Tip of the Week April 20, 2015

Track messages received by volunteers on the History tab

Each time a volunteer is a recipient of an email, text, or Vic Mail message sent from your account, an entry is made in 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 annual or periodic 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 on the History tab. By default, the system looks at the last 3 email or text messages sent to determine email validity and text message validity. You can 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.

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Tip of the Week April 13, 2015

Archive inactive records to keep service information and save money

Each Volgistics account includes a non-archived and an archived section. Your account's service level determines how many records can be kept in each section.

The non-archived section of your database is designed to be used for the records of active volunteers. Records in this section have full functionality-- they can have be placed on the schedule, access VicNet and VicTouch, receive email or text messages, be included in all reports, etc.

The archived section of your database is designed to be used when you want to keep service (or other) information for a volunteer, but the volunteer will no longer be active in your organization. Because archived records have limited functionality, they cost much less on a record-by-record basis than non-archived records.

There is not a rule as to when you should archive a volunteer record. Some users archive records after the volunteer has not served for a certain period such as 3 months. Other organizations use the archive to store information for seasonal volunteers where they want to be able to restore the volunteer's information when they return.

You can find out more about how the archive feature works in Help topics 1999 and 2000.

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Tip of the Week April 6, 2015

Run service reports for a single Site, Place or Assignment

When you run Service Summary or Service Detail 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 Place or Site in your account. You can learn more about how Sites, Places and Assignments are used in Volgistics in Help topic 2099.

To base a report's information on just certain Assignments, use the settings on the Include page of the service report. Select the "Only include service in…" option and then use the dropdown list to select the name of the Site, Place or Assignment you want the report to be limited to. The completed report will only show service information where the service entry lists the selected Assignment(s).

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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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