Including attachments with email you send is a great way to get things like blank forms, volunteer newsletters or handbooks, and invitations to your volunteers. While you could always send attachments through Volgistics, you were limited to just one with each message, and you had to upload it before composing the message.
Now you can upload files while composing a message
As always, you’ll be able to choose a file you’ve already uploaded from the dropdown list. When you do, it’ll be added to the attachment list, along with a Remove link you can use if you change your mind. You can also use the New Attachment button if the file you want isn’t in the list yet.
You can attach as many files as you want
But there are still limits. Many email providers will reject messages that are larger than 10 MB, but some will take them. So there’s a warning when the total size passes that mark.
And there are very few providers who accept messages more than 25 MB, so you won’t be allowed to send messages that large.
organization uses the VicTouch module, please
note we recommend using it in kiosk mode whenever possible. The kiosk mode
causes the display to fill the entire screen. This hides the URL address and
web browser controls to make access more secure. You can find information on
starting the module in kiosk mode in Help Topic 2289.
If you start the
module in kiosk mode, you need to enter a special code to exit the module.
There is also a unique VicTouch access code for your account that is part of
the URL address entered to start the module. You can customize either of these
in your account if needed. To do this:
Setup from the menu.
the VicTouch link.
The access code
is located under the Startup heading
and the exit code is located under the Exit
Code heading. Remember to click the Save button after you make any changes.
Data security is
often at the forefront of the news today. We strive to make your Volgistics
behind the scenes, and prevent unauthorized users from gaining access by using
three-part authentication for login,
blocks to prevent repeated login attempts.
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
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.
We are excited to announce that you can now allow
prospective volunteers to opt-in for text messaging when they fill out an
If you already have VicNet then text messaging is included in your account at no additional cost.
The Volgistics text-messaging
feature provides an additional option beyond email for you to communicate
with your volunteers and Coordinators.
If you already have VicNet then text messaging is included in your account at
no additional cost. You do not need to include anything else in your service
level, and you’re not charged based on how many text messages operators
send, or the number of automated text reminders that are sent.
Plus, it can be enabled in a few simple steps with no need to adjust the code on your website.
Texts are a great way to send quick messages, schedule reminders, or important updates to your volunteers. In fact, 91% of all US mobile users keep their phones in reach at all times and 90% of texts are read within 3 minutes of delivery. Giving prospective volunteers the ability to opt-in to texting when they apply helps ensure you have the volunteers’ most reliable and preferred method of communication. Plus, it can be enabled in a few simple steps with no need to adjust the code on your website.
To get started and add text messaging as an option on your applications:
Click Setup from the menu.
Expand ‘Online Forms’ then click ‘Volunteer Application Forms’.
Click on the name of the form you’d like to add the text messaging option to.
Scroll down to ‘Message Preferences’ and check the box to ‘Allow text opt-in’.
Click the ‘Save’ button to apply the change.
We recommend setting the default option to Text in order to improve opt-in rates for new volunteers.
That’s it! If your application form is currently on your
website you should see the changes you made immediately. Here is what it might
Enabling the feature is simple and has features for Coordinators and Operators as well.
You can learn more about how to set up your application forms to allow applicants to opt-in to text messaging in help topic 1313 “Text Message Opt-In on Application Forms.”
If you have VicNet but are not using text messaging and would like to, enabling the feature is simple and has features for Coordinators and Operators as well. You can add text messaging to your account by following the steps outlined in help topic 1290, or watch the video guide here.
Please let us know how you like this new feature, or contact us if you need assistance with adding the text message opt-in to your forms. You can reach us by selecting Support from the menu in your account, or you can fill out the public form at www.volgistics.com/support.htm.
Each time a
volunteer is a recipient of an email,
or Vic Mail
message from your account, an entry is added to the Messages section of the
volunteer’s History tab. This feature tracks custom email and text messages
sent by System Operators as well as automatic messages such as schedule
reminders and reminders sent for Checklist
If a message
fails to be delivered for some reason, and the recipient’s system generates a
reason for the failure, the system records information about why the message
failed. By default, the system looks at the last 3 email or text messages sent
to determine the volunteer’s email
validity and text message
validity. You can change this
default in your account’s Setup.
You can learn
more about how messages are tracked on the History tab in help topic
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
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.
Embedding an application form into one of your webpages makes the form appear as part of your own website.
The downside to this approach has always been that the form often includes a scrollbar, or it requires you to manually figure out and set the height in your HTML code. But the height can change if you update the form, or if a submission is missing required information, causing a scrollbar to appear anyway.
To avoid these complications, Volgistics has introduced a new feature to automatically set the height for these forms. It requires you to copy and paste a small amount of code to your page, but you’ll never have to adjust the height again. For existing forms, you’ll basically remove the old link and paste in the new code.
Remember, if you’re not familiar with editing HTML code, you can just pass the copied code to your IT team or your site’s webmaster.
Here’s how you can find the updated code for any new or existing application form:
Choose Setupfrom the menu
Open Online forms
Click Volunteer application forms
Click the name of the form that you’re working with
Under the Links heading, you’ll see the new code under Embedded Form.
You can copy the code and paste into your webpage, wherever you would like the form to appear. If you’re updating an existing form, just be sure to remove the old iframe code first, otherwise you’ll have two copies on your page.
After you’ve added this to your website, let us know what you think! We’re always eager to hear from you about the new features we put out and how they’re helping you to accomplish your mission.
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 7-13, 2019.
Australia’s volunteer week is scheduled for 20-26 May 2019 and the United
Kingdom’s is scheduled for 1-7 June 2019.
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
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
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.
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.