Self Help
GiftRoute Self Help
GiftRoute follows a gift from the moment it arrives to the family it helps, on one VoVo website. Open GiftRoute from the installed module and make sure the right website is selected before entering records. A tenant administrator gives each team member only the tasks they need. If GiftRoute is missing, ask your tenant administrator to check the free Marketplace acquisition, installation, activation and your staff access.
Start with Today
Today lists what needs attention, worked out from what your team has recorded: sponsorships still waiting for a crate, sponsored crates waiting for an outpost, crates matched and ready to deploy, outposts waiting for a sponsored crate, collections that are due, lots waiting for item intake, reserved items waiting for delivery, requests waiting for review, and impact updates or receipt reviews waiting for you. Nobody keeps a separate list; each item disappears once the work is recorded.
People and organizations
Each person or business has one profile, whatever roles they play. A profile becomes a donor when it gives, a sponsor when it funds crates, an outpost host when an outpost is linked to it, and a community partner when you tick that box. Choose an existing profile when you record a donation or a sponsorship so its history stays in one place. Email consent is recorded per profile; changing an email address clears its consent until the new address agrees.
Sponsorships and crates
A sponsorship is one dated commitment by one or more sponsors for a number of crates. Record it under Donations as a crate sponsorship, or under Crates and outposts when the donation was recorded earlier or in your previous system. If you set the amount that sponsors one crate under Settings, a crate sponsorship recorded under Donations suggests the number of crates its amount covers; you can always change it. A gift that keeps the crates going without sponsoring a crate, for example toward replacing damaged crates, is a crate program gift. Sponsors who share a sponsorship both hear about its impact. Each sponsor gets a permanent sponsor code with their first sponsorship, or keeps the code from your earlier records if you enter it on their profile.
A crate is a reusable box with a permanent code. Add crates to inventory, assign them to a sponsorship, match them to an outpost, then Deploy them. Move a crate to another outpost or Return to storage when an outpost stops taking part; the sponsorship stays with the crate and every placement stays in its history. For a damaged crate, Replace it with one from inventory: the replacement takes its place and its sponsorship. Retiring a crate without a replacement frees its sponsorship so it shows as needing a new crate. An outpost can host several crates.
When you deploy or move a sponsored crate, leave Let the sponsors know where it is ticked to send each sponsor who agreed to email a short note naming the outpost, so they can send people there. This note is separate from the daily impact updates and uses its own message under Settings; leave that message empty to send none. Placements dated more than a week ago, or before your records start, send nothing.
If an outpost's crate fills up before it is due, the host can call the number printed on its label. Record the call with The host asked for a pickup on the crate's page: the crate goes to the top of Collections due on Today until its next collection is recorded.
Collections and lots
When a liner is taken out of a crate, record a collection from the crate's page, from Inventory and lots, or by scanning the crate's label. Each collection becomes one permanent lot numbered for the life of its outpost, such as LOT-OP001-027 for that outpost's 27th collection. The lot keeps the outpost, crate, sponsorship and sponsors of that moment, even if the crate later moves. The crate stays at its outpost with a fresh liner; the liner itself has no number.
Add the lot's items on the lot's page. Use one line per kind of item; twenty toothbrushes are one line with a quantity of 20. Record the category, condition, size and an estimated value for each one if you track impact in dollars. Items you do not place elsewhere are kept at your main storage location, which GiftRoute adds the first time it is needed. Mark intake complete when the lot is done. Print a lot label to keep with its items.
Donations
Record each donation once under Donations: goods, a crate sponsorship, a crate program gift, money received through your separate approved process, volunteer service or anything else. GiftRoute records money that was already received; it does not take payments. Never enter payment card details. Goods that go into inventory get an item code you can print. An anonymous gift needs no donor name.
Requests and resources
Staff with request access record a private request for help and an administrator reviews it, watching for repeat requests. An existing request ID can be kept. Volunteers see only the request number and the items still needed, never the private case details.
When goods arrive before a matching need, they wait in inventory. When a need arrives, reserve an item for its request; it is set aside until you record the delivery. You can also record a use straight away when an item is handed over. Each use keeps its source, so the request shows whether it came from a collection crate and which outpost and sponsor, or from a known donor. Record help that did not come from inventory, such as something your organization bought or a partner's service, with its estimated value and what your organization spent. The request then shows the value mobilized, your organization's spending and the value leveraged from the community. Use a correction for a mistaken use; never record a second use to repair a typo.
Scanning labels
Open Scan a label on a phone. Scan an item, lot or crate label, or type the printed code. An item opens so you can reserve or use it; a lot lists its items; a crate lets you record a collection. Camera scanning needs a supported secure browser; typing the code always works. Labels print from your browser in a full size or a small 2 by 1 inch size for label printers. A label shows the code and never a donor's or family's details.
To label a series of crates at once, open Crates and outposts, choose Print a sheet of crate labels, pick the first and last crate and the kind of labels: file folder labels or address labels, 30 to a letter sheet, or a 2 by 1 inch label printer. If part of a sheet was used before, enter how many labels are already gone and printing starts on the next one. Print from a computer, or from a phone to a printer it can reach, including a Bluetooth label printer through its app. Print at actual size, and test one page on plain paper against a sheet first. When a pickup phone number is set under Settings, crate labels also say "Crate full? Call" that number.
Daily impact updates
Under Settings, write and approve three short messages: for known donors, for crate sponsors and for outpost hosts. Each must include {{families}}, which becomes "1 family" or "3 families"; you can change that wording, for example to "a neighbor" and "# neighbors", where # is the number. You can also use {{first_name}} to greet a person by first name (an organization by its name, or "friend" when no name is recorded), {{date}} and, in crate updates, {{locations}} for the outpost names. Updates go out only on days when something was used for a request. To show your logo or another image at the top of every GiftRoute email, upload it to your website's media library and paste its web address into Image at the top of every email. After midnight in your organization's time zone, each person whose contribution was used that day receives at most one email saying how many families were helped. A business that both sponsors and hosts hears once. The email never names an item, a family or their situation. Only people with recorded email consent are included, and every email has a link to stop them. Choose whether each day's updates send automatically or wait for you to send them. An update that could not be delivered is not retried automatically.
GiftRoute records receipt requests for review but does not create, send or certify a tax document. Use your organization's approved receipt process outside GiftRoute.
Reports
Reports cover any period you choose. For each outpost: collections over its lifetime and in the period, collections a month since it was first placed, days between collections, items a collection, items used and requests helped. For each sponsor: sponsorships, crates sponsored, crates with a box and placed, outposts supported, lots, items used, requests helped and updates sent. For the crate program: crates sponsored, the amount recorded for sponsorships and crate program gifts. For resources: items received and used from crates and from direct donations, requests helped, value mobilized, organization spending, value leveraged, the categories most donated and most used, and items on hand for more than 60 days.
Settings and your previous system
Under Settings you can change the code prefixes for new codes, set how many days make a placed crate due for collection, enter the date GiftRoute's records start, set the amount that sponsors one crate and the phone number printed on crate labels. Staff see that date as the line between your previous system and GiftRoute, and impact updates never cover uses before it. There is no general import; records kept in your previous system stay there.
Export your records
An account with your organization's data export access can download this website's GiftRoute records. Open Settings, choose Data Export, select the website and include Marketplace modules. The download holds one spreadsheet each for people and organizations, donations, locations and outposts, stock, requests, recorded uses, use corrections, sponsorships, crates, crate placements, crate history, collected lots, help outside inventory, daily impact updates, receipt reviews, and the outpost refills and messages kept from earlier versions. Records connect through codes and request references, or through donor, gift and use numbers counted within the website. These files contain private donor, host and request details, so store them securely. They never include passwords, opt-out links or another website's records. GiftRoute keeps no uploaded files; printed labels are made when you print them.
The operations report under GiftRoute settings is a separate summary for staff. It leaves out donor, host and family details.
Use GiftRoute in the VoVo app
In the VoVo app, open your website, then Manage, and find GiftRoute under Marketplace Modules. On the web, GiftRoute sits in the Team area of the admin sidebar. The app uses the same staff tasks you have on the web for this website, so you see only the lists and actions your tasks allow. Today shows the same work as the web. Requests for help lets a person who manages requests approve, close or mark a new request as a repeat, mark a request in progress or fulfilled, and update the items still needed; What it received reserves or uses an item, records help outside inventory, and marks a reservation delivered or releases it; a website administrator can also correct a mistaken use there. Items on hand reserves or uses an item for an open request. Crates records a collection or a host's pickup call, Collected lots adds item lines and completes intake, and Donations records a donation already received. Tap a Today item, request, item, crate or lot to open its page on the web, signed in. Private case details, new requests, people, outposts, sponsorships, labels, reports, settings and impact updates stay on the web.
Privacy and troubleshooting
GiftRoute records are limited to the selected tenant and website. Give staff only the tasks they need. A volunteer who records collections and scans items does not see donor finances or private case details. If a record seems missing, check the selected website and your staff access before creating a duplicate. If the camera does not scan, type the printed code.
For GiftRoute feature questions, open Marketplace modules in your VoVo website admin and choose Get Help on GiftRoute. The account that acquired the module can open a private product ticket for Jag Journey, LLC and reply there; VoVo administrators can review and assist. Your ticket number begins VoVo-GiftRoute-. VoVo's separate platform support is for account, purchase, security, and platform issues, or to report a product or developer concern. It is not the GiftRoute feature-help queue. Do not include payment card numbers, identity documents, or private donor or recipient records in a help request.