DRAFT USER GUIDE

[TODO: Screenshots throughout. Waiting for Partner Profiles rework.]

Partner Profiles

Partner profiles allow you to gather and hold a lot of information about your partners that may be useful for meeting your regulatory requirements, managing their experience, and for grant-writing.

There is a lot of information in the profile, and the information that is needed varies from bank to bank. Once you decide what information you need from your partners, you can set up the partner profiles to show the sections that you need, customizing it through “My organization”.

How does a partner fill in and submit their profile

In the partner’s view of the system, they can click on “Edit My Profile” to fill in all the information you want.
Once they have save this, they will also see a “Submit for Approval” button. Clicking that changes their status to “Waiting for Approval”, and makes them appear in your dashboard list of partners waiting for approval, as well as making a “Review partner’s application” button appear beside them in your view of all the partners.

Viewing a partner’s profile

The partner’s profile is viewable by clicking Partner Agencies in the left hand menu, then All Partners, then “view” beside the partner in question. Scroll down to “Partner Profile”

Editing a partner’s profile

You can edit a partner’s profile clicking Partner Agencies in the left hand menu, then All Partners, then “view” beside the partner in question. Scroll down to “Partner Profile”, then click “Edit Information.”

The sections

The high level sections of the partner profile are:

• Agency Information (not configurable)
• Program / Delivery Address (if different)
• Media Information
• Agency Stability
• Organization Capacity
• Sources of Funding
• Area Served (County/Client Share %)
• Population Served
• Executive Director
• Primary Contact
• Pick up Person
• Race/Ethnicity of Client Base
• Agency Distribution Information
• Additional Documents
• Settings (not configurable)

Agency Information (not configurable)

This section contains basic agency information that most, if not all, partners will need to provide:

• Agency Name
• Agency Type
• Other Agency Type (i.e, details if “other” is chosen in Agency Type)
• 501(c)(3) IRS Determination Letter – this is a file to upload said letter.
• Agency Mission
• Address
• City
• State
• Zip Code

Program / Delivery Address (if different)

Sometimes, a large agency may have a separate address for a specific program or for deliveries/shipping.

• Address
• City
• State
• Zip Code

Media Information

This provides a place for the agency to indicate their major communication outlets.

If the bank chooses to ask for this information, the partner must fill in at least one of the fields:

• Website
• Facebook
• Twitter (yes, we know it’s called X now)
• Instagram
• No Social Media Presence

Agency Stability

This section is about the maturity of the agency.

None of these fields are mandatory.

• Year founded
• Form 990
• Program Name(s)
• Program Description(s)
• Agency Age
• Evidence Based?
• Case Management
• How Are Essentials (e.g. diapers, period supplies) Used in Your Program?
• Do You Receive Essentials From Other Sources?
• Currently Providing Diapers?

Organization Capacity

This section has specific questions about the volume of the agency’s needs.

• Client Capacity
• Storage Space (yes/no)
• Storage Space Description

Sources of Funding

How does the agency get its funding?

• Sources of Funding
• How do you currently obtain diapers?
• Essentials Budget
• Essentials Funding Source

Area Served (County/Client Share %)

This asks what county/county equivalents the agency serves and what proportion of their client share is in which area.

At this time, this only covers U.S. counties. We believe the list covers all of the U.S, including some areas that are not counties.
Let us know if you need more!

The sum of the client share has to be either 0 or 100, and the numbers have to be positive whole numbers.

You start out with 1 county, but can add more with the “Add Another County button”

Population Served

This section has only two questions:

• Clients Have An Income Requirement to Work With You?
• Do You Verify The Income Of Your Clients?

• Race/Ethnicity of Client Base

  This section is comprised of questions about the race/ethnicity of the client base and the poverty level of the client base. There is no check on whether the numbers add up to 100 – because there may be overlap.

Race/Ethnicity:

• % African American; % Caucasian; % Hispanic; % Asian; % American Indian; % Pacific Island; % Multi-racial; % Other
• Zip Codes Served

Poverty Information of those Served:

• % at FPL or Below (FPL is Federal Poverty Line)
• % above 1-2 times FPL
• % Greater than 2 times FPL
• % Poverty Unknown

Executive Director

Contact information for the head of the agency:

• Executive Director Name
• Executive Director Phone
• Executive Director Email [TODO: Check if this is ever used for outgoing email]

  Primary Contact

  Contact information for your bank’s primary contact

• Primary Contact Name
• Primary Contact Phone
• Primary Contact Cell
• Primary Contact Email [TODO: Check if 1/ Primary Contact email is defaulted on partner creation, and 2/ confirm that this is used for outgoing emails. Also what about multiple emails – we need to either restrict to a single, or do the same thing as with the pickup person about them.]

Pick Up Person

The Pick Up person will receive an email when the distribution is scheduled. [TODO: Check – is it only on pickups, or do they get it for deliveries too?]

• Pick Up Person Name
• Pick Up Person’s Phone #
• Pick Up Person’s Email Note this can be multiple, comma-separated emails.

Agency Distribution Information

This section is about the agency’s practices when distributing to their clients.

• Distribution Times
• New Client Times
• More Docs Required
  • This is meant to be the documentation required for new clients

Additional Documents

This is a place to upload additional documents that you need from your partner.

Settings (not configurable)

Many banks restrict the partners to one kind of request (see Customization). If you don’t, the partner can still simplify their request experience by unclicking the items that don’t apply. Only the options that you haven’t already turned off will show up here, and at least one has to be checked.

• Enable Quantity-based Requests
• Enable Child-based Requests
• Enable Requests for Individuals

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