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, here is what you can do to have the volunteer's time recorded correctly.
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 number. This can be done at either the VicTouch station, or at your own computer. Our Tip of the Week from July 2, 2012 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 beside the volunteer's name to change their "Time in" to the time they actually arrived for service. You can learn more about using the Who's Here page in Help topic 2307.
New Clone an Application Form Feature
We're pleased to announce that you can now clone an existing application form to make a new one with similar settings. This allows you to quickly create a form that is similar to a form you have. You can learn more about this new feature in the blog.
Organizations can quickly create a new application form with the same settings as an existing form.
There may be times when you want to create an application form that is very similar to one you have already created. For example, you may have a form for adult volunteers and now you want to create a new form for youth volunteers. The youth form will have many of the same settings, but a few differences. In this case, the easiest way to make the new youth form will be to clone the existing adult form. Here is how you can do this:
- Select Setup from the menu.
- Expand the Online forms link.
- Select Volunteer application forms.
- Select Clone a form.
- Select the name of the form you want the new form to be based on from the Form dropdown list and enter a name for your new form in the New Form Name field.
- Click the Submit button.
- Select the name of the new form from the list to modify the form's setup page.
We're pleased to make this new feature available and hope it will be a useful addition for recruiting prospective volunteers. If you need assistance with using Volgistics, please send us a Help inquiry.
Create a Set to find small or large service entries.
At times you may get abnormal service entries that have been created. For example, if you use the VicTouch module, sometimes a volunteer will sign-in for an assignment, re- enter their PIN number to check the schedule, and then click the "Sign-out" button out of habit. This creates a very small service entry such as a minute. Or, if volunteers enter their own service with the VicNet module, they may mistakenly enter a very small (or very large) number of service hours. One way to catch these would be to audit the service entries made through VicNet.
But if the service entries have already been made, another way to find the outliers is to use a Set. The "Their Service" Set rule has an option for "They have at least one service record with." This option allows you to enter a hour limit and then search for service records that are "At least" or "Fewer than" the limit during a certain time frame. An example of how this could be used would be to find all volunteer records that have at least one service entry smaller than 10 minutes in any month of 2014. Another example would be to find all volunteer records that have at least one service entry larger than 8 hours in December 2014.
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:
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 the message was delivered successfully. 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 in the Result column.
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:
- 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 if you select Volunteers from the menu. You can find directions on how to do this in Help topic 1202.
Use the Travel Time Merit Hour rule to add drive time to volunteer service.
Some organizations like to add a volunteer's drive or travel time into their volunteer service contributed. If you give an average, or estimated, drive time, you can have Volgistics automatically add this onto the volunteer's service entries by using Merit Hours.
This feature allows you to give an equal amount of travel time (such as 30 minutes) to all volunteers. Or you can create Flags to identify an estimated drive time for the volunteer. For example, you may have a Flag for "½ hour," "1 hour," "1 ½ hours," etc. Place the appropriate Flag on the volunteer records it applies to.
You can find more information on setting up the Travel Time Merit Hours feature in Help topic 1210.
See how many submissions an application has received in a year
Many organizations that use the online application forms want to know how many applications they have received in a year, or another time period. This can be useful for internal information, or for completing reports for grants and other external agencies. While you can create Sets to identify the number of volunteers who have a Status such as Applicant during a certain time period, Volgistics also tracks the number of submissions each application form you use receives. If you want to track this for a year, it may be useful to reset the counter when 2015 arrives so you can note the number at the end of 2015. Here is how you can do this:
- Select Setup from the Menu.
- Expand the "Online forms" link.
- Select "Volunteer application forms."
- Select the name of the form you want to reset the count for.
- Scroll down to the Submissions heading and click the Reset this count button.
Include the Source, Batch or Directive fields for service entries on Service Detail Reports
Service Detail reports are designed to provide specific information about service entries that appear on the volunteer's Service tab. When you create a custom Service Detail report and select to list volunteers on the Options tab, you can include regular volunteer fields on the Fields tab. Listing volunteers also allows you to select the Source, Batch and Directive fields.
The Source field is beneficial because it shows how the service was entered. "Manual" means a System Operator entered the service, or edited a service entry. "VicNet" means the service was entered by the volunteer on the Time Sheet tab of VicNet, and "VicTouch" means the entry was created by the volunteer signing in through VicTouch. Including the Batch field will show the batch number service was posted under if any apply. The Directive field will show which Mandatory Service program, if any, the service was applied.