Customize VicTouch Access and Exit Codes

Tip of the Week May 13, 2019

If your 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:

  1. Select Setup from the menu.
  2. Expand the VicTouch link.
  3. Select Ground rules.

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.

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Archive Inactive Records to Keep Service Information and Save Money

Tip of the Week May 06, 2019

Your Volgistics database is divided into archived and non-archived sections. The Archive is designed for long term storage of inactive volunteers. In your account’s service level, archived records cost significantly less because they have more limited functionality than non-archived records. For example, archived volunteers cannot be tagged or scheduled, access VicNet or VicTouch, or receive email or text messages, and will not appear on birthday lists or most reports.

Administrators can arrange to archive volunteers regularly when they are no longer actively serving. This can help the account keep its non-archived service level value lower in order to reduce its ongoing monthly service fee. Sets can be created to find active volunteers who have not served recently so that they can be tagged and archived via the ‘Tags’ page. In the case of seasonal or returning volunteers, those archived records can be restored from the archive at any time.

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Protect Your Account with Strong Passwords

Tip of the Week April 29, 2019

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-part 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.

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New Volgistics Feature: Text Message Opt-In on Application Forms

We are excited to announce that you can now allow prospective volunteers to opt-in for text messaging when they fill out an application form.

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:

  1. Click Setup from the menu.
  2. Expand ‘Online Forms’ then click ‘Volunteer Application Forms’.
  3. Click on the name of the form you’d like to add the text messaging option to.
  4. Choose ‘Fields’.
  5. Scroll down to ‘Message Preferences’ and check the box to ‘Allow text opt-in’.
  6. 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 look like:

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

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Track Messages Received by Volunteers on the History Tab

Tip of the Week April 22, 2019

Each time a volunteer is a recipient of an email, text, 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 items.

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 2064.

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Run Service Reports for a Single Site, Place, or Assignment

Tip of the Week April 15, 2019

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 Help topic 2099.

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.

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Volgistics Update: Automatic Height for Embedded Forms

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.

This is the old style, with a scrollbar
Here is the new style, with the height set automatically and no internal scroll bar

Here’s how you can find the updated code for any new or existing application form:

  1. Choose Setup from the menu
  2. Open Online forms
  3. Click Volunteer application forms
  4. Click the name of the form that you’re working with
  5. 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.

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National Volunteer Week (U.S. & Canada)

Tip of the Week April 08, 2019

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 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.

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.

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Finding a Volunteer’s Application Date And/Or When the Record Was Added to Your Database

Tip of the Week April 01, 2019

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 application.

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.

Once an 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.

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