Guide to Claiming Your Charity Listing

Why claim your listing

• Update the public profile yourself: about text, mission, website, phone, email, address, social links, and more.
• Share a fundraising, donation, or crowdfunding link on your public listing so visitors can support you (we do not process payments — the link goes to your chosen third-party page).
• Manage listing points you to the next thing to add, one step at a time. Nothing is locked, and there is no paywall for basic editing.
• Keep categories, Sustainable Development Goals (SDGs), beneficiaries, and transparency information current.
• Upload a logo, annual reports, and financial statements so donors and partners see accurate materials.
• Claimed listings show a Claimed trust badge on the charity page and in the directory, signalling that an approved representative of the charity looks after the listing.

What you'll need

Before you start, have the following ready:

• A Charity Finder account. You must sign in to submit a claim so we can verify identity and follow up if needed.
• An email address you can open. An address on your charity's own domain (for example you@yourcharity.org) is ideal, but any address you control works. We send a confirmation link to that inbox before our team reviews the claim.
• A registration document for the organisation, such as:
  • IRD Section 88 letter / tax-exemption confirmation
  • Companies Registry certificate of incorporation
  • Societies Ordinance registration
  Accepted formats: PDF, PNG, JPG, or WebP, maximum 15 MB.
• Your name and role at the charity (for example Executive Director or Communications Manager). An optional note to reviewers can speed things up.

How it works

1. Find your organisation in the directory and open its page. Choose Claim this charity. If the listing already shows a Claimed badge, a representative manages it and that button is hidden.
2. Sign in if you are not already signed in. You will be returned to the claim form.
3. Complete the form: your name, role, organisation email, certificate upload, and an optional note.
4. Check the email you provided and click the confirmation link. This proves you control that inbox. Until you confirm, the claim stays in email verification and is not reviewed by the team.
5. After confirmation, our team reviews your details and the certificate. If approved, you receive access to edit the listing at Manage listing.

If you miss the confirmation email or need to correct something, you can submit the form again from the claim page; that resends a verification link with your latest details.

A claim covers one listing. Claiming a parent organisation does not include its subsidiary listings. You can claim each subsidiary yourself. If there are many, we contact you after the parent is approved about managing those without a separate claim for each.

Claim status

After you submit, the charity page shows where your claim stands:

• Confirm your email — we have saved the claim. Check the inbox you gave us and click the confirmation link. Review has not started.
• Claim under review — you confirmed the email. A person on our team is checking your details and the certificate.
• Manage listing — the claim is approved. You can edit the public profile, and the public Claim this charity button is hidden.
• Claim rejected — resubmit — we could not verify that you represent the organisation. You can submit again with a clearer certificate, a different organisation email, or a fuller note.

The Claimed badge

Approved listings show a green Claimed pill beside the organisation name, on the charity page and on directory cards. It means an approved representative looks after the listing and can update the public profile. Visitors can open the pill on the charity page for a short explanation and a link back to this guide.

In the directory, Has → Claimed shows only those listings, so people can prefer organisations that maintain their own page. Directory order is still by last edit or by name. The filter is how claimed listings are picked out.

The badge is not an audit or endorsement of the organisation, its finances, or its tax status.

How we review a claim

• You must be signed in.
• We email a confirmation link to the organisation address you entered. Review starts only after you click it.
• A person checks the registration certificate against the charity before anyone can edit the listing.
• An email on the charity's own domain is a helpful signal. A different address is still reviewed, more carefully.
• The certificate is not published on the listing.

Once a listing is claimed, the public Claim this charity button is removed. If someone else later asks to manage the same listing, that request goes through the same review before they can edit.

Your information

The claim form asks for your name, your role, an organisation email, an optional note, and a registration certificate. We use these to verify that you represent the charity and to contact you about the claim. Reviewers can see them. They are stored privately and are not shown on the public page. See our Privacy & Terms for how we handle personal data.

About domain matching

When you submit a claim, we check whether your organisation email's domain roughly matches the website domain we have on file for the charity. This is a soft check only — it never blocks a claim.

• Matching domain (for example the website is example.org and your email is person@example.org): the claim is still reviewed, but domain agreement is a helpful signal for reviewers.
• Different domain (personal email, free provider, or another org address): the claim is not rejected. It is simply flagged for a closer manual check, which can take a little longer. Your certificate and verification email remain the main evidence.
• No website on file: we cannot run the check. The claim proceeds like any other and is reviewed manually.

What you can edit once approved

Approved owners manage the listing from Manage listing. You can typically update:

• About and mission — English about text, short excerpt, and mission statement.
• Contact — website, email, phone, WhatsApp, and address.
• Social and online presence — Facebook, X/Twitter, Instagram, LinkedIn, YouTube, RSS feed (fills the News feed section on your page), newsletter sign-up URL, and intro video.
• Fundraising and donations — turn on a donate / crowdfunding CTA on your charity page, set the URL (for example your payment platform or in-house donate page), and customise the button label. Charity Finder does not process donations; we only display the link you provide.
• Get involved — turn on volunteer, events, and careers / join-us buttons with URLs to the tools you already use (for example HandsOn, Time Auction, Eventbrite, LinkedIn, or your own pages). Charity Finder only displays the links; we do not take registrations, match volunteers, sell tickets, or host job applications.
• Directors — older names kept as text. Board pages are added separately and linked from the listing.
• Classification — categories, target beneficiaries, SDGs, organisation structure, and district focus.
• Transparency — toggles for annual report, financial audits, and directors listed on the website.
• Media and documents — logo, annual reports, and financial statements.

Manage listing shows one next step at a time: an about, a website or contact email, a logo, a category or beneficiary, an address, an annual report, and a financial statement. You can mark an address or a document as not available. Nothing is locked. You can still add contact details, social links, and donate or volunteer links after those steps.

Optional embeds or a short pinned announcement may come later. Grant programmes for funders remain on Grant Finder — they are separate from Get involved links on your listing.

Invite a colleague

Once you manage a listing, open Settings and invite a colleague by email. They sign in with that same address and accept. They can edit the listing the same way you can. Up to five people can manage one listing, including invites that have not been accepted yet.

Any manager can remove another manager, or leave the listing. If the last manager leaves, the listing is no longer claimed until someone claims it again. A colleague does not upload the registration certificate again. The public Claim button stays hidden while anyone manages the listing.

What stays read-only

Official government and registry identity fields are not editable by owners, so the directory stays aligned with public records. That includes:

• Official names and aliases (English and Chinese, including subsidiary names) as reflected from IRD and related sources.
• Registration details such as charity number, business registration number (BRN), incorporation and effective dates, and society reference numbers.

If an official name or registration number is wrong, use Suggest a change or email jon@shared-impact.com rather than expecting the owner form to overwrite them.

If your claim is rejected

Reviewers may reject a claim if they cannot verify that you represent the organisation. You will be notified with any notes available. You can submit a new claim (from the charity page, Claim rejected — resubmit) with a clearer certificate, a different organisation email, or a fuller note to reviewers.

Tips for a smooth review

• Use a clear scan or PDF of an official registration document.
• Prefer an email on the same domain as the charity website when you have one.
• Mention your role and how you relate to the listed entity (especially for subsidiaries or parent bodies).
• Confirm the verification email promptly so the claim enters the review queue.