Tip of the Week August 24, 2015

Go to the Schedule tab of an Assignment from the Schedule page

There are different ways to view the schedule in Volgistics to match the rendering that fits your needs the best. For example, if you want to view the schedule for your entire organization, you can select Schedule from the menu. Or, if you want to view the schedule for one particular Site, Place or Assignment , you can select Assignments from the menu, click on the name of the Site, Place or Assignment, and then select the Schedule tab. You can even view the schedule for just a particular volunteer or Coordinator by clicking on the Schedule tab in the volunteer's or Coordinator's record.

If you are viewing the daily view of the entire schedule after you select Schedule from the menu, there may be times when want to go directly to the schedule for a particular Assignment. For instance, you may need to add an additional opening to an Assignment. Volgistics makes this easy to do making the Assignment names clickable links. Just place your cursor over the Assignment's name and click. You'll be taken directly to the Schedule tab of the Assignment.

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VicDocs Phase 2 Released

Phase 2 of the VicDocs electronic document storage feature has been released. A PDF copy of the completed application will automatically be saved on the new applicant's volunteer record.

We are pleased to announce that the second phase of the VicDocs electronic document storage feature has been released. This phase adds a new tab to the volunteer records and a PDF file of completed application forms will automatically be placed on this tab when new applicants complete an online application form. When Phase 3 is released, this tab will also be used to upload scanned or saved documents such as photo releases, volunteer agreements, and resumes.

The Phase 2 release will also add a new sub-tab on the Documents tab of your Volgistics mailbox. This will show all of the PDF files created when application forms have been submitted and the record has been received.

Please watch the video below to learn more about the VicDocs feature:

You can also find more information on the Phase 2 release in the following help topics:

Help topic 2142 – "Mailbox Documents Tab"

Help topic 2548 – "Docs Tab (Volunteer Record)"

Help topic 2552 – "How to Print, View or Save a Completed Application Form"

Help topic 2553 – "Documents Tab Rights Setup Page"

We hope you will find the ability to have a PDF file of completed application forms useful. We are happy to make this new tool available as we strive to offer the most comprehensive volunteer management software at a fair and reasonable price! As always, please feel free to submit a help inquiry if you have any questions.

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Tip of the Week August 17, 2015

Print service report for a single archived volunteer record.

There may be times you want to print service reports for archived volunteer records. One way to do this is to create a custom Excel report that contains service information for all archived volunteers. Help topic 1997 shows how to do this.

Archived records also show automatically on Service Detail and Service Summary reports. However, if you want to run one of these reports for just one, or a few, archived records, you cannot use the tags feature to do this like you can with non-archived records. However, you can still run the service reports for one or more archived volunteers by using the Flags feature. Here is what you will need to do:

  1. Make a custom Flag such as "Archive Report."

  2. Add this Flag to the archived volunteer records you want included on the report. Help topic 1998 shows how to find archived records.

  3. Run the Service Detail or Service Summary report you want. On the Include tab, choose "Any of these" under Flags and check the box for the Flag you created.

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Tip of the Week August 10, 2015

Use floating subtotals for information on service in a specific period of time.

In addition to regular service hour entries, Volgistics automatically keeps a total for month-to-date (MTD), year-to-date (YTD), and life hours for volunteers. There are also two floating subtotal fields that you can use to keep track of service performed during monthly time periods that you select. The floating subtotal figures are available in reports and also appear in the Statistics box on the Core tab of the volunteer record.

These fields can be used for a variety of purposes. For example, if your organization operates on a fiscal year, the YTD total will record all service performed so far in the current fiscal year. So if you want to show volunteer service for the calendar year also, you could setup a floating subtotal that covers the calendar year. Or, if your organization has a special event where your volunteer service peaks, but also has volunteers that serve during other times of the year, you could use the floating subtotal fields to track how much service is performed during the months of your event.

Help topic 2260 explains more about how to setup floating subtotals in your account.

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VicNet Mobile is Coming!

A mobile friendly version of VicNet will be released August 21, 2015. We strongly recommend previewing your account's setup now for a smooth transition.

Volgistics is releasing an update on August 21, 2015 to improve the user's experience when VicNet is accessed on a mobile device such as a smart phone or tablet. If your account uses VicNet, we encourage you to preview what the user will see so that any necessary adjustments can be made before the volunteers and Coordinators have access to the mobile view.

In the majority of cases very little will need to be done to get your account ready. However, if you've customized VicNet with different colors or graphics, setting up your account for VicNet Mobile becomes even more important so that users will not see something drastically different once the update is released on August 21st.

You can find directions on how to preview what volunteers and Coordinators see with VicNet Mobile in Help topic 2159. This view shows the default color choices and gives an idea of how users will navigate using the menu in the upper left corner. The screen size will not be reduced to imitate a mobile phone or tablet. If you want to see this, you will need to actually login to Volgistics on your mobile phone or tablet, and then go to the Vic tab of the volunteer's record.

Also, some aspects of how the mobile view will work for volunteers and Coordinators are still in the works. So keep in mind when you preview the mobile view you are mainly looking for things such as the color schemes and making sure the menu items match your tab choices. If you find you need to make changes to the default setup for VicNet, please see Help topic 1214.

After August 21, 2015, your volunteers and Coordinators will continue to go to the URL address for your organization's VicNet portal to login. In many cases, organizations have a link to this somewhere on their website, or the portal is embedded on a page of your website. There is more information on this in Help topic 2153. When the user goes to the portal on a mobile phone or device, there will be a Mobile-Site button that will take them to the mobile friendly view.

Due to the limitations of smaller screen sizes, the VicNet Mobile view will not include exactly the same setup as the full-site view of VicNet. For example, if your schedule is currently in calendar format, it will automatically be changed to a mobile friendly list. Overall the experience will be much more user friendly and we hope your volunteers and Coordinators find the changes beneficial. If you have any questions about this, please do not hesitate to submit an inquiry to the Volgistics Support Team.

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Tip of the Week August 3, 2015

Set schedule calendar to default to a specific date or month.

If you're using Volgistics to prepare for an event that will take place in the future, you may want to setup the schedule calendar to default to a date or month other than the current one. This makes it easier to use because you will not need to change the view each time you access the schedule. If volunteers self-schedule through VicNet or VicTouch, this also makes their schedule default to the selected month.

You can set this up on the Scheduling Ground Rules page by:

  1. Select Setup from the menu.

  2. Expand the Scheduling link.

  3. Select Ground rules.

The default settings are under the Additional options heading. Remember to click the Save button after changes are made.

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Tip of the Week July 27, 2015

Use the Find fields, and the Advanced options, to locate volunteer records.

When you're searching for specific groups of volunteer records, the Basic options on the Volunteers page provide a powerful search tool. For example, to locate just Active Adult volunteers, select "Active" from the Status dropdown and "Adult" from the Type dropdown, and then click the "All" link.

However, there are more features available to assist you in locating volunteer records. There are Find fields on the Volunteers page that can be used to search for records based on the first name, last name, number, email address, or group name on the record. The Find fields also include a wild card character that can be entered if you're unsure of some of the information.

There are also Advanced options that allow you to fine tune your search more carefully. For example, you can select to include or exclude multiple Statuses, Types, and Flags. This allows you to search for records with any Statuses except "Inactive" and "Applicant." Or search for all records that are the "Adult" and "Intern" Types. The Advanced options also allow you to search for archived volunteer records. To do this, check the "Archived volunteers" box before you click the "All" or letter links.

Help topic 2023 explains more about the tools available for looking for volunteer records.

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Tip of the Week July 20, 2015

Add states (or provinces) to dropdown

When Volgistics accounts are started, the State/Province dropdown list is only populated with the state or province the organization is located in. This is by design because in many cases volunteers are all located within one geographic area. So having one, or only a few options, makes it easier to use the field. If you need to add states or provinces to this list, you can do this by:

  1. Select Setup from the menu.

  2. Expand the Field options link.

  3. Select Core tab.

  4. Select State (or Province).

  5. Enter each state or province you need to add to the Add a new item field.

  6. Click the Save button beside the field.

  7. Repeat steps 5 & 6 for each state or province you need to add.

There are also buttons to add all states or provinces at the same time. These can be clicked instead of completing steps 5, 6 & 7.

If most of your volunteers are from the same state or province, set the Default entry setting to that state or province. This will make is so most people do not need to change the field when entering information.

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Tip of the Week July 13, 2015

Store websites for volunteer records

Volunteer records in Volgistics have a "Web site" field on the Core tab. On group records, this field can be used to record the organization's website. On individual volunteer records, you can record the volunteer's personal web page or their page on sites such as Facebook, Twitter, or Google Plus.

When a valid URL address is recorded in this field, you can include a Visit link by the field. This link will take you directly to the website entered in the field. If you're already signed into your account, such as Facebook, the link provides an easy way to go to the volunteer's page and do something like make a post on their timeline or send an in box message.

If the Web site field is hidden in your account, or the Visit link is not enabled, you can change this by:

  1. Select Setup from the menu.

  2. Expand the Field options link.

  3. Select Core tab.

  4. Select Web site.

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Tip of the Week July 6, 2015

Use Schedule Icons to determine how a volunteer is scheduled

In Volgistics, volunteers can be scheduled in two different ways. In some assignments, the task does not need to be performed at a specific time of day. Volgistics refers to these assignments as "any time" assignments. There are also assignments where coverage is needed during specific shifts on certain days of the week. Volgistics refers to these assignments as "openings only" assignments. Your organization may have one, or both, of these types of assignments. Help topic 1180 explains more.

The icons that appear on the daily and/or monthly schedules allow you to quickly identify unfilled openings, individual or group volunteer records, and if a volunteer is scheduled to fill an opening or placed on the schedule without filling an opening. You can find out more about the icons that appear on the schedule in Help topic 1205.

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