Tip of the Week April 24, 2017

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.

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Tip of the Week April 17, 2017

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.

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Tip of the Week April 3, 2017

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.

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Tip of the Week March 27, 2017

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.

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Tip of the Week March 20, 2017

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:

  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 6, 2017

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 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.

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Tip of the Week February 20, 2017

Include archived volunteers in Excel spreadsheet reports

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.

Another important difference is that archived volunteer information is not available on most reports in Volgistics. Archived records will still be included on Service Summary and Service Details reports, and can optionally be included in Statistics and Excel spreadsheet reports. To print a list of archived record information, the best option is to use a custom Excel Spreadsheet report and include the archived records on the Options tab. You can learn more in Help topic 1997.

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