Track Assignments Automatically
In Volgistics, a volunteer’s Role in an assignment shows their relationship to the assignment. For example, a Role of Assigned means that the volunteer is actively serving while a Role of Substitute might mean the volunteer is available to fill in for other volunteers in that assignment. The volunteer’s Service tab shows the Role they have in assignments.
You can optionally setup the system to automatically add the Role of Assigned to a volunteer’s record whenever the volunteer is scheduled or receives service in an assignment. To do this:
- Select Setup from the menu.
- Expand the ‘Assignment tracking’ link.
- Select ‘Ground rules’.
- Check the box by ‘Record assignments automatically’.
- Click the Save button to keep your selections.
Help topic 2265 explains more about the settings for automatic assignment tracking.
Change account login credentials
In many cases operators choose to save their account number and login name on the computer they usually use to access Volgistics. This can speed up the login process since this information will not need to be entered each time you login.
However, if you update your login name, the information saved for logging in to the account will no longer be correct. In this case, you can always erase the incorrect information and enter the new information each time you login. But most users will want to have the new login name appear automatically. To do this, you will need to clear the internet cookie that ‘remembers’ the information for the old name. Help topic 2056 shows how to do this.
Once the cookies are cleared, the new login name can be saved by checking the ‘Remember my login credentials at this computer’ checkbox the next time you login.
Limit the rights or access to Volgistics for specific System Operators
If a Volgistics Account will utilize the services of system operators other than just the account’s Administrator(s), it may be important to define specific limits of the rights or access for those users. This way they aren’t able to, or don’t have to, manage more settings than exceeds their intended function in your organization. There are two primary ways to do this: via their system operator page, and by customizing access for entire user levels—that is, ‘Power Users’ and ‘Basic Users’.
The system operator page allows you to assign an operator a Site Level Access restriction, to set their user level, to limit their access to Volgistics to just specific host IP addresses, to customize which menu items they have access to, and to customize which specific tasks they can perform. Controlling rights and access for entire user levels allows you to set tab rights and field rights which will apply to all system operators with the corresponding user level. You can learn more about limiting rights or access for specific System Operators in Help Topic 2028.
Keep report columns all on one page
If you’ve created a custom report in PDF format, you may find instances where some columns of information extend beyond the width of the page causing them to appear on subsequent pages. If this is the case, you can sometimes make all the columns appear on one page by changing the report’s settings. Here are some ideas on settings to change:
Options tab. If the report is organized by Site, Place & Assignment, consider organizing it differently. The Site, Place & Assignment option will create a separate column for each piece of information. Also, if the report has options for totals and/or to list volunteers, only check these if necessary.
Fields tab. Do not include any fields that are not absolutely necessary. Generally, each field selected will make a new column on the report. Also, be aware that there are multiple ways to display the same information. For example, a “Title First name Last name” field would contain the same information as selecting the “Title,” “First name,” and “Last name” fields separately. However, it would place all the information in one column instead of in three different columns.
Page Design tab. If the report has a Fit to page option, try checking this to see if more steps are necessary. If this does not work, try one or more of the following suggestions:
- Reduce the margin width to permit your columns to extend closer to the edge of the page
- Change the page orientation to landscape
- Decrease the size of the font used in the body of the report.
Print service report for a single archived volunteer record
There may be times you want to print service reports for archived volunteer records. One way to do this is to create a custom Excel report that contains service information for all archived volunteers. Help Topic 1997 shows how to do this.
Archived records also show automatically on Service Detail and Service Summary reports. However, if you want to run one of these reports for just one, or a few, archived records, you cannot use the tags feature to do this like you can with non-archived records. However, you could do this by using the Flags feature. Here is what you will need to do:
- Make a custom Flag such as “Archived (Include on Reports)”
- Add this Flag to the archived volunteer records you want included on the report.
- Run the Service Detail or Service Summary report you want. On the Include tab, choose “Any of these” under Flags and check the box for the Flag you created.
You can learn more about how to “Print a Report for a Single Archived Volunteer” in Help Topic 1120.
Set schedule calendar to default to a specific date or month
If you’re using Volgistics for an event that will take place in the future, you may want to setup the schedule calendar to default to a specific date or month. This makes it easier to use because you will not need to change the view each time you access the schedule. If volunteers self-schedule through VicNet or VicTouch, this updates their schedule default as well.
You can set this up on the Scheduling Ground Rules page by:
- Select Setup from the menu.
- Expand the Scheduling link.
- Select Ground rules.
The default settings are under the Additional options heading. Remember to click the Save button after changes are made.
Use the Find fields, and the Advanced options, to locate volunteer records.
When you’re searching for 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, select “Active” from the Status dropdown and “Adult” from the Type dropdown, and then click the “All” link.
However, there are more features available to assist you in locating volunteer records. There are Find fields on the Volunteers page that can be used to search for records based on the first name, last name, number, email address, or group name on the record. The Find fields also include a wild card character that can be entered for a wider search.
There are also Advanced options that allow you to fine tune your search. For example, you can choose to include or exclude multiple Statuses, Types, Flags, or other conditions. 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.
Help Topic 2023 explains more about the tools available for looking for volunteer records.
Offset costs by placing advertisements on VicNet
If your organization uses the scheduling substitute volunteersVicNet module, you may be interested to know that you can place advertisements on the VicNet Home page. These ads can be used as part of your fundraising efforts or as an exchange for services. For example, if you provide lunch at a volunteer training, you might find a caterer willing to do this in exchange for an advertisement. These ads can contain an image and a link to a URL address.
Help Topic 2288 “Advertising on VicNet” offers details on image and file sizes as well as directions on how to set this up.
Add states (or provinces) to dropdown
When Volgistics accounts are created, the State/Province dropdown list is only populated with the organization’s home state or province. However, you can add other states or provinces to this list at any time via account setup. To do this:
- Select Setup from the menu.
- Expand the Field options link.
- Select Core tab.
- Select State (or Province).
- Enter each state or province you need to add to the Add a new item field.
- Click the Save button beside the field.
- Repeat steps 5 & 6 for each state or province you need to add.
There are also buttons to add all states or provinces at once. These can be clicked instead of completing steps 5, 6 & 7.
If most of your volunteers are from the same state or province, set the Default entry setting to that state or province. This will make is so most people do not need to change the field when entering information.
Use VicTouch Greeting Cards as Event Reminders
If your organization uses the VicTouch module and you have an event coming up that you want volunteers to remember, consider using a VicTouch Greeting Card. Volunteers will see the reminder each time they login during the time period you select. Sending a reminder message through Vic Mail only causes the message to appear once for each volunteer.
The first thing to do for this is to make a graphic for the reminder. This must meet the following requirements:
- Format: GIF, JPG or PNG
- Height: 600 pixels or less
- Width: 300 pixels or less
- Size: 48 kb or less
After you have your graphic, setup the “Holiday card (1)” or the “Holiday card (2)” as your reminder. Help topic 2327 shows how to do this. These work great for reminding volunteers about upcoming events such as a deadline for updating their parking pass, service opportunities, meetings, classes, recognition banquets, or other community events.