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.
Send email to listed volunteers from the Volunteers page
When you’re sending an email message from the Out Box tab of the Volgistics Mailbox, you can choose to send it to a single volunteer, tagged volunteers, all the volunteers in your database, or just the volunteers who have a certain Status or who are in a certain Set. But you can also send email directly from the Volunteers page without first visiting the Mailbox.
You can use the Volunteers page to bring up a list of all of the volunteers you wish to contact, then click the ‘Messages’ shortcut to instantly begin a message to all listed volunteers. Please note that this will create a message to all volunteers that are currently displayed—whether or not those volunteers are selected/tagged. To do this:
- Select Volunteers from the Menu.
- Use the basic or advanced settings you need to search for all volunteers you want to contact
- Click the All link
- When the records appear on the page, click the Messages link
- Setup and compose your message to these listed recipients
Use Schedule Icons to determine how a volunteer is scheduled
In Volgistics, volunteers can be scheduled in two different ways: without openings and within openings. Some volunteers may be added directly to the schedule, while others may be assigned to fill specific openings that have been setup within Assignments. The “Two Ways to Schedule” section of Help topic 1180 explains more.
The icons that appear on the daily and/or monthly schedules allow you to quickly identify unfilled openings, individual or group volunteer records, whether a volunteer is scheduled to fill an opening or is placed on the schedule without filling an opening. You can find out more about the icons that appear on the schedule in Help Topic 1205.
You can copy one volunteer’s information with the Clipboard Copy feature
There may be times when you need to enter a volunteer’s basic information (such as name, address, phone number, etc.) into an outside word processing document. For example, some organizations may send letters to volunteers, or create award certificates. If you are doing this for multiple records, the most efficient method is to create a mail merge source file from Volgistics. However, this is not practical if you only need one volunteer’s information.
In this case, rather than copying and pasting each field (First name, Last name, Street 1, etc.), or manually entering the information, you can use Volgistics’ Clipboard Copy feature to copy the information from Volgistics to your computer’s clipboard. From there, you can paste the information into your outside document.
To do this, you must have the feature enabled and select the fields of information to copy. Help Topic 1150 shows how to do this. This only has to be done the first time the feature is used. Once this is completed, Help Topic 1149 shows how to use the Clipboard Copy feature.
Protect your account with strong passwords
Data security is often at the forefront of the news today. We strive to make your Volgistics account secure behind the scenes, and prevent unauthorized users from gaining access by using three-factor authentication for loginlogin, and security blocks to prevent repeated login attempts.
However, security experts feel that the greatest threat to security is the use of easy-to-guess passwords. Passwords such as the ones listed here make it easier for unauthorized users to gain access to your account. We encourage account Administrators to require strong passwords for System Operators. Experts recommend that passwords be at least 11 characters long. Click here for information on how to setup the password strength settings for your account.
Please note that if an unauthorized user does hack a password to gain access to one particular account, they will only have access to that account’s information. The data in other accounts is not accessible. Similarly, if a volunteer’s login information for VicNet is jeopardized, only that particular volunteer’s information is available in the VicNet account.
Creating and maintaining System Operator records
The credentials for the first Administrator in an account are created from the trial account information used when the account is started. Thereafter, the Administrator creates and maintains all System Operator records for the account. The Volgistics Team does not assign, or update, login credentials for operators.
Your account’s service level limits how many System Operator records can be in place. Each account has room for two operators by default. After this, the service level determines how many operators can be added.
You can view the System Operator records in your account by selecting Setup from the menu and then expanding the “System Operators” link. Each record has a “Date of Last Activity” field that shows when the operator accessed the system last. In some cases, such as if the record was updated, the “Date of Last Activity” will show that the operator has never logged in even if they have. In this case, you can search your account’s Event Log to see the last time the operator logged in. Your web browser’s Find feature (CTRL+F) can help you look for logins from one particular operator.
If you need to update or delete a System Operator’s record, select Setup from the menu, expand the “System Operators” link, and then select the operator’s name. To add a new operator, click the “Create a new operator” link.
Import and print schedule in Excel
Volgistics’ Schedule Reports are available in PDF format. However, there may be times you want to have the schedule in Excel format. There is not a report within Volgistics that is able to do this, but you can use the features in Excel to get the schedule information for a specific date into an Excel file. Here is what you will need to do:
- Select Schedule from the menu.
- Go to the date you want the schedule for.
- Click the Printable View link that appears in the upper left corner under the date.
- Highlight and copy the URL address in the URL address bar.
- Launch Excel if it is not already open. Do not exit Volgistics.
- Select File from Excel’s menu.
- Select Open from Excel’s menu.
- Change the file type dropdown to “All Web Pages (*.htm,*html,…).”
- Paste the URL address you copied in step 4 into the File name field.
- Click the Open button. There may be a slight delay while the information is transferred from the web page to Excel.
- Depending on your security settings for Excel and Windows, you may be prompted to enter your Windows login information.
- You can use Excel’s menu to save the file as an .xlsx file.
Use a Set to find records that have information in a spare field
There may be times when you need to find all the volunteers in your account that have information in a specific text field. For example, to verify the information in a field called School where you record the educational institution a volunteer attends, or attended last, it may be helpful to start by finding all of the records that have information in this field.
You can use the Sets feature to speed up this process. Simply make a Set rule based on the spare field that was used to create the field you need. Use the “does not contain . . .” option, leave the search field blank, and finish making your Set. You can now view the volunteers in the Set to see which records have information in the field you need. You can also limit a report to just the volunteers in the Set if you need a hard copy of the information.