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Hi directors!
We know Salesforce can feel overwhelming, so we’re here to help! This webpage has almost everything you need to know about Salesforce and data management. For a more comprehensive PBHA Salesforce Guide, refer here.
While going through Salesforce may feel like a pain at times, we want to remind you that this work is really important for data safety, especially since our programs work with sensitive information from minority and high-risk populations. Consistent data tracking also helps us better understand things like volunteer retention and overall program impact, so we can improve PBHA programs continuously!
1) Salesforce Login & Password Reset
Here's the Salesforce login page for directors.
Every year (beginning of fall semester), you will receive an email for password reset. After resetting your password, please share it among ALL of your directors! We do this to help keep volunteers and participants' information confidential.
Salesforce login page.
2) Offering & Enrolling Volunteers
You will see this homepage once you have logged in.
Click on "Volunteer Essentials" on the right.
Click on "Volunteer Applications" at the top to view the full list of volunteers who have applied to your program.
Recall that all volunteers filled out the PBHA Common App Form? Here's where their data end up at!
Under the "Current enrollment status" column, edit the status to "Offered" for whichever volunteer you wish to offer a position to.
In order to mass edit (i.e. repeat the same action for multiple rows of volunteers in one go), select the tickboxes on the left, select "Offered"
Tick the checkbox "Update 50 selected items" and hit "Apply"
You will now see that all volunters now show "Offered" in yellow boxes, and finally hit "Save"
Once you change a volunteer's status to "Offered", Salesforce automatically emails them with the offer.
The applicant has the choice to "Accept" or "Decline" through a link in the email.
If they "Accept", their enrollment is updated to “Enrolled” and Salesforce sends them a congratulations email.
If they "Decline", their enrollment is updated accordingly and no further action is needed.
If they don’t respond, Salesforce sends reminder emails at 3, 7, and 8 days after the offer.
If there’s still no response after 8 days, Salesforce automatically sends a final email to the applicant, marking the offer as expired.
Flowchart of the volunteer offer process.
There should be no applicants who are just listed as “Applied” under your program in Salesforce—if they are participating in programming, they should be listed as “Enrolled”, and if not, they should be “Not Enrolled”.
3) Enrolling Participants [only applicable to youth programs]
From the homepage, click on "Participant Essentials" on the right.
Click on "Participant Applications" at the top to view the full list of participants who have applied to your program.
Recall that all participants filled out the PBHA Afterschool and Mentoring Application Form? Here's where their data end up at!
Under the "Current enrollment status" column, edit the status to "ENROLLED" for whichever participant you wish to enroll in your program.
Select the tickboxes on the left to repeat the same action for multiple participants at the same time (i.e. mass edit).
Tick the checkbox "Update 10 selected items" and hit "Apply"
You will now see that all participants now show "ENROLLED" in yellow boxes, and finally hit "Save"
4) Take Participant Attendance [only applicable to youth programs]
You can take participant attendance either for (1) TODAY or for (2) A PREVIOUS DATE RETROSPECTIVELY.
(1) Taking Participant Attendance for TODAY
From the homepage, click on "Participant Essentials" on the right.
Click on "Take Participant Attendance" on the right
Select "Today", input the number of hours of your program under "Duration", then hit "Next"
Once your attendance records are created, click on "Enter statuses here"
Tick the checkboxes of participants who were present, select "Present" under the "Attendance" column, tick the checkbox "Update 4 selected items", and hit "Apply"
You will now see that all participants now show "Present" in yellow boxes, and finally hit "Save"
(2) Taking Participant Attendance for A PREVIOUS DATE RETROSPECTIVELY
From the homepage, click on "Participant Essentials" on the right.
Click on "Take Participant Attendance" on the right
Select "Another Date", input the number of hours of your program under "Duration", then hit "Next"
Enter the date in the [Dec 31, 2025] format, then hit "Next"
Click on "Catch Up on Blank Attendance" and "Enable Field Editing"
Scroll down to the date you entered
Under the "Attendance" column, edit the status to the correct attendance statuses for each student, then hit "Save"
5) Bias Report Form and Incident Report Form
Use the Bias Report Form when:
There are single or repeated acts toward an individual, group, or their property that cause harm
These acts can reasonably be understood as based on someone’s actual or perceived identity
Use the Incident Report Form when:
An injury occurs (the injury report must be completed within 24 hours)
If the injury was not self-inflicted, attach an incident report as well
6) Using Reports to Pull Data from Salesforce
View Reports
Click on "Reports" at the top, then select "All Reports" to view all existing reports.
These reports are super helpful for things like:
Getting volunteers' or participants' emails so you can send out mass program announcements
Checking participants'medical allergies
Seeing which participants have parental consent for social media posts
…and much more!
Most of the reports you'll need are probably already created, so just search around. But if you ever need a new report, feel free to reach out to ShuXin, the Assessment and Evaluation Chair at assessment@pbha.org or through Slack!
Export Reports
Say you want to copy volunteer emails or save participant allergy records, you can download a report in Excel. Click "Export" in the top right corner, select "Formatted Report" and click on "Export" again.
Need help?
Interested in learning more?
Want to be a Salesforce Power User to steward the use of Salesforce in PBHA?
Contact:
Lauren Crispi, PBHA's Manager of Student Development and Evaluation at lauren@pbha.org
ShuXin Ho, PBHA's Assessment and Evaluation Chair at assessment@pbha.org
First created in 2025 by FY26 Assessment and Evaluation Chair ShuXin Ho, then updated yearly.
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