Use a Set to find records that have information in a spare field
There may be times when you need to find all the volunteers in your account that have information in a specific text field. For example, to verify 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 view 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.
Customize VicTouch access and exit codes
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:
- Select Setup from the menu.
- Expand the VicTouch link.
- 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.
Prompt a password reset for System Operators
Whether you're assigning an operator a password that you want to make temporary, or your organization has security concerns and wants all users to update their login information, or you simply want to require specific users to update their credentials, it can be useful to prompt system operators to update their passwords the next time they login.
You can do this via the System Operator page. To require a system operator to set a new password upon their next login to the database, select 'Setup', choose "System Operators", click on their name, and check the "Operator must change their password when they login next" checkbox. You can learn more about this feature in Help Topic 1011.
National Volunteer Week (U.S. & Canada)
National Volunteer Week has arrived! 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. This week the U.S. and Canada are celebrating National Volunteer Week from April 23-29, 2017. Australia's volunteer week is scheduled for 8-14 May 2017 and the United Kingdom's is scheduled for 1-7 June 2017.
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.
Archive inactive records to keep service information and save money
Your Volgistics database is divided into archived and non-archived sections. The Archive is designed for long term storage of inactive volunteers. In your account's service level, archived records cost significantly less because they have more limited functionality than non-archived records. For example, archived volunteers cannot be tagged or scheduled, access VicNet or VicTouch, or receive email or text messages, and will not appear on birthday lists or most reports.
Administrators can arrange to archive volunteers regularly when they are no longer actively serving. This can help the account keep its non-archived service level value lower in order to reduce its ongoing monthly service fee. Sets can be created to find active volunteers who have not served recently so that they can be tagged and archived via the 'Tags' page. In the case of seasonal or returning volunteers, those archived records can be restored from the archive at any time.
Track messages received by volunteers on the History tab
Each time a volunteer is a recipient of an email, text, or Vic Mail message from your account, an entry is added to the Messages section of the volunteer's History tab. This feature tracks custom email and text messages sent by System Operators as well as automatic messages such as schedule reminders and reminders sent for Checklist items.
If a message fails to be delivered for some reason, and the recipient's system generates a reason for the failure, the system records information about why the message failed. By default, the system looks at the last 3 email or text messages sent to determine the volunteer's email validity and text message validity. You can Include change this default in your account's Setup.
You can learn more about how messages are tracked on the History tab in Help topic 2064.
Run service reports for a single Site, Place or Assignment
When you run Service Summary or Service Details reports, there may be times when you want to limit the service information included on the report to one particular Assignment, or to just the Assignments that fall under a particular Site or Place in your account. You can learn more about how Sites, Places and Assignments are used in Help topic 2099.
To limit a report's service data to a particular Site, Place, or Assignment, use the settings on the Include page to "Only include service in…" that particular record. The completed report will only include service information for service entries that are associated with the selected Site, Place, or Assignment. Please note that this will limit service data only.
Finding a volunteer's application date and/or when the record was added to your database.
If you use online application forms to receive information from prospective volunteers, you may sometimes need to know when a volunteer submitted their application. There is not a field in Volgistics that tracks this exact date because application information is usually routed to the Applications tab of your Mailbox until you process the application.
However, you can review your account's Event Log if you need to find the exact date an applicant submitted an application. The log will show an Event called "Application Submitted" and the Description column will list the applicant's name. In many cases, you can speed up the search if you're looking for a particular name by using the Find feature. You can usually bring this up by holding down the "CTRL" key on your keyboard while pressing the "F" key.
Once an application is received into your database, Volgistics tracks the date it was received by using the "Date Entered" field. You can find this field in the Dates box on the History tab of each volunteer record. It is also available on most reports that have volunteer information. Please note, if the record was added to your database in some other way than receiving an application form, the "Date Entered" field will reflect the date the record was created by the other method.
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 provide them with 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, simply provide your account's nine digit Volgistics account number, as well as the Accounting Access Code for your account. If you have access to the Setup page, you can find the Accounting Access Code by following these steps:
- Select Setup from the Menu.
- Expand the "System operators" link.
- Select "Accounting operator."