As your Volgistics account grows, you may find that you have a lengthy list when you select Sets from the menu. The list of Sets is alphabetized by the name that you give to the Set, but it may be difficult to find the Set you need from a long list.
One thing that can help is to start your Set names with the function the Set performs. For example, instead of naming Sets “January Birthdays,” “February Birthdays,” “March Birthdays,” etc.; name them “Birthdays in January,” “Birthdays in February,” “Birthdays in March,” etc.
This will cause all the birthday Sets to be grouped together under “B” on the list instead of under “J” for January, “F” for February, “M” for March, etc. This bit of extra organization can help you locate the Sets you need more efficiently.
If your account’s service level includes the VicNet or VicTouch modules, you may want to review usage at times. This allows you to make informed decisions about whether the module is being underutilized and more training is needed, or if you want to remove the module from your service level altogether.
If you have access to your account’s Setup page, you can do this by:
Select Setup from the menu.
Expand the “Account management” link.
Select “Account status.”
The Vic Activity section shows usage and the date the counts were reset last. If you want to start a fresh count at zero, click the Reset button beside the module you want to reset.
Many organizations are required to have an up-to-date W-9 form from companies that they do business with. For convenience, we update our W-9 form regularly and you can access it online. This allows you to save the W-9 form as a PDF document, or print a copy of the form without downloading it.
Please go to the following URL address if you need a copy of our current W-9 form:
Archive old help inquires to “clean-up” your mailbox
The “Help E-mail” tab of the Mailbox is designed to provide a reference for System Operators. All System Operators in the account can review past questions and responses in case they find the information helpful. However, there may be past help inquiries that are simply thank-you responses, or that may not be helpful to any operators except the Administrator.
To “clean-up” these correspondences, the Administrator can archive the unwanted items. When this is done, the responses will only be available to the Administrator(s). To see them, the Administrator will need to check the “Include archived inquires” checkbox on the “Help E-mail” tab. To archive simply click on the Subject of an inquiry and then click ‘Archive’.
System Operators can check their own system access rights and find their account’s Administrator
Volgistics allows each account’s Administrator(s) to set user levels and other rights for each System Operator for their account. If you’re a System Operator and you don’t see a menu item, tab, field, or button, you can check if your System Operator rights allow access and find who is listed as the Administrator(s) for your account. Here is how to do this:
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.