Tip of the Week March 30, 2015

You can now print or save a blank PDF file for application forms you create in Volgistics.

The first phase of Volgistics' paperless document storage feature has been released. You can now print or save a blank PDF copy of your volunteer application forms. Please read more in the Blog here.

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Blank Application Forms

You can now print or save a blank PDF file for application forms you create in Volgistics.

The first phase of Volgistics' paperless document storage feature has been released. You can now print or save a blank PDF copy of your volunteer application forms. This allows you to distribute paper application forms to prospective volunteers who may not have Internet access, use your forms as a promotional handout, or keep a copy of the form to reference when you are away from your computer.

You can learn how to generate the PDF file for your application form in Help topic 2554. If you'd like to learn more about the paperless document storage feature, please see our blog post here. For any other questions, please submit an inquiry and our support team will be happy to assist you.

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Tip of the Week March 23, 2015

Customize which fields show on the Volunteers Page

By default, the Volunteer List page shows the Name, Tag, Group name, Street, City and Status fields in new trial accounts. However, you can customize the fields that are shown to make your account more usable for your organization. To do this, you will need access to the Setup page. Then follow the directions in Help topic 1202.

You should keep in mind:

  • Avoid selecting too many fields because this will make the page hard to read if your monitor isn't wide enough to show all the columns of information.

  • You can click on the column headings to sort the page by the information in that column. For example, clicking the heading for the Number column sorts the list from the lowest to the highest number. Clicking the heading again sorts the list from highest to lowest number. Exit the page and return to it to go back to the original alphabetic view.

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Tip of the Week March 16, 2015

Give access to the Volgistics Store without giving access to your volunteer database.

In many organizations, payment and billing is taken care of by a person in a department outside of volunteer services. In these cases, you can allow access to the Volgistics Store for your account without giving access to the volunteer database used to manage your records. Access to the Store allows a person to perform operations such as:

To allow access to the Store, give the person your account's nine digit Volgistics account number, along with the Accounting Access Code for your account. If you have access to the Setup page, follow these steps to get your account's Accounting Access Code.

  1. Select Setup from the Menu.

  2. Expand the "System operators" link.

  3. Select "Accounting operator."

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Tip of the Week March 9, 2015

National Volunteer Week Approaching

National Volunteer Week is coming up fast and we wanted to make sure you are aware of it. National Volunteer Week was established to inspire people to volunteer to make their communities a better place, to recognize your current volunteers, and to encourage volunteerism in general. The U.S. and Canada will celebrate National Volunteer Week this year from April 12-18, 2015. Australia's volunteer week is scheduled for 11-17 May 2015 and the United Kingdom's is scheduled for 1-7 June 2015.

There are many resources available on the web to help you brainstorm ideas on how to celebrate volunteer week for your organization. One resource for ideas can be found here.

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Tip of the Week March 2, 2015

Electronic Document Storage in Development

Plans are underway to add a new paperless document storage feature to Volgistics. This feature will give you the ability to store electronic files for your volunteer records.

Please read more in the blog.

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Electronic Document Storage in Development

Plans are underway to add a new paperless document storage feature to Volgistics. This feature will give you the ability to store electronic files for your volunteer records

The Volgistics Team is currently working on adding a new feature for paperless document storage. To keep with the Volunteer Information Center (VIC) naming convention for VicNet and VicTouch, the new feature will be called VicDocs.

When it is completed, VicDocs will add the ability to upload scanned files to your volunteer records. For example, if your organization must keep a signed photo release form for each volunteer, you will be able to scan the signed form and then upload the file to the volunteer's record. The new feature will also automatically save an electronic copy of an applicant's online application form as it appeared when they submitted it. Due to the size of the project, VicDocs will be released in phases.

After phase one, you will be able to print a blank PDF copy of your online volunteer application forms. This allows you to make paper copies of your application forms that you can give to volunteers who are not able to complete applications online. A System Operator for your account will need to enter the information from the paper form to create a volunteer record in your account.

At the end of the second phase, the system will automatically save a PDF copy of the completed online application form to the respective volunteer record. This will preserve the applicant's selections on the form at the time it was submitted. This could be necessary if you need to verify that a volunteer made a selection such as checking the I Agree checkbox when they submitted their application.

The third phase of the VicDocs project will introduce the ability to upload documents to each volunteer record. At this point, we anticipate supported document formats will include PDF files; Microsoft Word, Excel, and PowerPoint files; text files (.txt and .rtf); and image files (.jpeg, .png, .gif, .bmp). Due to the increases in bandwidth, storage, and administrative costs associated with adding electronic document storage, the third phase will have a nominal fee that will need to be paid in order to add VicDocs to your account's service level. The fee will vary depending on the number of volunteer records in your account and we believe you will find the fee structure quite reasonable.

We are excited to add the document storage feature and we’re confident you will find these new features a helpful addition to the already feature-rich Volgistics system . Please keep an eye on our blog and Facebook pages for release announcements. If you have any questions regarding this new feature, please submit an inquiry to the support team.

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Tip of the Week February 23, 2015

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.

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Tip of the Week February 16, 2015

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:

  1. Select Print from the Menu.

  2. Expand the Schedule link.

  3. Select "Schedule statistics (stock)."

  4. 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.

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Tip of the Week February 9, 2015

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:

  1. Select Setup from the Menu.

  2. Expand the "Field options" link.

  3. Select "Profile tab (for volunteers)."

  4. Select the first "Spare field" that has "(Hidden)" behind it.

  5. Change the "Field format" to Date, give your field a name, and change the "Hidden" setting to No.

  6. Click the Save button.

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