Include archived volunteer records on Excel spreadsheet reports.
Your Volgistics database is divided into non-archived and archived sections. The service hours for records in the archive will still appear on Service Summary and Service Details reports, and in your cumulative hours total. However, records in the archive cost less on a record-by-record basis because they are more limited than non-archived records. For example, archived volunteers cannot be scheduled, access VicNet or VicTouch, be tagged, or receive email or text messages.
Another important difference is that archived volunteer information is not available on most reports in Volgistics. If you need to run a report that includes information from archived records, you will need to use a custom Excel spreadsheet report and choose to include the archived records on the Options tab of the report. If you need help with this, please refer to Help topic 1997.
Modify Schedule Statistics reports to cover different time periods.
One of the stock Schedule Reports available in Volgistics is the Schedule Statistics (Stock) report. This report is useful because it allows you to quickly see how many openings are filled and un-filled for each assignment. Plus you can get an unduplicated volunteer count for how many volunteers are scheduled for the assignment.
By default, this report is setup to cover a one month time period that you select. However, you can modify the report to cover weekly or daily time period instead. To do this:
- Select Print from the Menu.
- Expand the Schedule link.
- Select "Schedule statistics (stock)."
- Click the "Clone it" button.
This "spins off" a copy of the report with the same settings as the stock report. You can change the settings on the Options tab of the report to cover a different time period. You can also save the modified report under a unique name so you do not need to create it again.
Create a date field to track when contact information was updated last, or other date records.
Volgistics does not automatically keep a date record of when a volunteer's contact information was updated last. However, you can use the spare fields on the Profile tab of volunteer records to customize a field for doing this. System Operators can use this field to note the date they updated a record. And, if you use VicNet, this field can be included so volunteers and Coordinators can note when contact information was updated last. Of course, the date field can be used for any other purpose you need also.
When dates are stored like this, you will be able to create a Set to identify volunteer records that were updated during a time period. Here is how to create a custom date field:
- Select Setup from the Menu.
- Expand the "Field options" link.
- Select "Profile tab (for volunteers)."
- Select the first "Spare field" that has "(Hidden)" behind it.
- Change the "Field format" to Date, give your field a name, and change the "Hidden" setting to No.
- Click the Save button.
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 one volunteer record may have more than one address or phone number you want to track. For example, if the volunteer is a snow bird with a seasonal address, or they have 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:
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.