Tip of the Week October 20, 2014

Use Volgistics' Holidays feature to schedule remove volunteers from the schedule on days your organization will be closed.

If your organization closes, or just keeps a skeleton staff of volunteers, on certain dates, you can add the date as a holiday in your account. This will automatically remove all regularly scheduled volunteers from the schedule for the date you list as the holiday. If volunteers are needed on the holiday, you can schedule them for a single day without filling an opening, or create a "one day only" (as opposed to an "ongoing") opening on that date. Help topic 2158 tells more about how to make openings.

You can learn how to setup the holiday dates for your account in Help topic 1022. Each year, you will need to add the holiday dates your organization will be observing, or edit the previous year's entry to show the correct date for the current year.

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Tip of the Week October 13, 2014

System Operators can access the Volgistics Store from inside account.

The Volgistics Store is where accounts can create invoices, pay for service, change service levels and other administrative type tasks. Volgistics Administrators can access the Store by clicking the Store tab at www.volgistics.com and then entering their credentials. But there is also an alternative way into the Store that you can use to save time. Here is how you use it:

  1. Login to your Volgistics account as you normally would.

  2. Select Setup from the Menu

  3. Click the Vic tab.

  4. Expand the "Account management" link.

  5. Select Store.

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Tip of the Week October 6, 2014

Preview what volunteers see when they login to VicNet.

If your organization uses the VicNet module, you may want to preview what a volunteer sees when he or she logs-in. This can be useful when you're doing things such as setting up Vic self-scheduling to see if you've set it up correctly. One way to do this is to go to your organization's VicNet portal and enter the volunteer's email address and password. However, this can be time consuming and may require you to obtain or reset the volunteer's password.

You can also bypass these steps by previewing VicNet from the Vic tab of the volunteer's record. Here's how to do this:

  1. Select Volunteers from the Menu.

  2. Locate the volunteer's record and click on the name.

  3. Click the Vic tab.

  4. If the VicNet section shows "Access is OK," click the Preview button to see VicNet. If the tab does not show "Access is OK," Help topic 1076 may be helpful.

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Tip of the Week September 29, 2014

Recent additions to Set rules add more search options.

Your satisfaction with Volgistics is important to us and we are continually working to improve your experience with the software. As part of the improvement process, we have made three changes to the Set rules available to query, or filter, the database.

In May, we added the ability to create a Set based on the Country field on the Core tab of the volunteer's record. You can learn more about this new rule in Help topic 2879. In September, we made two changes to Set rules. We added the ability to use the Their schedule Set rule to find only volunteers who are scheduled in a particular Site, Place or Assignment. There is more information on this in Help topic 1144. We also added the ability to search for volunteers who have, or do not have, the No postal mail box checked on the Core tab of their records. You can find information on using this Set rule in Help topic 2714.

You can find a listing of all upgrades to the Volgistics program as they come out in Help topic 2232.

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Tip of the Week September 15, 2014

Include volunteer names on 'child' records in Excel reports.

In databases, a 'child' record is a piece of information that relates back to one particular record. One volunteer record can have multiple service records, just like one parent can have multiple children.

Because Excel Spread Sheet reports are designed to be able to contain detailed volunteer information such as service entries and checklist dates, it is necessary to create different worksheets within the Excel workbook for this information. Help topic 2165 explains more about how this works. By default, these 'child' records relate back to the 'parent' record using the volunteer number.

However, if this is confusing, you can change the reports to use the volunteer's name in place of the volunteer number. To do this, select "Include volunteer names in 'child' records" on the Options tab when you create the Excel report.

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Tip of the Week September 8, 2014

Clear your own security blocks for your account.

To protect customer accounts from hackers who might try to guess the password or other information to access an account, Volgistics automatically places a security block on accounts where too many invalid login attempts have been made from the same IP address. This sometimes inadvertently is put in place if a System Operator forgets his or her login information. In this case, a System Operator who remembers his or her login information, and has access to the Setup page, can clear the block by:

  1. If the operator is not logged in already, they will need to login at a computer that has a different IP address than the computer the operator who had the invalid login attempts used. If your organization uses a network where all the IP addresses are the same, you can use a device such as a smart phone to login with.

  2. Select Setup from the Menu.

  3. Expand the "Account management" link.

  4. Select "Remove block."

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Tip of the Week September 1, 2014

Use the Advanced options on the Volunteer's page to fine tune searches.

When you're locating specific groups of volunteer records, the Basic options on the Volunteers page provide a powerful search tool. For example, to locate just Active Adult volunteers, you select "Active" from the Status dropdown and "Adult" from the Type dropdown, and then click the "All" link. Help topic 2023 explains more about how to locate records with these.

However, there may be times when you need even more options for locating records. The Sets feature offers one way to do this, but there is also an "Advanced options" button on the Volunteers page that opens a window with more search features. The Advanced options allow you to fine tune your searches more selectively than the Basic options do. For example, you can select to include or exclude multiple Statuses, Types, and Flags. This would you to search for records with any Statuses except "Inactive" and "Applicant." Or search for all records that are the "Adult" and "Intern" Types.

The Advanced options also allow you to search for archived volunteer records. To do this, check the "Archived volunteers" box before you click the "All" or letter links.

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Tip of the Week August 25, 2014

Use Volgistics' Substitute Tracking feature when volunteers are not able to serve.

When volunteers are sick or unable to serve, you can remove them from the schedule for that date and then place a substitute volunteer on the schedule. However, an easier way to do this is to use Volgistics' Substitute Tracking feature to handle short term absences. In order to use this feature, you must first check the "Use substitute tracking" box on the Scheduling Ground Rules page. Then to schedule the substitute volunteer, go to the date on the schedule the volunteer will be unable to serve and click the Edit link in the row where the volunteer appears. This opens an "Edit a schedule entry" box where you can select the substitute volunteer. If the volunteer is filling an opening on the schedule, be sure to click the Edit link that appears on the left in the row with the volunteer's name. Clicking the Edit link on the right will open the "Edit an opening" box used for changing the openings options.

Help topic 1167 has more information on setting up and using the Substitute Tracking feature.

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Tip of the Week August 18, 2014

Delete an entire batch of service.

One method of entering volunteer service hours in Volgistics is to use the Post page to enter service for a whole group of volunteers at once. This can be especially handy if you're posting hours from a schedule. If hours are posted incorrectly with this method, operators must individually edit or delete the service entry for each volunteer. But did you know that if an entire batch of service is accidentally entered incorrectly, you can delete the whole batch at once? Here is how to do this:

  1. Select Setup from the Menu.

  2. Expand the "Account management" link.

  3. Select "Delete a batch."

  4. Follow the directions given.

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