Tip of the Week June 29, 2015

You can copy one volunteer's information with the Clipboard Copy feature.

There may be times when you need to enter a volunteer's basic information (such as name, address, phone number, etc.) into an outside word processing document. For example, some organizations may send letters to volunteers, or create award certificates. If you are doing this for multiple records, the most efficient method is to create a mail merge source file from Volgistics. However, this is not practical if you only need one volunteer's information.

In this case, rather than copying and pasting each field (First name, Last name, Street 1, etc.), or manually entering the information, you can use Volgistics' Clipboard Copy feature to copy the information from Volgistics to your computer's clipboard. From there, you can paste the information into your outside document.

To do this, you must have the feature enabled and select the fields of information to copy. Help topic 1150 shows how to do this. This only has to be done the first time the feature is used. Once this is completed, Help topic 1149 shows how to use the Clipboard Copy feature.

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Tip of the Week June 15, 2015

Use VicTouch Greeting Cards as Event Reminders

If your organization uses the VicTouch module and you have an event coming up you want volunteers to remember, consider using a VicTouch Greeting Card as a reminder. Volunteers will see the reminder each time they login during the time period you select. Sending a reminder message through Vic Mail only causes the message to appear once for each volunteer.

The first thing to do for this is to make a graphic for the reminder. This must meet the following requirements:

  • Format: GIF, JPG or PNG

  • Height: 600 pixels or less

  • Width: 300 pixels or less

  • Size: 48 kb or less

After you have your graphic, setup the "Holiday card (1)" or the "Holiday card (2)" as your reminder. Help topic 2327 shows how to do this. These work great for reminding volunteers about upcoming events such as a deadline for updating their parking pass, service opportunities, meetings, classes, recognition banquets, or other community events.

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Tip of the Week June 8, 2015

Import and print schedule in Excel.

Volgistics includes a Schedule Report feature that allows you to print customized schedules in PDF format. Help topic 8255 has information on these reports. However, there may be times you want to have the schedule in Excel format. There is not a report that is able to do this, but you can use one of Excel's features to get the schedule information for a specific date into an Excel file. Here is what you will need to do:

  1. Select Schedule from the menu.

  2. Go to the date you want the schedule for.

  3. Click the Printable View link that appears in the upper left corner under the date.

  4. Highlight and copy the URL address in the URL address bar.

  5. Launch Excel if it is not already open. Do not exit Volgistics.

  6. Select File from Excel's menu.

  7. Select Open from Excel's menu.

  8. Change the file type dropdown to "All Web Pages (*.htm,*html,…)."

  9. Paste the URL address you copied in step 4 into the File name field.

  10. Click the Open button. There may be a slight delay while the information is transferred from the web page to Excel.

  11. Depending on your security settings for Excel and Windows, you may be prompted to enter your Windows login information.

  12. You can use Excel's menu to save the file as an .xlsx file.

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Tip of the Week June 1, 2015

Use a Set to find records that have information in a spare field.

There may be times when you need to find all the volunteer records in your account that have information in a specific text field. For example, if you've been given the task of verifying the information in a field called School where you record the educational institution a volunteer attends, or attended last. It may be helpful to start by finding all of the records that have information in this field.

You can use the Sets feature to speed up this process. Simply make a Set rule based on the spare field that was used to create the field you need. Use the "does not contain . . ." option, leave the search field blank, and finish making your Set. You can now test the Setview the volunteers in the Set to see which records have information in the field you need. You can also limit a report to just the volunteers in the Set if you need a hard copy of the information.

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Tip of the Week May 25, 2015

Use Sets to make Checklist items apply to volunteers in multiple Assignments.

When you setup a Checklist item, you can have it apply to volunteers who have a specific Assignment by selecting that Assignment's name from the "Those assigned to" dropdown list. Or, you can select a Site or a Place from the dropdown to make the Checklist item apply to all volunteers who have any Assignment that falls under the Site or Place you select. (You can learn more about the Site, Place and Assignment structure in Help topic 2099.)

But what if you only want the Checklist to apply to volunteers who have certain Assignments that fall under a Site or Place? Or you need to have the Checklist apply to volunteers who have Assignments that fall under different Sites or Places? You can do this by creating a Set based on the "Their Assignment" or the "Their Assignment Cluster" Set rules.

After you test the Set to make sure it identifies the volunteers who have the Assignments you want for the Checklist item, select the name of the Set from the "If they are in this set" field on the setup page for the Checklist item. Your Checklist will now apply to volunteers with the multiple Assignments identified in the Set.

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Tip of the Week May 18, 2015

If your organization uses the VicTouch module, please note we recommend using it in kiosk mode whenever possible. The kiosk mode causes the display to fill the entire screen. This hides the URL address and web browser controls to make access more secure. You can find information on starting the module in kiosk mode in help topic 2289.

If you start the module in kiosk mode, you need to enter a special code to exit the module. There is also a unique VicTouch access code for your account that is part of the URL address entered to start the module. You can customize either of these in your account if needed. To do this:

1. Select Setup from the menu.

2. Expand the VicTouch link.

3. Select Ground rules.

The access code is located under the Startup heading and the exit code is located under the Exit Code heading. Remember to click the Save button after you make any changes.

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Tip of the Week May 11, 2015

Helpful hints for using Tags

The Tags feature in Volgistics provides a useful way to temporarily mark multiple volunteer records so you can perform tasks for all of the tagged records at once. Help topic 2137 explains more about what tasks you can perform for tagged records.

Here are some helpful things to keep in mind when using the Tags feature:

  • Tags only stay in place during the operator's current session or until they are cleared. If you need to mark records so you can identify them when you log in again, use the Flag feature as shown in Help topic 2140.
  • Each operator in your account will only see records that he or she tags. If another operator at your organization is logged in at the same time, his or her tags will not show on your computer—and vice versa.
  • Tags are cumulative for your session unless they are cleared. For example, if you tag 8 records and perform a task, and then tag 5 more records without clearing your tags, the next task you perform for tagged records will be made on 13 records.
  • You can clear tags by un-checking the box on individual records, or you can clear all tags at once by clicking the Clear all tags button found under Tags on the menu.

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Tip of the Week May 4, 2015

Online Training and Consultation Available

In addition to free, unlimited online support, Volgistics now offers personal training and consultation through online meeting software.

Please read more in the Blog here.

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Online Training and Consultation Available

In addition to free, unlimited online support, Volgistics now offers personal training and consultation through online meeting software.

Volgistics was designed so most organizations can setup and use their accounts without additional hands-on help. An extensive Help topic library, Picture of Timvideo tutorials, and free, unlimited online support provide all the resources necessary to begin using the account. However, in some cases, organizations find they need additional assistance. To fulfill these organizations' needs, Volgistics recently completed a pilot program where a member of the support team provides personalized training and consulting through online meeting software. This program is now ready to go live and we are pleased to offer it to customers on a broader scale.

Training and consultation sessions are conducted by our two senior support team members, Tim and Garrett. Most sessions will last from one to two hours and accommodate anywhere from 1 to 25 participants. To make the most out of the training times, groups over five will need to submit their questions (and/or topics they want covered) ahead of time and save their questions until the end. This assures that the material the leaders wish to have covered is addressed during the training session.

Picture of Garrett

The training and consultation sessions cost $100 per hour and must be paid for before the training takes place. If you'd like to schedule a one hour session and pay in advance by credit card, click here. If you'd like a two hour session, or if you'd like to pay in advance by check, please submit an inquiry and let us know which option you'd like. For check payments, we will need to know how many hours of training you will be paying for and the email address you would like the invoice sent to. We prefer limiting sessions to two hours or less in order to conclude the session while everyone is still fresh. However, you can pay in advance for multiple sessions if it's easier for accounting.

Picture of Sparky Tim and Garrett look forward to meeting with Volgistics users in a new way to help you use Volgistics to the fullest and make your job of managing and tracking volunteers easier. We should also take this opportunity to introduce another important member of the Volgistics Team, Sparky the office mascot. He doesn't conduct any training sessions, but you might hear him during your training as he faithfully alerts us when delivery drivers come into the office.

As always, please do not hesitate to submit a help inquiry if you have any questions about the online training, or anything else related to Volgistics.

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