Tip of the Week October 27, 2014

The VicNet Time Sheet tab can now be enabled for just selected volunteers

Depending on your organization's needs, you may want to give all volunteers access to VicNet but only allow a selected group to use the Time Sheet tab to enter service information. We recently updated Volgistics to allow you to do this.

Please read more in the Blog here.

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Restrict VicNet Time Sheet Tab Access

The VicNet Time Sheet tab can now be enabled for just selected volunteers

The VicNet module has a Time Sheet tab feature that allows your volunteers to input their service information from any computer or device connected to the Internet. Depending on your organization, you may want all volunteers to have access to VicNet, but only allow certain volunteers to enter their service information. For example, if your organization has Adult and Youth volunteers and you only want Adult volunteers to be able to enter service hours. Or, you may use VicTouch to track hours for the majority of your volunteers when they sign-in and out at your facility, but you have some volunteers who serve off-site in the community, and you want to allow these volunteers to enter their hours and mileage.

Volgistics recently added a new feature to VicNet that will enable you to do this. The tab can now be setup so only volunteers with a certain Type and/or Flag can see the tab. Volunteers who have access to VicNet, but who do not have the required Type or Flag, will not see the Time Sheet tab. Help topic 1204 shows how to set this up.

As always, you can setup your account so service entries made through VicNet are sent to be audited by a System Operator.

This new feature adds flexibility to the methods available to track service so we're confident it will be a useful addition. Please submit a help inquiry to the support team if you have any questions about this that were not answered in this blog.

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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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