there is a green tick, and a red stop button. Clicking the green tick indicates you have accepted the applicant, while the red stop button indicates you have rejected the applicant. We ask all our volunteering partners to revisit their opportunites and mark whether each applicant has been accepted or not.

The 'Activity Types' and 'Employability Skills' tabs can be left blank if you so wish, the tickboxes are only there to provide further information to applicants.

Remember to save your changes before exiting the page.

The student application process

When a student is interested in one of your opportunities, they will apply via VBase. This application will trigger an automated email to your named contact with the student's name and contact information.

We would expect an organisation to get in touch with an applicant within a week or so, even if that is just to say thank-you for your interest, or to send them an application form. VBase may chase you if we hear from students who have applied for a position and not heard back.

Remember you can also set up tailored auto-response emails when creating a volunteer opportunity.

Updating your details

We ask that all volunteering partners keep their contact details (at least the email address) up to date on VBase. You can change information by logging in and going to the 'Provider Details' section. 

Here, you can also add multiple contacts, for example if you have different people recruiting volunteers in different departments, as well as change your password.

Information on your VBase page is incorrect

We list all of our volunteering partners on the main 'Volunteering Partners' webpage. We populate this list with your organisation logo, if we can find one. If you click on your listing on this page, you should see the text you entered about your ogranisation during registration. We also try and include links to your external website, and to any social media accounts you have.

If the basic text information is incorrect or contains errors, you should be able to edit this yourself by logging in and going to the 'Provider Details' section. The text is pulled from the 'description' box in the 'details' tab.

If your logo is wrong, or we have the wrong links to your website or social media accounts, then please do contact us with the right information at ensa.vbase@napier.ac.uk or on 0131 229 8791.

Hannah Markley
VP Reps and Volunteers
VP Reps and Volunteers

Hannah is ENSA’s Vice President Reps & Volunteers. If you need any information or advice about anything relating to being a rep, campaigns or volunteering, contact Hannah and she will tell you all you need to know.

Email Hannah

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