Tip of the Week October 17, 2016

Use Volgistics' Holidays feature to remove volunteers from the schedule on days your organization will be closed.

If your organization closes or just keeps minimal staff on certain dates you can add the date as a holiday in your account. This will automatically remove all regularly scheduled volunteers from the schedule for the date you list as the holiday. If volunteers are needed on the holiday, you can schedule them for a single day without filling an opening, or create a "one day only" (as opposed to an "ongoing") opening on that date. Help topic 2158 tells more about how to make openings.

You can learn how to setup the holiday dates for your account in Help topic 1022. Each year you will need to add the holidays your organization will be observing, or edit the previous entries to show the correct date for the current year.

Posted in Tip of the Week, Tips | Tagged , , | Leave a comment

Tip of the Week October 10, 2016

System Operators can access the Volgistics Store from inside account

The Volgistics Store is where accounts can create invoices, pay for service, change service levels and perform other administrative tasks. Volgistics Administrators can access the Store by visiting www.volgistics.com, hovering over Try or Buy, clicking Store, and entering their credentials. But there is another way into the Store that you can use to save time:

  1. Login to your Volgistics account as you normally would.

  2. Select Setup from the Menu

  3. Expand the "Account management" link.

  4. Click Store.

Posted in Tip of the Week, Tips | Tagged , | Leave a comment

Tip of the Week October 3, 2016

Preview what volunteers see when they login to VicNet

If your organization uses the VicNet module you may want to preview what a volunteer sees when they login. This can be useful when you're doing things such as setting up Vic self-scheduling to see if you've set it up correctly. One way to do this is to go to your organization's VicNet portal and enter the volunteer's email address and password.

However, you can do this even faster and without knowing their password by previewing VicNet from the Vic tab of their record. Here's how to do this:

  1. Select Volunteers from the Menu.

  2. Locate the volunteer's record and click on the name.
  3. Click the Vic tab.

  4. If the VicNet section shows "Access is OK," click the Preview button to see VicNet.

If the tab does not show "Access is OK," Help topic 1073 may be helpful.

Posted in Tip of the Week, Tips | Tagged , , | Leave a comment

Tip of the Week September 26, 2016

Link to web sites for volunteer records from within Volgistics

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 web site. 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 web site 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 a private message.

If the Web site field is hidden or the Visit link is not enabled, you can change this by following these steps:

  1. Select Setup from the menu.

  2. Expand the Field options link.

  3. Select Core tab.

  4. Select Web site.

Posted in Tip of the Week, Tips | Tagged , , , , | Leave a comment

Tip of the Week September 19, 2016

Use email codes to personalize email messages.

Volgistics has email codes available that allow you to personalize email messages that are sent to volunteers. These allow you to insert specific volunteer information into an email message similar to how the mail merge function works in a word processing program. The codes available allow you to insert the volunteer's nickname, first name, full name, volunteer/PIN number, or a URL link to reset the volunteer's VicNet password into most email messages. In addition, the due date (or expiration date) can be added to Checklist reminder email messages.

Help topic 2103 shows how to use the codes to personalize your email messages.

Posted in Tip of the Week, Tips | Tagged , , , , , | Leave a comment

Tip of the Week September 12, 2016

Clear your own security blocks for your account.

To protect customer accounts from unauthorized access, such as those who are not operators but who might try to guess the password or other information to login, Volgistics automatically places a security block on accounts where too many invalid login attempts have been made from the same IP address. This is sometimes inadvertently triggered if a System Operator forgets his or her login information and tries too many times unsuccessfully to login. In this case, a System Operator who can login and has access to the Setup page can clear the block by following these steps:

  1. If the operator is not logged in already, they will need to login at a computer that has a different IP address than the computer the operator who had the invalid login attempts used. If your organization uses a network where all the IP addresses are the same, you can use a mobile device such as a smartphone to login with.

  2. Select Setup from the Menu.

  3. Expand the "Account management" link.

  4. Select "Remove block."

Posted in Tip of the Week, Tips | Tagged , , | Leave a comment

Tip of the Week September 5, 2016

Use the Advanced options on the Volunteer's page to fine tune searches

When you're looking for groups of volunteer records, the Basic options on the Volunteers page provide a powerful search tool. For example, to locate just Active Adult volunteers you select "Active" from the Status dropdown and "Adult" from the Type dropdown and then click the "All" link. Help topic 2023 explains more about how to locate volunteer records.

However, there may be times when you need even more options for locating records. The Sets feature offers one way to do this, but there is also an "Advanced options" button on the Volunteers page that opens a window with more search features. The Advanced options allow you to fine tune your searches more selectively than the Basic options do. For example, you can select to include or exclude multiple Statuses, Types, and Flags. This will allow a 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.

Posted in Tip of the Week, Tips | Tagged , , | Leave a comment

Tip of the Week August 29, 2016

Use Sets to make Checklist items apply to volunteers in multiple Assignments.

When you setup a Checklist item, you can have it apply to volunteers who have a specific Assignment by selecting that Assignment's name from the "Those assigned to" dropdown list. Or, you can select a Site or a Place from the dropdown to make the Checklist item apply to all volunteers who have any Assignment that falls under the Site or Place you select. (You can learn more about the Site, Place and Assignment structure in Help topic 2099.)

However, if you only want the Checklist to apply to volunteers who have certain Assignments that fall under a Site or Place, or under different Sites or Places, you can do this by creating a Set based on the "Their Assignment" or the "Their Assignment Cluster" Set rules. After you test the Set to make sure it identifies the volunteers who have the Assignments you want for the Checklist item, select the name of the Set from the "If they are in this set" field on the setup page for the Checklist item. Your Checklist will now apply to volunteers with the multiple Assignments identified in the Set.

Posted in Tip of the Week, Tips | Tagged , , , , | Leave a comment

Tip of the Week August 22, 2016

Use the Volgistics Substitute Tracking feature when volunteers are not able to serve.

When volunteers are sick or unable to serve, you can remove them from the schedule and place a substitute volunteer on the schedule in their place. However, the Substitute Tracking feature provides an easier way to handle short term absences. To use this feature you must first check the "Use substitute tracking" box on the Scheduling Ground Rules page.

To schedule the substitute, go to the date on the schedule the volunteer will be unable to serve and click the Edit link in the row where the volunteer appears. This opens an "Edit a schedule entry" box where you can select the substitute volunteer. If the volunteer is filling an opening on the schedule, be sure to click the Edit link that appears on the left in the row with the volunteer's name. Clicking the Edit link on the right will open the "Edit an opening" box used for changing the openings options. Help topic 1167 has more information on setting up and using the Substitute Tracking feature.

  1. Select Setup from the Menu.

  2. Expand the "Account management" link.

  3. Select "Delete a batch."

  4. Follow the directions given.

Posted in Tip of the Week, Tips | Tagged , , | Comments Off

Tip of the Week August 15, 2016

Delete an entire batch of service.

One method of entering volunteer service hours in Volgistics is to use the Post page to enter service for a whole group of volunteers at once. This can be handy if you're posting hours from a schedule. If hours are posted incorrectly with this method, operators must individually edit or delete the service entry for each volunteer. However, if an entire batch of service is accidentally entered incorrectly, you can delete the whole batch at once by following these steps:

  1. Select Setup from the Menu.

  2. Expand the "Account management" link.

  3. Select "Delete a batch."

  4. Follow the directions given.

Posted in Tip of the Week, Tips | Tagged , , , | Comments Off