Post documents for volunteers to download on VicNet
If your organization uses the VicNet module, you can post documents on the Home tab for volunteers to download and print from their home computers. These could be informational files such as volunteer newsletters or manuals. Or they could be items you need volunteers to complete and return such as background check forms or parking pass applications.
By placing these on VicNet, you can avoid making the documents available to everyone on the Internet because only your volunteers can login to VicNet. Another advantage is that you can complete the steps yourself without requiring your web site designer to place a link on your organization’s web site. You can add documents to the Home tab of VicNet by uploading those documents to your Mailbox Documents Tab and then setting up a Document Link Box for the file.
Clean up your report list by deleting multiple reports at a time
As you or other system operators use Volgistics’ reporting features, your ‘Print’ page may accumulate a large number of custom reports. Some of these may be automatic reports or other useful reports that will be used again in the future, while others may have been created just for one-time use. Deleting reports that you have no further need of can be a great way to keep your ‘Print’ page navigable and concise so that users can quickly find the custom reports they’re looking for.
You can delete one report by selecting it from the ‘Print’ page and clicking the ‘Delete it’ button, but if you’d like to delete multiple reports at a time you can use the ‘Delete multiple reports’ button located at the bottom of the ‘Print’ page. This will generate a dialog box allowing you to check all of the reports you’d like to delete, and to delete them all at once.
Customize which fields show on the Volunteers Page
By default, the Volunteer List page shows the Name, Tag, Group name, Street, City and Status fields in new trial accounts. However, you can customize the fields that are shown here to make this page more usable for your organization. To do this, you will need access to the Setup page. Help topic 1202 provides instructions on how to customize these selections.
You may wish to avoid selecting too many fields because this will make the page hard to read if your monitor isn’t wide enough to show all the columns. When using the Volunteers Page features, you can click on any of the column headings to sort by the column of your choice. You can also use the Search bars under the headings in each column to filter the Volunteer List you’ve generated based on specific field criteria. Defaults will be restored when you leave the page.
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.
Your organization may have a Fiscal Year (also sometimes called a Budgetary or Financial Year) that differs from a standard Calendar Year. While a Calendar Year is measured from January 1st to December 31st each year, a Fiscal Year may begin on the first day of any specific month, and end on the last day of the preceding month in the following year.
The Tags feature in Volgistics provides a useful way to temporarily mark multiple volunteer records so you can perform tasks for all of these records at once. Help topic 2137 explains more about what tasks you can perform for tagged records.
Here are some helpful things to keep in mind when using the Tags feature:
Tags only stay in place during the operator’s current session or until they are cleared. If you need to mark records so you can identify them when you log in again, use the Flag feature as shown in Help topic 2140.
Each operator in your account will only see records that he or she tags. If another operator at your organization is logged in at the same time, his or her tags will not show on your computer—and vice versa.
Tags are cumulative for your session unless they are cleared. For example, if you tag 8 records and perform a task, and then tag 5 more records without clearing your tags, the next task you perform for tagged records will be made on 13 records.
You can clear tags by un-checking the box on individual records, or you can clear all tags at once by clicking the ‘Clear all tags’ button found under Tags on the menu.
Create clickable links to your Application Form from the Opportunity Directory
To create an HTML link that visitors to your Opportunity Directory can click on to navigate directly to a particular Application Form, you can enter your application form’s URL as the ‘Web site’ for the Assignment records you advertise (so long as you’re not already using your Assignments’ ‘Web site’ field for other purposes). Since the Opportunity Directory doesn’t include any native features for linking to application forms, this can be an effective workaround.
The ‘Web site’ field for your Assignment records can be found on the ‘Assignment’ tab. When you include Assignments’ Web Site information on the Opportunity Directory, it will appear as a clickable hyperlink, allowing visitors to click on that link to be directed to that web site – in this case, a corresponding Online Volunteer Application Form.
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 login, 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.
If your organization needs to keep track of when volunteers do not show up for scheduled assignments, Volgistics can help. The first step is to make sure all volunteer service for the date in question has been entered into the system. When this is done, you can create a Set to look for volunteers who were scheduled on a certain date, but who do not have any service recorded for that date. Help topic 2320 shows how to do this.
Once you identify the volunteers who were absent, you can use Volgistics’ Service Measure feature to keep track of the date and assignment they were absent from. Help topic 2275 shows how to create, and use, a Service Measure to do this.
National 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 15-21, 2018. Australia’s volunteer week is scheduled for 21-27 May 2018 and the United Kingdom’s is scheduled for 1-7 June 2018.
There 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 found here.