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:
Use floating subtotals for recording service in a specific period of time.
In addition to regular service hour entries, Volgistics automatically keeps a total for month-to-date (MTD), fiscal year-to-date (YTD), and life hours for volunteers. There are also two floating subtotal fields that you can use to keep track of service performed during time periods that you select. The floating subtotal figures are available in reports and also appear in the Statistics box on the Core tabCore tab of the volunteer record.
These fields can be used for a variety of purposes. For example, if your organization operates on a fiscal year the YTD total will record all service performed so far in the current fiscal year. You could also setup floating subtotal fields to track service hours performed in the previous two fiscal years. Or if your organization has a special event where your volunteer service peaks, but also has volunteers that serve during other times of the year, you could use the floating subtotal fields to track how much service is performed between the dates of your event.
Help topic 2260 explains more about how to setup floating subtotals in your account.
Create a Set to find small or large service entries.
At times you may get abnormal service entries that have been created. For example, if you use the VicTouch module, sometimes a volunteer will sign-in for an assignment, re- enter their PIN number to check the schedule, and then click the "Sign-out" button out of habit. This creates a very small service entry such as 1-3 minutes. Or, if volunteers enter their own service with the VicNet module, they may mistakenly enter a very small (or very large) number of service hours. One way to catch these would be to audit the service entries made through VicNet.
But if the service entries have already been made, another way to find the outliers is to use a Set. The "Their Service" Set rule has an option for "They have at least one service record with." This option allows you to enter a hour limit and then search for service records that are "At least" or "Fewer than" the limit during a certain time frame. An example of how this could be used would be to find all volunteer records that have at least one service entry smaller than 10 minutes in any month of 2016. Another example would be to find all volunteer records that have at least one service entry larger than 12 hours in any month in 2016.
Create an automatic report that shows volunteers due for a Checklist item.
Volgistics includes a Checklist feature to help you track things such as orientations, flu shots, and background checks. You can use the Tickler feature in Volgistics to find volunteers who are due for a Checklist item. But you could also create an automatic monthly report showing volunteers who are due.
To do this, the first step would be to create a Set to identify the volunteers who are due for a Checklist Item. Help topic 2181 has general guidelines on making a Set if you're unfamiliar with this. Your Set will use the "Their Checklist" Set rule. Since it will be part of an automatic report, you won't be able to use the option that lists the month's name. Instead you should use the "Due now" or "Due in the next 30 days" options.
Once the Set has been created, make a custom report that will show the information you need. Select the name of the Set on the Include page of the report to limit the report to just volunteers in the Set. Then use the settings on the Save page to make it an automatic report.
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.
Search for a specific item in your account's Event Log or a volunteer's Notes tab
Each Volgistics account has an Event Log that records key events. Even though every event in your account is not tracked due to size limitations, the Event Log can still become quite long. This can make it hard to find one specific item.
The same problem may occur on the Notes tab of volunteer records. There is not a way to locate specific text on the Notes tab and it may be difficult to find what you need if a lot of information has been recorded.
One way to address this is to use your web browser's Find feature to locate the item you're looking for. To do this, identify a unique key word or phrase to look for such as an event that is recorded, the name of a volunteer record, or the type of note you need. Then, bring up your account's Event Log or the Notes tab. Use your web browser's Find feature to look for the phrase you identified. You can bring up the Find feature from the web browser's menu, or by using the "CTRL" plus "F" keyboard combination.
Use Volgistics' Holidays feature to remove volunteers from the schedule on days your organization will be closed.
If your organization closes or just keeps minimal staff 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 holidays your organization will be observing, or edit the previous entries to show the correct date for the current year.
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 perform other administrative tasks. Volgistics Administrators can access the Store by visiting www.volgistics.com, hovering over Try or Buy, clicking Store, and entering their credentials. But there is another way into the Store that you can use to save time:
- Login to your Volgistics account as you normally would.
- Select Setup from the Menu
- Expand the "Account management" link.
- Click Store.
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 they login. 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, you can do this even faster and without knowing their password by previewing VicNet from the Vic tab of their record. Here's how to do this:
- Select Volunteers from the Menu.
- Locate the volunteer's record and click on the name.
- Click the Vic tab.
- 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 1073 may be helpful.