Tip of the Week February 20, 2017

Include archived volunteers in Excel spreadsheet reports

Your Volgistics database is divided into archived and non-archived sections. The Archive is designed for long term storage of inactive volunteers. In your account's service level, archived records cost significantly less because they have more limited functionality than non-archived records. For example, archived volunteers cannot be tagged or scheduled, access VicNet or VicTouch, or receive email or text messages, and will not appear on birthday lists.

Another important difference is that archived volunteer information is not available on most reports in Volgistics. Archived records will still be included on Service Summary and Service Details reports, and can optionally be included in Statistics and Excel spreadsheet reports. To print a list of archived record information, the best option is to use a custom Excel Spreadsheet report and include the archived records on the Options tab. You can learn more in Help topic 1997.

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Tip of the Week February 6, 2017

Modify Schedule Statistics reports to cover different time periods

One of the stock Schedule Reports available in Volgistics is the Schedule Statistics (Stock) report. This report is useful because it allows you to quickly see how many openings are filled and un-filled for each assignment. Plus you can get an unduplicated volunteer count for how many volunteers are scheduled for the assignment.

By default, this report is setup to cover a one month time period that you select. However, you can modify the report to cover weekly or daily time periods instead. To do this:

  1. Select Print from the Menu.

  2. Expand the Schedule link.

  3. Select "Schedule statistics (stock)."

  4. Click the "Clone it" button.

This "spins off" a copy of the report with the same settings as the stock report. You can change the settings on the Options tab to cover a different time period. You can also save the modified report so you do not need to create it again.

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Tip of the Week January 30, 2017

Learn terminology and definitions in the Volgistics Glossary

Volgistics uses specific terminology regarding the different aspects of your account. It can sometimes be confusing if you do not know what a specific term means. For example, there is a distinct difference between an 'Account' and a 'Volunteer record', or a 'Coordinator' and a 'System Operator', or a 'Schedule Entry' and an 'Opening'. For this reason, Volgistics offers a Glossary of Volgistics Terminology which defines each term and offers a helpful resource when using the system.

Using and understanding the correct terminology for Volgistics' items and features can help keep all of your staff on the same page and encourage clarity in training, communication, instructions, and support. The Glossary can be accessed by clicking the 'Glossary' link which appears in the upper-right corner above any Volgistics Help Topic page.

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Tip of the Week January 23, 2017

Edit a volunteer's sign-in time for VicTouch

If your organization uses the VicTouch module, there may be times when volunteers arrive for duty and begin serving without remembering to sign-in. If this occurs and you find out before the volunteer leaves, you can easily correct this.

First, have the volunteer sign-in through VicTouch. If it is not practical to have the volunteer leave their station to sign-in, you can sign-in for them if you know their PIN. This can be done at the VicTouch station or at your own computer. Our blog explains how you can briefly start VicTouch to do things such as sign-in for a volunteer.

Once the volunteer is signed-in, bring up the Who's Here page in your Volgistics account. You can click the Edit link to change a volunteer's "Time in" to the time that they actually arrived. You can learn more in Help topic 2307.

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Tip of the Week January 16, 2017

Track the total number of shifts or visits volunteers serve

Organizations may want to track how many times their volunteers have served, rather than just how many hours they've served. Volgistics makes this possible with Service Measures. These are an ideal feature for recording special types of service performed, and can be easily configured to keep track of the number of 'Shifts' or 'Visits' that volunteers complete.

To setup a Service Measure to keep track of 'Shifts' or 'Visits', you'll start by selecting 'Setup', then choosing 'Service tracking', and clicking 'Service measures'. Select any available measure to get started. Enter a name (such as "Shifts" or "Visits"), keep the Format set to 'Whole number (0)', enter a 'Default value' of "1", and then click the 'Save' button. Once you've done this, re-select the Service Measure, click the "Make default value retroactive" button, and then click 'OK'.

This will update all existing service entries and setup all future service entries to count as "1" Shift or Visit. You can then include this data in many types of custom reports, such as custom Service Summary Reports or Service Details Reports, to obtain information on not just how many hours volunteers have served, but how many shifts or visits they have served.

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Tip of the Week January 09, 2017

Find Volgistics W-9 form online

Many organizations are required to have an up-to-date W-9 form from companies that they do business with. For convenience, we update our W-9 form regularly and you can access it online. This allows you to save the W-9 form as a PDF document, or print a copy of the form without downloading it.

Please go to the following URL address if you need a copy of our current W-9 form:

http://www.volgistics.com/assets/volgisticsW9.pdf

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Tip of the Week January 2, 2017

Review the basics in the Volgistics Getting Started Guide

For new or prospective Volgistics users, or for experienced users who would like to freshen up on the core settings and features of their account, Volgistics offers a comprehensive Getting Started Guide. This guide provides an easy-to-navigate tour of the system and covers numerous introductory topics explaining fundamental settings and features.

The Getting Started Guide can be a valuable resource for organizations that are planning or beginning to use Volgistics, or who would like a simple way to familiarize new employees with using and making the most of its capabilities.

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Tip of the Week December 19, 2016

Find a volunteer's last access to VicNet

If you use the VicNet module to allow volunteers to login to the secure portal to do things such as update their contact information, download forms, receive messages, view or record service, and more, you may sometimes need to see when a volunteer signed into the module last. You can do this by following these steps:

  1. Select Volunteers from the Menu.

  2. Find the volunteer record you need.

  3. Click on the Vic tab of the record.

The date the volunteer last signed-in will appear after "Last access was." If the volunteer has never signed-in to the module, this will show "(never)" instead of a date. You can also add this field to the list that appears when you select Volunteers from the menu. You can find directions on how to do this in Help topic 1202.

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