Resources

Resources and Current SWAP Documents

Getting Started with SWAP

We know that working for, with, and as nonprofit staff is tough but the mission makes it worth it. That’s why we believe we should have a tool that makes your work easier and more effective. The SWAP Hub is a tool that allows nonprofits like yours to share resources with a coalition of nonprofits. Like with any tool, expertise will come from practice.

To Begin

Each nonprofit needs to designate and register someone as the Organization Role. This person is given the authority to offer resources and request resources on behalf of their organization. This will often depend on size but could be the Executive Director, a Volunteer Coordinator, or lead programs person. This person will be aware of upcoming SWAPs (known as episodes) make certain they have communicated internally with colleagues about what the organization may offer and may request. This person needs to be a good listener and aware of their organization’s resources and most important needs.  While it is common to not initially think your organization has much to offer, likely your organization has resources that are used sometimes, but not at other times. For example, does your organization have a facility that is available on a Saturday, or maybe your organization designates one afternoon a week for  internal work when outside client appointments are not scheduled, if so, could you offer the time and talents of your receptionist? Developing a discipline and awareness of what your organization can offer will lead to more resources (credits) to get your requests met.

Instructional Videos and Tutorials

  • Ask Value: A value you give for an offer you are posting.
  • Bid on Needs: Select this option from the What I Need > Ongoing status to start bidding on posted resources, based on your needs.
  • Episode: An episode represents the entire process of completing a SWAP, including confirmation to participate, posting your "haves," bidding on other organizations' posted resources based on your needs, and receiving exchanged results according to a scheduled timeline.
  • Future Episodes: Each future episode is a SWAP process that will begin at its designated start time.
  • My Credit Balance: Refers to the amount of credits you hold in your account at any given time.
  • My Current Bid: Refers to the current bid value of the resource.
  • Participating: Refers to your participation status during an episode.You can switch your status by clicking the box under Participating by a deadline.
  • Place a Bid: Give a value to a resource you are bidding on.  For a resource, you bid value, as stated in the Place a Bid field, should be no less than the Ask Value.
  • Post Haves: Select this option from the What I Need > Ongoing status to start offering your resources.
  • Total Ask Value: The total amount of credits of all of your posted offers.
  • Total Bid Value: The total amount of credits of all of your bids.
  • View Results: Select this option from the Exchange Results > Completed status to view what Haves you are giving to others, and what resources you are receiving.

  • How do I join the SWAP pilot?
    Contact Rita Hamlet, SWAP Project Coordinator for information about how to join the project at rjeanhamlet@gmail.com. We will schedule a follow up zoom call to talk through expectations. 
  • What do I do if I would like to be involved but my organization doesn't have anything to offer right now?
    We encourge you to think broadly about your resources. For example, does your organization have certain days of the week when resources are not being used? Or busy months when they definitely are? We have asset mapping activities and guidance that can help you think about your resources. 
  • What information should I include when I post my resource?
    It is important to be as detailed as possible about the conditions and specifications of the resources you are offering. For example, if you have a copier that will be available for one hour, use the additional information box to specify the page limit and whether this is for black and white or colored copies and whether paper is included.  
  • How should I set the ask value?  
    Each entity sets the value of the resources it has available to offer, and this step should be done with care. If the resource ask value is high, there's a lower chance it will get bid on at that amount and exchanged; if the ask value is low, you will get fewer credits for that resource if it is won by another entity. One way to think about this is what is the trading value to you of your resource and what credits you want it to earn you that can then be used to attain resources you need.
  • How can I see what others are bidding on resources?
    SWAP is purposely designed to only show your bid amounts, not others so that the value of your bid reflects the value to you, not a comparison to how others may value a resource.
  • Will I receive notifications when I have 'won' a resource?
    Yes, the system sends out an automatic email when the results of the episode bidding round are completed. You may also see those results on the SWAP HUB by clicking on the episode, then scrolling down to Exchange Results and clicking on the VIEW RESULTS button. Toggling to Resources I Am Receiving shows what you have won in that round. Please refer to the User Guide from the resources section of the website here:  
  • How can I view my exchange results?
    On the SWAP Hub for the episode taking place, scroll down to the bidding results line and select the blue "view results" button on the right.  See this video tutorial here: 
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