Volunteer guide
For anyone checking clients in on distribution day
Signing in
- 1Open the GivBase link your admin sent you, or go to the URL they share on distribution day.
- 2Enter your email address and tap "Send sign-in link."
- 3Check your inbox and tap the link in the email to sign in. No password required.
- 4You'll land on the Check-in screen, ready to go.
Checking in a client
- 1Make sure a session is active. The screen will show "Session open" at the top.
- 2Type the client's name or ID number in the search bar. Results appear as you type.
- 3Tap the correct household from the list.
- 4Review the details and tap "Confirm pickup." The screen resets immediately for the next client.
Proxy pickups
- 1A proxy pickup is when one person picks up food on behalf of a different household.
- 2Search for and select the household that is actually receiving the food.
- 3Tap "Proxy pickup" instead of "Confirm pickup."
- 4The visit is recorded under the correct household automatically.
Registering a new client
- 1Tap "+ Register" in the top right of the Check-in screen.
- 2Enter the household's information: name, address, household size, and any required demographic fields.
- 3Tap "Save and check in." The client is registered and checked in immediately.
- 4Their record will appear in future searches.
Admin guide
For pantry coordinators and administrators
Setting up your pantry
- 1After signing in for the first time, you'll be guided through the onboarding flow.
- 2Enter your organization name and confirm your 501(c)(3) nonprofit status.
- 3Import your existing client list via CSV or Excel. GivBase auto-maps common column names.
- 4You can skip the import and let volunteers register clients on distribution day instead.
Running a distribution session
- 1From the Dashboard, tap "Begin Session."
- 2Once a session is active, all volunteers with active accounts can check clients in.
- 3You can monitor check-ins in real time from the Session screen.
- 4When distribution ends, tap "End Session." The session is locked and feeds into your monthly report.
Inviting and managing volunteers
- 1Go to Settings and then Team.
- 2Enter the volunteer's email address and choose their role: Volunteer or Admin.
- 3They'll receive an invitation email. Once they sign in, they're active.
- 4To deactivate a volunteer, tap their name and toggle "Active" off. They're signed out immediately.
- 5To promote a volunteer to admin, tap their name and change their role.
Managing clients
- 1From the Dashboard, search for any client by name or ID.
- 2Tap any client to view or edit their record.
- 3You can update household size, address, or demographic information at any time.
- 4To mark a client inactive, open their record and toggle "Active" off. Their visit history is preserved.
Generating monthly reports
- 1Go to the Reports tab and select the month you want to summarize.
- 2GivBase automatically pulls all sessions from that month.
- 3Review total visits, unduplicated household count, and demographics breakdowns.
- 4Tap "Export" to download in CSV format and submit to your food bank network.
Settings and customization
- 1Organization name and contact info: Settings then Organization.
- 2Required client fields: customize which fields are required at registration.
- 3Team management: Settings then Team.
- 4Account deletion: contact us from the Settings page. Client data is purged within 30 days.
Still have questions?
If something isn't covered here or you're running into a problem, reach out. We respond to every message.
Sign in to contact support