Use a second monitor to show Who's Here page at VicTouch sign-in kiosk.
Organizations that use the VicTouch module to record volunteer service sometimes want volunteers, or Coordinators, to be able to quickly see which volunteers have arrived. You can do this by connecting a second monitor to the computer that runs your VicTouch station. Once the monitor is functional, a System Operator will need to initially setup the display by following the directions under the "Full page" heading in Help topic 2307.
If you do not want volunteers to be able to edit their own service entries, you will need to either use a non-touch screen monitor as the second monitor, or mount the second monitor to the wall where people cannot reach it.
Schedule volunteers from the Schedule tab of their records to have opening settings enforced.
When scheduling volunteers to fill an opening from the Schedule tab of an Assignment, or by selecting Schedule from the menu, you must be careful to click the Fill link beside the unfilled opening instead of scheduling with the Schedule a volunteer box. If the Schedule a volunteer box is used, the volunteer will be placed on the schedule without filling the opening. (Help topic 1205 shows an easy way to determine if a volunteer was placed on the schedule as filling an opening or not.)
If your organization has trouble with volunteers being scheduled without filling openings, you can reduce the likelihood of this happening by taking these steps:
- Setup your Assignments to allow scheduling for Openings only on the Assignment's Rules tab.
- Ask System Operators to schedule volunteers using the Schedule tab of the volunteer's record instead of the Schedule tab of the Assignment, or the Schedule page itself.
When you take these steps, volunteers will only be able to be scheduled to fill openings as long as the scheduling is done from the Schedule tab of the volunteer's record.
Setup automatic reports to remind you to change a youth volunteer's record when they become adults
Many organizations separate adult and youth volunteers by giving them different Types in their account such as "Adult" and "Junior." There is not a way to automatically change the volunteer's Type when they reach their 18th birthday, but you can create a report to automatically be run to remind you to update their records.
To do this, first create a Set to identify volunteers who have the "Junior" Type but are 18 years old or older. You will need to use the "Their Type" and "Their Age" Set rules. Once the Set has been created, create a custom Volunteer List report and select the name of the Set you created on the Include page. Save the report to run automatically on a weekly or monthly basis to remind you to update these volunteer records.
Launch the VicTouch module from your computer
For security, we recommend that VicTouch is always launched in the kiosk mode. The kiosk mode hides the URL address for your Volgistics account as well as the web browser controls. You can find information on how to launch VicTouch in kiosk mode here.
There are times when you may want to launch VicTouch on a temporary basis without going through the steps involved to setup the kiosk. This can be beneficial in situations such as:
- Your organization does not use VicTouch and you want to try it on a trial basis.
- You made changes to the module's setup and want to preview it.
- You want to sign a volunteer in without going to the VicTouch kiosk.
- You want to check if a problem you're experiencing is system wide, or just at your VicTouch kiosk.
To quickly launch VicTouch from your local computer, select Setup from the menu, expand the VicTouch link, and select Launch at this computer. When the module appears on your screen, use your computer's mouse to click on the buttons.
The email code for [[password]] will be changing.
Volgistics has a feature to customize email messages with codes so the message automatically inserts the volunteer's personal information such as their first name or PIN. These codes can be used in custom messages as well as in automatic messages such as the schedule reminders. For example, when you type [[firstname]] into an email you send to volunteers, the actual email will display the first name of the volunteer who receives the message. You can learn more about using these codes in Help topic 2103.
As part of our ongoing commitment to enhance security, the way the code for [[password]] works will be changing. When this code is inserted into messages, the system will send a link to obtain a temporary password to the recipient. Help topic 1307 explains more about how the temporary password and reset process works.
Depending on the recipient's email provider, and how their email account is setup, the link the volunteer receives will appear as one of the following:
- A clickable link with the words Click for password.
- A clickable link using the URL address to reset the password, such as https://www.volgistics.com/ex/portal.dll/?FROM=1234&ACT=34.
- A non-clickable link using the URL address to reset the password, such as https://www.volgistics.com/ex/portal.dll/?FROM=1234&ACT=34.
If you have set up a prepared text file that uses the password code, and you use this to copy and paste content into custom messages, you may want to adjust the wording for the new way the email code will work. Because some volunteers may receive the URL as a non-clickable link, you may want to use a phrase such as ". . . if this does not appear as a clickable link, copy and paste the URL address into your web browser . . ." near the text where you insert the email code into your message.
If you need more information on this, please submit an inquiry to the Volgistics Support Team and we'll be happy to assist you.
Sort the columns of information in the Volgistics Mailbox
The Volgistics Mailbox consists of In Box, Out Box, Applications, Service, Help E-mail and Documents tabs. Each of these tabs is shared by all the System Operators for your account (or all operators from the same Site if the Site Level Access feature is enabled). As the number of items on a tab increases, it can become difficult to find just the item you're looking for.
To make finding what you need easier, you can sort each tab's information using the column headings. For example, to reverse the order of items on the In Box tab from the most recent at the top and the oldest at the bottom, click the heading at the top of the Date column. Now the tab will be sorted with the oldest items at the top and the most recent items at the bottom. Or, to sort the information on the tab according to which System Operator it was sent to, click the heading at the top of the To column. Now the tab will be sorted alphabetically according to the operator's first name.
Use Flags to create levels of volunteer training for self-scheduling
Some organizations have training programs that require volunteers to complete trainings in order to be able to sign-up for certain assignments using Vic Self-Scheduling.
If your organization is one of these, you can use Flags to control which volunteers can use self-scheduling to sign-up for assignments that require a certain tier of training to be completed. To do
this, first you create Flags such as "Level One," "Level Two" and "Level Three" to show the different levels of training. You can find information on how to make a custom Flag here. As volunteers complete the training, add the appropriate Flag to the Core tab of their records.
To limit assignments so only volunteers that have completed the training can self-schedule, add the Flag requirement to the Rules tab of the assignment. For example, if an assignment requires that a volunteer has completed "Level Two" training, place that Flag as a requirement on the Rules tab. Now only volunteers with the "Level Two" Flag on their record will be able to self-schedule for that assignment.
Send an email to a group of volunteers from the Volunteers page
When you're sending an email message from the Out Box of the Volgistics Mailbox, you can select to send it to a single volunteer, tagged volunteers, volunteers who have a certain Status, are in a certain Set, or to all the volunteers in your database. But did you know you can also send email to volunteers from the Volunteers page? This allows you to use more options to define which volunteers will receive your message.
For example, if you need to send a message to just Group records that have the Park Clean-up Flag and the Active Status, you would:
- Select Volunteers from the menu.
- Select Active from the Status dropdown, Park Clean-up from the Flag dropdown and Group from the Kind dropdown.
- Click the All link.
- When the records appear on the page, click the Email icon that appears to the right of the All link to send a message to just the records on the page.
Post documents for volunteers to download on VicNet
If your organization uses the VicNet module, you can post documents on the Home tab for volunteers to download and print from their home computers. These could be informational documents such as volunteer newsletters or manuals. Or, they could be items you need volunteers to complete and return such as background check forms or parking pass applications.
By placing these on VicNet, you can avoid making the documents available to everyone on the Internet because only your volunteers can login to VicNet. Another advantage is that you can complete the steps yourself without requiring your web site designer to place a link on your organization's web site. Here is how to add documents to VicNet:
- Upload the item to the Documents tab of your Volgistics Mailbox. Help topic 2142 explains how to do this.
- Create a Document Link box on the VicNet Home tab and link the document to it. The Document Link Boxes 1 – 4 section of Help topic 2019 shows how to do this.
Procedure Change for Forgotten Passwords
We recently changed the procedure for sending forgotten passwords to enhance security further.
Please read more here.