Santa’s
Helpers, Inc. is a 100% volunteer-based non-profit organization serving St.
Louis’s under-resourced and seriously ill children and their families since
1968. Santa’s Helpers touches the lives of over 3,000 children and their
families every holiday season by purchasing, wrapping and delivering gifts for
Christmas and Hanukkah to deserving children whose names are provided by local
schools and social service agencies.
Family Submission Criteria:
Registration:
Every
Social Worker or Referral Agent must be registered in order to refer families
to Santas Helpers Stl. The registration process consists of 2 parts.
You can find the registration screen by
going to User Login and then clicking on Register.
· Part 1: Fill
out the user registration form in its entirety, please do not leave items blank
as that may lead to delayed approval.
o
We
do not accept email addresses that are not associated with an organization
(@gmail.com, @hotmail.com, @yahoo.com as an example are not accepted).
o
Please
ensure that there is a valid phone number for us to contact you.
· Part 2: Once
you have completed the registration form and clicked on submit, a Santas Helpers Board Member will accept/reject or contact
you if further information is needed.
** For new or unfamiliar
organizations which are registering for the first time, please expect a phone
call for further information about your organizations charter.
Family
Referral Process:
Each
year around October, we open our registration to St Louis Local Schools and
Social Service Agencies. In an effort to
meet the needs of the families that are being serviced, we have automated the referral
process through our website which has helped speed up the process for the submission
and approval. The referral process steps
below are a guide to help those Agencies complete the registration form and
provide a user interface to check the status of those referrals. The following section provides details
around how to login, create/complete the referral form and also use the portal
to check the status for all of your referrals.
Login:
To
access the login screen simply goto http://santashelpersstl.com and then
click on the user login menu item.
The
login screen will be presented, here you will put in your userid
(email address) and password that you registered with.
Login: Simply input your email address and the
password combination and then click Login.
Post
login you will be presented with your Santas Helper Portal. Here you can create a referral and check the
status of existing referrals.
Forgot
Password:
If
you have forgotten your password, simply click on forgot password, enter your
email address and click on submit:
If
we find it in our system you will be displayed with a password reset process. Please follow the password guidelines
outlined in the reset process in order to successfully change your password.
If
you have met the first password guideline and repeated in the confirm password
the update button will become active and you will be able to reset your
password. Once resent you may then login
and access the Santas Helpers Portal.
Portal
Details
After
you successfully login you will see the Santas Helper
Portal which is your primary work zone.
Please note that if your browser remains idle for 30 minutes the portal
will log you off and you will have to log back in.
**Please
note based off of browser settings and conditions you may have to refresh your
browser several times to get the login screen back.
User
Portal:
The
user Portal has 4 items of importance:
1.
Name
Recognition: hello, {Name} should always say your name.
2.
New
Referral – This is the action to create a new referral – you will not be able
to create a referral without logging in.
3.
My
Views – this is where you would click to find the status of your referrals,
create new referrals, update a referral that has been rejected and see if the
referral is will-call or delivery.
**All 2020 Referrals are Will-Call only due to
COVID-19 restrictions.
4.
Version Number – this will be important if
you are experiencing issues with the site, one of our tech leads will ask you
for the version number to ensure you are not trying to use a saved version of the website.
New
Referral:
There
are two ways to create a referral.
· From the
Portal Menu
· From the My
Views
To
create a new Referral from the portal menu simply click on ‘New Referral’.
The
‘Refer a Family’ screen will appear that has 4 sections that need to be
properly filled out.
Section
1 – Family Detail:
List
section is for the Surname of the family (Primary) and their contact phone,
race (used for ethic toys selection) and Holiday celebrating.
· Referrals
have to have a Primary Surname and valid working contact phone.
· Phone numbers
must be in the format of (###) ###-####.
Please ensure that the phone numbers are listed properly.
Section
2 – Address:
A
valid working address is also required to ensure that the referral is accepted. Please ensure that the address is valid and the zip code is entered correctly. To validate the address please use google
maps or any other map program that will help with validating the address prior
to entry. Having the correct zip code
will ensure that the santas have the correct route
when doing delivery.
**All 2020 Referrals are Will-Call only due to
COVID-19 restrictions. However, we will
still need valid addresses for historical reference.
Section
1 – Family Member Details:
This
section is used to list all family members that reside in the house-hold. Please
ensure that you add a family for each person.
To add a family member use the following steps.
Step 1: Click on the ‘Add Family
Member’ button
Step 2: Enter the details of the
family member
· First Name
· Age
· Gender
· Clothing Size
Please Follows Step 1 and 2 for each
family member you are adding. So if you have 5 household family members you should have
clicked ‘Add Family Member’ five different times while adding in the details of
step 2. Please see example of a 5 family member submission.
If
you had added all the family members residing in the household, proceed on to
step 4.
Section
4 – Additional Details:
Fill
out all items that are applicable to the family in this section, the more information
you provide will help us determine if we are going to accept or reject the
referral. Please fill out this section
carefully.
After
you have completed step 4 click on the ‘refer’ button. You will receive a confirmation that the
referral has been received. Please note
that do to the safety and security of our families we
will not be providing email confirmation that the referral was received. You can check the status in the ‘My Views’
section of the website.
Creating
a referral from ‘My Views’
If
you are already logged in and have clicked on ‘My Views’
you will see a list of menu icons above the data grid (see image below).
Each icon has
a hover over help feature that will explain what the icon is. For instance if you
hover over the icon you will see that a pop-up will show ‘home’. This will take you back to the main login
screen or back to santashelpersstl.com.
To
create a new referral from the ‘My Views’ section simply click
on the ‘create referral’ button , you will then be presented with the ‘Refer a
Family’ as described in the previous section of this user guide. Please follow the steps outlined from Section
1 – 4 and the click on ‘refer’ to submit the referral.
My
Views
Navigating
through the ‘My Views’ section is designed to be easy and user friendly. Whithin this view
you will see a list of all your referrals (by year), the status of the
referral, edit ability of the referral (rejected only), and the ability to look
at the full details (printable version) of the referral and details if it was
rejected and why.
After
you click on ‘My View’
you will see a table view of the application that shows a Year selector, Useful
Icons and a table of all the referrals (see example below).
In
the example above you will see that the referrals listed are for the year 2020. You can find the year on the top right-hand
corner of the screen. To check prior
years referrals simply click on the drop down and select the year that you are
wanting to look at historical data on. You will also see that your name should be
listed as Santa’s Helper: {name} (user profile).
**User profile options will be coming soon.
The
following icons are used to show the status of each referral.
Pending
|
|
![]() |
Approved
|
![]() |
Rejected
|
The
check box (image 1) in the first column of the grid when checked will provide
the full details of the referall on the right side of
the viewable section of the website (image 2).
Image
1 (Checkbox in Grid):
Image
2 (selection with Details):
In
the example above the item selected is an Approved referral. The details on the right indicate Approved
with the Status Change Information.
Status
Change Information – In this section you will find the reject
reason, what needs to be fixed or if approved the details around the delivery
or will-call information. Please check
the status details if you are you have questions around the status change.
Rejected
Referral:
If
the item is rejected the following icon will show in the data grid, the only
time you can edit a referral is if it is rejected.
If
you click the icon for the rejected referral an ‘Update Referral’ dialog box
will be presented. Please update the
fields that are outlined in the Status Change Information. Once you make the correct changes click
on ‘Update’ and the referral will be resubmitted for approval.
Santa’s
Helpers STL 2020