Disable VicNet access for specific volunteer records
If your organization uses VicNet, there may be times when you want to disable access for some volunteers. You control who can access VicNet overall by using the Status, and the Type and Flag settings on the VicNet Ground Rules page.
However, there may be times when you want to prevent specific volunteers from accessing VicNet. For example, if you find that a volunteer has been misusing their access, or you want to prevent Group records from logging in. In these cases, you can prevent access to the module by checking the Disabled checkbox on the Vic tab of the volunteer record. When your setting is saved, this volunteer record will no longer be able to sign-in to the VicNet module for your account.
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 a volunteer record may have more than one address or phone number you want to track, such as if the volunteer is a snow bird with a seasonal address, or has 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:
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 that no errors have been received for the message. 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 if you hover over the icon with your mouse pointer.
Volgistics includes the ability to create a local back-up of your volunteer data using Excel spreadsheet reports. One reason to save this data to your local system is to access to your volunteer data in a situation where your Internet connection is down. However, there is another useful purpose the back-up report could be used for.
When a volunteer record is accidentally deleted from your account there is not a way to recover it once the five day hold period passes. The only way to get it back in this case is to re-create the record. For situations like this, a back-up report can provide a useful starting point for entering the volunteer record. You may find help topic 2165 useful to find the volunteer’s information. There is more information to help you to re-create the record in help topics 2024, 2399, and 2400.
Under ‘Volunteers can…’, select one of the options for showing who else is scheduled. You can choose to limit the view to just assignments where the volunteer can sign-up, or allow the volunteer to see the volunteers in all assignments.
Click the ‘Save’ button to keep your changes.
Now when volunteers view the daily view of their schedule, they can see other volunteers who are scheduled. If you have volunteers who do not want their schedule information to be shown to other volunteers, you can remove their name from view by using the Privacy settings on the Vic tab of their volunteer record.
Use the Date of Last Activity field to see when a volunteer served last
Volgistics makes it easy to see the last date a volunteer served with the Date of Last Activity field recorded in the Statistics box on the Core tab of the volunteer record. You enable this field to be shown by following these steps:
Select Setup from the menu.
Expand the ‘Other options’ link.
Check the ‘Date of last activity’ checkbox in the ‘Statistics’ box.
Spread holiday cheer with the VicTouch Greeting Cards feature.
If your organization uses the VicTouch module, you can create holiday cards which will be displayed when volunteers sign-in. The setup options allow you to customize a heading and message, and choose a date range for when the cards will be shown. You can use the graphics that are included, or upload a unique image for your organization. Images can be in GIF, JPG or PNG file formats and must be under 48 kb in size.
You can setup two different holiday cards at a time with different date ranges selected for delivery. The holiday cards can be changed during the year to send greetings for all of the holidays your organization wants to acknowledge. The Greeting Cards feature also allows you to setup birthday and start date anniversary cards that will automatically be shown to volunteers when their special day arrives.
Help topic 2326 has more information on the Greeting Cards feature. See Help topic 2327 for instructions on how to setup your account’s VicTouch greeting cards.
Make Assignments inactive to remove them from view while keeping service information
There may be times when your organization no longer needs to track an Assignment record. In these cases, the Assignment can be deleted—but this will also delete the Assignment details from volunteer service records. The date and hours will remain for the service entry, but the Assignment information will no longer be associated with the records.
To prevent this, we suggest making the Assignment inactive instead of deleting it. This will remove the Assignment from view (unless the “Include Inactive Assignments” checkbox is marked), while still retaining the Assignment details on the volunteer’s record. You can find information about how to make an Assignment inactive in Help topic 2537.
Mark batches of Awards as presented at the same time using Tickler feature
If your organization uses Awards as a way to recognize your volunteers, you may have certain dates when you present the awards to your volunteers, such as a recognition banquet, awards ceremony, or the end of your fiscal year.
In this case, you can quickly enter the same date for an entire group of volunteers who are eligible by using the Tickler feature in your account. Here is how to do this:
Select ‘Tickler’ from the menu.
Check the Award(s) you want to mark as presented.
Click the ‘Go’ button.
Check the checkbox in the Item column for the Awards you want to record the date for.
In the box at the bottom of the column, enter the date you want the Awards to show as being presented
Click the ‘Save’ button.
The date you entered will automatically be recorded on the History tab of the volunteer records.
Use the Volgistics Store to get invoices and receipts for payments
Each Volgistics account has a secure Volgistics Store where users can manage a variety of needs for their account such as arranging payments, creating invoices, and adjusting their service level. The Store can be accessed by System Operators with the Administrator user level and by anyone else who has the accounting access code for the account.
The following help topics explain how to do common tasks in the Store: