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.
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:
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.
Message history is available on History tab of volunteer record
When you use Volgistics' features to send email, Vic mail, or text messages to volunteers, a record of the messages sent to each volunteer is kept on his or her History tab. You can view this record to see if the message shows as being successfully delivered, or as failing.
Volgistics initially shows the message with a green icon that means that no errors have been received for the message. If a delivery failure notification is received from the recipient's email or cell phone provider, the color of the icon will change to red and the reason for the failure will appear if you hover over the icon with your mouse pointer.
In addition to custom messages you send, this feature also tracks automatic email and text messages, such as schedule reminders and VicNet password messages. You can learn more about message tracking in Help topic 2064.
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:
- Select Volunteers from the Menu.
- Find the volunteer record you need.
- 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.
Microsoft Edge has been added to the list of web browsers Volgistics supports for use with the system
Volgistics is a cloud based system so you access your account over the Internet by using a web browser. Microsoft Edge has recently been added to the list of web browsers approved to use with the system. Microsoft Edge is only available for computers with the Windows 10 operating system. If you are using a computer with a different operating system (such as Windows 7 or any Mac OS), you will not be able to use Microsoft Edge. In this case, you should use one of the other web browsers listed in our System Requirements.
Please note that the VicTouch module requires either Google Chrome or Internet Explorer to launch in kiosk mode. So even if you setup a VicTouch station with a computer that uses the Windows 10 operating system, you will need to use Google Chrome or Internet Explorer instead of Microsoft Edge at the sign-in station.
If you have questions, or experience problems related to using Microsoft Edge, please submit a help inquiry and we’ll be happy to assist you.
Send email to other System Operators without exiting Volgistics
There are times you may want to send an email message to another System Operator for your account without exiting from Volgistics. For example, if you're a Site Level Operator and you need to attach a report from your Site to an operator assigned to a different Site. You can do this by giving your System Operators a Coordinator record in your account. This does not increase the cost of your service because accounts are not charged for Coordinator records. When you do this, you will be able to select the System Operator's name from the dropdown list option for sending email to Coordinators.
Please keep in mind that if you are a Site Level Operator, the Coordinator record you make for the other operator will need to be connected to your Site (or a Place or Assignment from your Site) in order for you to see his or her record. The record can be connected to all of the Sites in your account if you want all operators to be able to see it. This is done on the Assignments tab of the Coordinator's record.
Track multiple addresses and phone numbers for volunteers on their Contacts tab
Volunteer addresses and phone numbers are stored on the Core tab of the volunteer record. In most cases this is sufficient to track the volunteer's information. But sometimes a volunteer record may have more than one address or phone number you want to track, such as if the volunteer is a snow bird with a seasonal address, or has a business and home address.
Help topic 2296 shows how you can use the Contacts tab to track multiple addresses and phone numbers for one record. If you're interested in other uses for the Contacts tab, you may find the following help topics useful:
Use floating subtotals for recording service in a specific period of time.
In addition to regular service hour entries, Volgistics automatically keeps a total for month-to-date (MTD), fiscal 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 time periods that you select. The floating subtotal figures are available in reports and also appear in the Statistics box on the Core tabCore 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. You could also setup floating subtotal fields to track service hours performed in the previous two fiscal years. 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 between the dates of your event.
Help topic 2260 explains more about how to setup floating subtotals in your account.