Keep a local back-up of your volunteer data.
Volgistics includes the ability to create a local back-up of your volunteer information by using Excel spreadsheet reports. One reason for making the report is that when these are saved to your local system, you can use them to access to your volunteer data in a situation where your Internet connection is down. However, there is another useful purpose the back-up report could be used for.
When a volunteer record is accidentally deleted from your account, there is not a way to recover it through the system if the five day hold period passes. The only way to get it back in this case is to re-create the record. For situations like this, the back-up report can provide a useful starting point for entering the volunteer record. You may find Help topic 2165 useful to find the volunteer's information on the report. There is also more information that might help you to re-create the record in Help topics 2024, 2399, and 2400
Allow volunteers to see who else is scheduled in VicNet
If your organization uses the VicNet or VicTouch modules, you can allow volunteers to see other volunteers who are scheduled by:
- Select Setup from the menu.
- Expand the VicNet link.
- Select Schedule tab
- Under Volunteers can…, select one of the options for showing who else is scheduled. You can select to limit the view to just other assignments where the volunteer can sign-up, or allow the volunteer to see the other volunteers scheduled in all assignments.
- Click the Save button to keep your changes.
Now when volunteers view the daily view of their schedule, they can see other volunteers who are scheduled. If you have volunteers who do not want their schedule information to be shown to other volunteers, you can remove their name from view by using the Privacy settings on the Vic tab of their volunteer record.
Use the Date of Last Activity field to see when a volunteer served last
Volgistics makes it easy to see the last date a volunteer served with the Date of Last Activity field recorded in the Statistics box on the Core tab of the volunteer record. You enable this field to be shown by:
- Select Setup from the menu.
- Expand the Other options link.
- Select Statistics.
- Check the Date of last activity checkbox in the Statistics box.
- Click the Save button.
The Date of Last Activity field is taken from the last service entry recorded on the volunteer's Service tab. Help topic 2259 explains more about how the Date of Last Activity field works.
Make Assignments inactive to remove them from view while keeping service information
There may be times when your organization no longer needs to track an Assignment. In these cases, the Assignment can be deleted—but this will also delete the Assignment details from volunteer service records. The date and hours will remain for the service entry, but the Assignment information will be gone.
To prevent this, we suggest making the Assignment inactive instead of deleting it. This will remove the Assignment from view (unless the "Include Inactive Assignments" checkbox is marked), while still retaining the Assignment details on the volunteer's record. You can find information about how to make an Assignment inactive in Help topic 2537.
Spread holiday cheer with the VicTouch Greeting Cards feature.
If your organization uses the VicTouch module, you can create holiday cards that will be displayed when volunteers sign-in to serve. The setup options allow you to customize a heading and message, and choose a date range for when the cards will be shown. You can use the graphics that are included, or upload a unique image for your organization. Images can be in GIF, JPG or PNG file formats and must be under 48 Kb in size.
You can setup two different holiday cards at a time with different date ranges selected for delivery. The holiday cards can be changed during the year to send greetings for all of the holidays your organization wants to acknowledge. The Greeting Cards feature also allows you to setup birthday and start date anniversary cards that will automatically be shown to volunteers when their special day arrives.
Help topic 2326 has more information on the Greeting Cards feature. See Help topic 2327 for instructions on how to setup your account's cards.
How to Stop Automatic Reports from Printing
Volgistics has a feature that can be setup so that reports will automatically be run during the overnight maintenance cycle. These reports can be delivered to your account's In Box tab on a certain day each week, or on a certain date each month. There may be times when automatic reports have been setup by a System Operator who is no longer with your organization. Or, it may be that an automatic report served a purpose once, but it is no longer necessary.
In these cases, the automatic reports just cause clutter on your In Box and can often be annoying. The problem is, you may not know how to stop the automatic reports from being run. To address this, we have a new help topic in our library that shows how to check if a report is an automatic report, and then stop it from being run automatically. The new Help topic is number 1311 "How to Stop Automatic Reports." You can find the new help topic here.
Mark batches of Awards as presented at same time using Tickler feature
If your organization uses Awards as a way to recognize your volunteers, you may have certain dates when you present the awards to your volunteers, such as a recognition banquet, or the end of your fiscal year.
In this case, you can quickly enter the same date for an entire group of volunteers who are eligible by using the Tickler feature in your account. Here is how to do this:
- Select Tickler from the menu.
- Check the Award(s) you want to mark as presented.
- Click the Go button.
- Check the checkbox in the Item column for the Awards you want to record the date for.
- In the box at the bottom of the column, enter the date you want the Awards to show as being presented, and click the Save button.
The date you entered will automatically be recorded on the History tab of the volunteer records.
Search for a specific item in your account's Event Log or a volunteer's Notes tab
Each Volgistics account has an Event Log that records key events. Even though every event in your account is not tracked due to size limitations, the Event Log can still become quite long. This makes it hard to find one specific item.
The same problem may occur on the Notes tab of volunteer records. There is not a way to locate specific text on the Notes tab and it may be difficult to find what you need if a lot of information has been recorded.
One way to address this is to use your web browser's Find feature to locate the item you're looking for. To do this, identify a unique phrase to look for such as an event that is recorded, the name of a volunteer record, or the type of note you need. Then, bring up your account's Event Log or the Notes tab. Use your web browser's Find feature to look for the phrase you identified. You can bring up the Find feature from the web browser's menu, or by using the "CTRL" plus "F" keyboard combination.
Use the Volgistics Store to get invoices and receipts for payments.
Each Volgistics account has a secure Volgistics Store where users can manage a variety of needs for their account such as arranging for payments, creating invoices, and adjusting their service level. The Store can be accessed by System Operators with the Administrator user level and by anyone else who has the accounting access code for the account.
The following Help topics explain how to do common tasks in the Store:
Use the Contacts tab to record secondary contacts for group records
If your organization uses group records, you can record the main contact's name, address, phone number, and email on the Core tab of the group record. However, there may be times when you need to record additional contact names and information for the group. In this case, you can create a new contact kind and track these additional contacts on the Contacts tab of the group's record. shows the Role they have in assignments.
You will not be able to send email messages from Volgistics directly to the additional contacts for the group. However, you could create custom Address Label Reports with the addresses of the additional contacts for your group records. The contact information could also be included in reports such as the Volunteer Contacts List so the information can be exported from the system.
You can find directions on how to create additional group contact records in Help topic 1990.