What to use and why they matter
Databases
Essential Systems Overview
This guide covers the database management systems required for effective CityServeX operations:
Success Formula
findhelp as PRIMARY platform + Supplementary resources when needed = Comprehensive resource coordination and enhanced community impact
findhelp - Our Required Partner
Why findhelp is Required:
Ensures uniform data management across all partner sites
Creates common understanding and practices among affiliates
Most existing CMS data can be uploaded to findhelp
Dedicated CityServeX liaison assistance available
Training Available
Full instructions on using the findhelp platform are provided in Section 6 of the CityServeX Box manual
Volunteer Management Systems (VMS)
Core VMS Functions:
Capture volunteer information, skills, and availability
Manage shifts, sign-ups, and hour tracking
Facilitate messaging and automated reminders
Organize positions, shifts, and special events
Generate analytics on volunteer activity and impact
Requirement
Each CityServeX Site must have a VMS to manage volunteer data (specific platform not mandated)
Skills, talents, people, organizations, or resources that exist in the community but are not part of formal organizations or are in short supply.
Example
A participant needs a bicycle, but local nonprofits don't have any available.
However, the Resource Coordinator knows the Sheriff's Department has bikes, or a senior adult at a local church repairs and donates bicycles to those in need.
How Care Portal Works:
Social workers, schools, and case managers identify families requiring specific assistance
Needs are posted securely on the Care Portal platform with family privacy protected
Local churches and faith-based organizations can view and respond to specific needs in their community
Direct assistance is provided while maintaining appropriate boundaries and professional oversight
A digital platform that connects churches and community organizations with families in need through coordinated care requests.
What Link2Hope Provides:
Comprehensive database of local services, programs, and assistance options
Current availability and contact information for community resources
User-friendly interface to find specific types of assistance quickly
Monitor connections made and outcomes achieved through the platform
A comprehensive platform that connects people in need with available community resources and services
KIIP Database
CityServeX offers KIIP at no cost to nonprofits through Findhelp who lack a participant management database
What is KIIP?
KIIP (Keep Information in Place) is a comprehensive participant management database system designed specifically for nonprofits to track and manage individuals who come to them for services.
Who Can Use KIIP?
Nonprofits without
existing databases
Organizations that currently have no system for participant management
Organizations with
inadequate systems
Groups using spreadsheets or paper-based tracking that need upgrading
Budget-constrained nonprofits
Organizations that cannot afford commercial database solutions
Important
KIIP is a stepping stone solution - organizations should transition to findhelp CMS as they grow and develop
