Include the Source, Batch, or Directive fields for service entries on Service Details Reports
Service Detail reports are designed to provide specific information about service entries that appear on the volunteer’s Service tab. When you create a custom Service Detail report and select to list volunteers on the Options tab, you can include volunteer fields on the Fields tab. Listing volunteers allows you to select the Source, Batch and Directive fields.
The Source field is beneficial because it shows how the service was entered. “Manual” means a System Operator entered the service, or edited a service entry. “VicNet” means the service was entered by the volunteer on the Time Sheet tab of VicNet, and “VicTouch” means the entry was created by the volunteer signing in through VicTouch. Including the Batch field will show the batch number service was posted under if any apply. The Directive field will show which Service Measure, if any, the service entry was applied to.
Simplify VicNet access for users who have a volunteer and a Coordinator record.
If your organization uses the VicNet module, you may have users who have a volunteer and a Coordinator record in the system. In this case, the user would need to enter the appropriate login name and password combination each time to be taken to either their volunteer or Coordinator VicNet account.
These records won’t be linked in any way, so the user must take care to manage the login name and password for each record separately. This is especially true when setting or resetting passwords. If the email address and password are both set as the same values for both records, the user will see an option when logging into VicNet to select between their volunteer and Coordinator accounts when they login to VicNet. Help topic 1093 explains more.
In Volgistics, volunteers’ Schedule and Service are tracked separately. The Schedule is an estimation of when volunteers are expected to serve in the future, while Service is a record of when they actually served in the past. The Schedule does not become Service automatically, but Volgistics’ Post page includes a valuable feature for posting volunteers’ Schedule for a chosen day as Service manually.
Posting volunteer service based on their schedule for a chosen day can be a quick and easy way to convert the Schedule into Service. This affords the opportunity to omit volunteers who were absent, and to make adjustments for tardiness or other last-minute changes. Help topic 2202 explains more.
Print blank application forms to create paper applications
While online volunteer application forms provide a way to collect new volunteer information online, you also have the option of printing blank versions of these forms for venues where it will be necessary or more practical to have paper copies for applicants to take home and fill out.
Having paper copies of your application may allow you to hand these out to prospective volunteers in the field, or to those who may not have computer or internet access. This method will necessitate manual entry once the paper applications are returned, but can be a way to reach additional prospects.
Blank forms can be generated from the Setup menu in PDF format. Help topic 2554 explains more.
Use the email validity icon to determine if a volunteer’s email is accurate
When you send email through Volgistics, the system automatically tracks if the recipient’s email address is valid and uses an email validity icon on the Core tab of the volunteer record to identify its status.
By default, a volunteer’s email address is considered invalid if the last three messages sent have failed. If you wish to change the default to something different than three, you can do this by following the steps in help topic 2066.
Help topic 2065 explains more about the email validity icon and what each color of the icon means. You can also create a Set to find groups of volunteer records with a certain email validity marked. Help topic 2067 shows how to do this.
As your Volgistics account grows, you may find that you have a lengthy list when you select Sets from the menu. The list of Sets is alphabetized by the name that you give to the Set, but it may be difficult to find the Set you need from a long list.
One thing that can help is to start your Set names with the function the Set performs. For example, instead of naming Sets “January Birthdays,” “February Birthdays,” “March Birthdays,” etc.; name them “Birthdays in January,” “Birthdays in February,” “Birthdays in March,” etc.
This will cause all the birthday Sets to be grouped together under “B” on the list instead of under “J” for January, “F” for February, “M” for March, etc. This bit of extra organization can help you locate the Sets you need more efficiently.
If your account’s service level includes the VicNet or VicTouch modules, you may want to review usage at times. This allows you to make informed decisions about whether the module is being underutilized and more training is needed, or if you want to remove the module from your service level altogether.
If you have access to your account’s Setup page, you can do this by:
Select Setup from the menu.
Expand the “Account management” link.
Select “Account status.”
The Vic Activity section shows usage and the date the counts were reset last. If you want to start a fresh count at zero, click the Reset button beside the module you want to reset.
Many organizations are required to have an up-to-date W-9 form from companies that they do business with. For convenience, we update our W-9 form regularly and you can access it online. This allows you to save the W-9 form as a PDF document, or print a copy of the form without downloading it.
Please go to the following URL address if you need a copy of our current W-9 form:
Archive old help inquires to “clean-up” your mailbox
The “Help E-mail” tab of the Mailbox is designed to provide a reference for System Operators. All System Operators in the account can review past questions and responses in case they find the information helpful. However, there may be past help inquiries that are simply thank-you responses, or that may not be helpful to any operators except the Administrator.
To “clean-up” these correspondences, the Administrator can archive the unwanted items. When this is done, the responses will only be available to the Administrator(s). To see them, the Administrator will need to check the “Include archived inquires” checkbox on the “Help E-mail” tab. To archive simply click on the Subject of an inquiry and then click ‘Archive’.
System Operators can check their own system access rights and find their account’s Administrator
Volgistics allows each account’s Administrator(s) to set user levels and other rights for each System Operator for their account. If you’re a System Operator and you don’t see a menu item, tab, field, or button, you can check if your System Operator rights allow access and find who is listed as the Administrator(s) for your account. Here is how to do this: