Welcome to Better Impact! Not sure where to start? This help article offers an overview of the implementation process, introduces key resources and answers frequently asked questions.
Every new client is paired with a Better Impact Member Implementation Advisor to guide them through this process. The topics outlined below will be covered during your Implementation Orientation Call, and this article can be revisited at any time for a helpful refresher.
Note: Services provided by Better Impact will begin once payment (or a Purchase Order number) is received. Once payment is confirmed, you will receive a Welcome Email from your Member Implementation Advisor with instructions for getting started.
Summary of Services - What is included with my purchase?
Self-Assessment
Self-Assessment
Complete the Self-Assessment Questionnaire when prompted to provide a snapshot of your volunteer program to help us guide you in using the software most effectively.
Implementation Orientation Call
Implementation Orientation Call
Kickstart your implementation process with an Implementation Orientation Call. This call is designed to be a conversation with your Member Implementation Advisor where we will:
Review your program self-assessment form
Share the BI Academy schedule of classes and office hours
Discuss the software setup process, learn your intended use of the software and implementation timeline
Highlight features in our system you'll need to consider to achieve your goals
Better Impact Academy – New Member Classes
Better Impact Academy – New Member Classes
These classes help you get started quicker and the right way. The Academy consists of six main classes, each focused on a different topic. Together, they explore the software’s key features through the lens of volunteer management best practices. Rather than point‑and‑click training, these classes emphasize understanding how and when to use key features effectively. Additional support resources outlined below provide more in‑depth, self‑paced guidance.
Foundation subscribers will gain access to recorded class content viewable at any time.
Growth subscribers will have access to both recorded content and live group classes, providing opportunities to ask questions in real time and learn from your peers.
Impact subscribers can schedule private classes for their team.
Class Topics
Unit 1
Class 1: Intro to Your Account Set Up
Class 2: Recruitment and Screening
Unit 2
Class 3: Role Creation and Scheduling
Class 4: Data Collection and Reporting
Unit 3
Class 5: Training and Recognition
Class 6: Communications
Add-On for Client Impact Users
Client Impact Considerations
Office Hours
Office Hours
An opportunity for your organization to connect one-on-one with your Implementation Advisor to ask questions, review your work, or discuss next steps. The number and duration of Office Hours sessions vary by package. Contact your Member Implementation Advisor to learn more.
Organizations subscribing to use Client Impact will receive a fourth Office Hour to support the implementation of the Client Impact related features.
Check out the roadmap to see the recommended order of these services:
Data Import (if applicable)
Data Import (if applicable)
How do we get our current volunteer data into Better Impact? There are 3 ways to transfer your current volunteer data into Better Impact.
Option 1: Volunteers Create their Own Profiles
Configure one of your application forms to function as a registration form for your current volunteer base. Through this process volunteers will create their own Better Impact profiles and provide any additional information you choose to collect.
Option 2: Administrators Manually Create Volunteer Profiles One by One
Administrators can create a profile for each volunteer one person at a time by entering their basic contact details and creating a username and temporary password for the volunteer. This basic profile creation process takes 1-3 minutes per volunteer.
Option 3: Bulk Data Import
Submit a spreadsheet containing your volunteer data to be bulk imported into your account, creating a profile for each volunteer. Your Implementation Advisor will provide detailed guidance to ensure your spreadsheet meets system requirements. Administrators are responsible for compiling and formatting their user data according to these requirements.
Import Services:
Basic Profile Import: import basic contact details for your volunteers
Additional Import: In case your import data includes additional information to be mapped to custom fields, qualifications or general interests; you must first configure these properties yourself.
The data import is typically completed closer to the end of the Implementation Process after most of your account has been configured and you are just about ready to launch to volunteers. Your Advisor can assist you in identifying the best time to complete this step.
Important: Check with your Implementation Advisor to confirm if this service was included with your purchase.
Note: The following cannot be bulk imported
Files (PDFs, Word Docs, Images)
Files can be manually uploaded by admins after the basic profile import is completed.
Schedule Data
Activity and shift assignments will need to be manually re-created within Better Impact. You may choose to include a custom field or qualification that lists the volunteer’s current assignment in the import file to make this process more efficient.
Other Resources and Support Options
Other Resources and Support Options
A variety of resources are available to assist you throughout the Implementation Process and beyond. These resources can be accessed via the chat icon in the bottom right corner of Better Impact
Training Video Library – provides point and click style training covering all Better Impact features
Help Site – an extensive support library for those who prefer written instruction
The Better Impact Support Team
We can be contacted through the dark chat circle found in the bottom right corner of your screen when logged into Better Impact. Our team is available 24 hours 5 days a week (Monday through Friday).
They can also be contacted via [email protected]
Quick Start Guide – a point and click, in system guide to introduce you to key Better Impact features
Accessible in the bottom right corner of your screen when logged into your account
Timeline - How long will it take to launch Better Impact?
The timeline to implement Better Impact typically varies between 4 to 12 weeks or longer and will depend on a few factors, including:
When you are ready to begin
The time you can dedicate to configuring the software
Your availability to attend classes and schedule calls with your advisor
Your deadline to transition out of your current VMS
The complexity of account setup
Your preferred learning style
This timeline start date is based on the date of your Implementation Orientation Call and not your purchase date.
If you plan to take advantage of the Better Impact Academy - New Member Classes, we recommend completing one Class or Office Hours call per week resulting in, at minimum, a 12-week implementation period.
Prefer self-paced learning? Access our training video library and help site to guide yourself through the implementation process.
Our Where to Start Help Article outlines a task list for getting started and links relevant resources.
Implementation FAQs
Timeline
I want to launch as soon as possible, what are the basics that I need set up?
We recommend setting up your branding, application and activities prior to launching to volunteers.
Can I launch in less than 4 weeks?
Launching in under 4 weeks is not recommended but may be possible with sufficient time and resources. The primary factors that can limit an accelerated timeline are the data import process (which typically takes 7-10 business days) and the availability of group classes.
Roles and Responsibilities
What is the role of my Implementation Advisor?
Your Implementation Advisor is here to guide you through the onboarding process. They are available to answer questions related to your purchased services, import your volunteer data (if applicable) and answer questions related to software use and best practice. Your Implementation Advisor may review your account set-up, but is not expected to perform that work on your behalf. Your Office Hours (one-on-one touchpoints) with your Implementation Advisor provide you with the opportunity to connect directly with your Advisor to ask questions and review your work.
If you have more general questions, these can be directed to our team through the support chat for the quickest response.
What is expected from me during the implementation process?
You are responsible for managing your implementation timeline and configuring your Better Impact account. Each organization that uses Better Impact is different; our software provides you with the flexibility to customize your account to meet your needs. Your Implementation Advisor is here to guide you as you complete the setup process.
Can my Advisor set up my account for me?
No. Successful Better Impact users understand the configuration decisions made during setup. We recommend clearly defining your goals for the software early on and building your account around them with guidance from your Implementation Advisor.
What if I need more help?
Better Impact Certified Consultants (listed on Our Partners page) are a great resource in a variety of scenarios. Perhaps you are so busy currently that it would help to have someone dedicated to take on the full set up of your account. Or perhaps your organization is in a position where it's time to review your volunteer engagement program, processes and policies, and you want to have that happen side by side with your Volunteer Impact software.
You can think of the Better Impact Certified Consultants as extensions of the Better Impact family. They are all independent consultants operating their own businesses, and whatever work you'd like to arrange with them will be directly with them.
General
I am not “tech savvy”. Is Better Impact difficult to configure if I don’t have prior software or database experience?
No. You do not need any prior software or database experience to use Better Impact. If you’re less comfortable with general computer programs, you may experience a learning curve as you get familiar with the system. In this case, we recommend taking advantage of all available implementation services and sharing your preferred learning style with your Implementation Advisor so we can support a smoother transition.
Who should I reach out to if I have a general question?
For the fastest answer, try the support chat first. If you still have questions, make a note of them and bring it to your Office Hours to discuss with your Advisor.
What resources are available to support volunteers?
The user site guide can be found here.
Will you train my volunteers?
No. We do not offer services to train volunteers.
Who can/ should attend the group classes?
Anyone who will be an administrator in your account is welcome to attend the group classes. If some administrators will be focused on specific tasks you may direct them to attend only the classes that are related to those tasks.
Data Import
Will Better Impact contact our current VMS to arrange the transfer of Volunteer Data?
No. The client is responsible for compiling and formatting volunteer data for import into Better Impact.
Should I email you the import file?
No, do not send any volunteer data via email, this method is not secure. Upload the import file through the Secure File Exchange.
What do I need to provide to Better Impact to bulk import my volunteer data?
Import requirements can be found here.
How long does it take to complete an import?
7-10 Business days. This service normally occurs near the end of the implementation period.
What happens when the import is completed? How will you share the volunteer profile login details with us?
We will upload a file to your account that contains the usernames and passwords for each imported volunteer. It is then down to you, as to when you share that data with the volunteers. Volunteers are NOT informed automatically when a profile has been created for them. Please see this help article for details on sharing usernames and passwords with your volunteers.