Tip of the Week April 21, 2014

Hide a field to omit it from Address Label Reports

The Address Label Reports are designed to take the normal address fields in use and format them as a mailing label. However, there may be times when you do not wish to have a field appear on your labels. For example, if you are using the Country field or you have re-purposed a field such as "Street 2" for different information. In these cases, you can prevent the field from showing up on the Address Label Report by temporarily hiding it in your account. To do this:

  1. Select Setup from the menu.

  2. Expand the Field options link.

  3. Select Core tab.

  4. Select the field you want to hide.

  5. Change the Hidden setting to Yes.

  6. Click the Save button.

After you're done running your report, repeat the steps but change the Hidden setting to No so you can use the field again.

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Tip of the Week April 14, 2014

Keep a local back-up of your volunteer data to re-create volunteer records that are accidentally deleted.

Volgistics includes the ability to create a local back-up of your volunteer information by using Excel spreadsheet reports. One reason for making the report is that when these are saved to your local system, they can provide access to your volunteer data in a situation where you could not connect to the Internet. However, there is another useful purpose the back-up report could be used for.

When a volunteer record is accidentally deleted from your account, there is not a way to recover it through the system if the five day hold period passes. The only way to get it back in this case is to re-create the record. For situations like this, the back-up report can provide a useful starting point for entering the volunteer record. You may find Help topic 2165 useful to find the volunteer's information on the report. There is also more information that might help you to re-create the record in Help topics 2024, 2399, and 2400.

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Tip of the Week April 7, 2014

Allow volunteers to see who else is scheduled in VicNet

If your organization uses the VicNet or VicTouch modules, you can allow volunteers to see other volunteers who are scheduled by:

  1. Select Setup from the menu.

  2. Expand the VicNet link.

  3. Select Schedule tab.

  4. Under Volunteers can…, select one of the options for showing who else is scheduled. You can select to limit the view to just other assignments where the volunteer can sign-up, or allow the volunteer to see who else is scheduled in all assignments.

  5. Click the Save button to keep your changes.

Now when volunteers view the daily view of their schedule they can see other volunteers who are scheduled. If you have volunteers who do not want their schedule information to be shown to other volunteers, you can remove their name from view by using the Privacy settings on the Vic tab of their volunteer record.

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Tip of the Week March 31, 2014

Use the Date of Last Activity field to see when a volunteer served last

Volgistics makes it easy to see the last date a volunteer served with the Date of Last Activity field recorded in the Statistics box on the Core tab of the volunteer record. You enable this field to be shown by:

  1. Select Setup from the menu.

  2. Expand the Other options link.

  3. Select Statistics.

  4. Check the Date of last activity checkbox in the Statistics box.

  5. Click the Save button.

The Date of Last Activity field is taken from the last service entry recorded on the volunteer's

Service tab. Help topic 2259 explains more about how the Date of Last Activity field works.

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Tip of the Week March 24, 2014

Make Assignments inactive to remove them from view while keeping service information

There may be times when your organization no longer needs to track an Assignment. In these cases, the Assignment can be deleted—but this will also delete the Assignment details from volunteer service records. The date and hours will remain for the service entry, but the Assignment information will be gone.

To prevent this, we suggest making the Assignment inactive instead of deleting it. This will remove the Assignment from view (unless the "Include Inactive Assignments" checkbox is marked), while still retaining the Assignment details on the volunteer's record. You can find information about how to make an Assignment inactive in Help topic 2537.

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Improve Volunteer Retention by Matching Volunteers and Assignments

How to use Volgistics to implement a recruitment strategy outlined in Energize Inc.'s Everyone Ready® online training program.

Volgistics provides an excellent tool to manage and track your volunteers, and there are many other first-rate resources available that can help you with the "how-to" aspects of growing and retaining your volunteer base. One of these is the New Approaches to Volunteer Recruitment online seminar that is part of the Everyone Ready® online training program from Energize, Inc. (www.energizeinc.com).

In this training, Susan J. Ellis points out that you will be most successful in recruitment if you design an outreach strategy for each available assignment, because different people will be attracted to different roles. This also lets you match applicants to assignments that meet their needs, so they are more likely to thrive and stay with you. Volgistics offers two tools you can use to communicate the benefits an assignment offers to potential volunteers.

The first is a Characteristic field that can be used to list the possible benefits volunteers could receive from an assignment. You go to each assignment and check off the benefits that apply to that particular assignment using the Characteristic field.

The second is the Opportunity Directory. This feature provides a method for potential volunteers to view details about each assignment via the Internet. If you have not set up an Opportunity Directory for your account yet, you should do this before proceeding.

Below, we will show you how to use these two tools together to provide information on the benefits an assignment offers to interested volunteers.

The first thing to do is setup the Characteristic field to show the benefits of your assignments. You may want to brainstorm this list before following the steps to create the Characteristic field. Once your list is ready, setup the Characteristics field as follows:

1. Select Setup from the menu.

2. Expand the Field options link.

3. Select Profile tab (for volunteers). Please note that you will need to setup the Characteristic field here even though it will be on the Profile tab (for assignments).

4. Select Add a new Characteristic.

5. Select to use the field for only the Profile tab of assignments and enter the benefits in the Add a new item field.

6. Click the Save button at the bottom of the page when you're done.

The next thing you will need to do is go through your assignment records and check all the items that would make that assignment appealing to volunteers. You can do this by:

1. Select Assignments from the menu.

2. Select an assignment.

3. Select the Profile tab.

4. Check the items that pertain to the assignment.

5. Click the Save button when you're finished.

This is how this might appear for an assignment called Advisory Council where volunteers serve as representatives on the organization's decision making forum:

Now you can add this field to your organization's Opportunity Directory so interested volunteers can see this information. To do this:

1. Select Setup from the menu.

2. Expand the Online forms link.

3. Select Opportunity directory.

4. Check the box in front of the Characteristic field you created.

5. Click the Save button.

Now when volunteers view your account's Opportunity Directory, they will see how the assignment can benefit them, which will help attract the right volunteers to the assignment and in turn increase your volunteer retention rate. Here is how the Opportunity Directory appears for the Advisory Council assignment:

If you have questions about how this works, or how to set it up in your account, please submit an inquiry to the Volgistics Support Team.

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Tip of the Week March 17, 2014

Use the email validity icon to determine if a volunteer's email is accurate

When you send email through Volgistics, the system automatically tracks if the recipient's email address is valid and uses an email validity icon on the Core tab of the volunteer record to identify its status.

By default, a volunteer's email address is considered invalid if the last three messages sent have failed. If you wish to change the default to something different than three, you can do this by following the steps in Help topic 2066.

Help topic 2065 explains more about the email validity icon and what each color of the icon means. You can also create a Set to find groups of volunteer records with a certain email validity marked. Help topic 2067 shows how to do this.

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Tip of the Week March 10, 2014

Turn Information Buttons Off for a System Operator

Information buttons in the Volgistics account can now be disabled on an operator-by-operator basis.

Learn more in our Blog.

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Turn Information Buttons Off for a System Operator

Information buttons in the Volgistics account can now be disabled on an operator-by-operator basis.

To help new System Operators become familiar with the system, Volgistics has information buttons throughout the account that have a brief explanation of the field or feature. Quite often, these will link to help topics that have more information. For example, here's what an operator would see if they put their cursor over the information button by the Type field on the Core tab of the volunteer's record.

Once an operator becomes familiar with the system, these information buttons can be turned off if you wish. To do this:

1. Select Setup from the menu.

2. Expand the System Operators link.

3. Select the name of the operator to update.

4. Un-check the box in front of See information popup icons in the This operator is allowed to section of the page.

5. Click the Save button.

If you need assistance making this change, or have any other questions, please submit a help inquiry to the Volgistics Support Team

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Tip of the Week March 3, 2014

Restore Deleted Volunteers Feature Released

Deleted volunteer records can now be restored within 5 days after they are deleted.

Learn more in our Blog.

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