Print service report for a single archived volunteer record
There may be times you want to print service reports for archived volunteer records. One way to do this is to create a custom Excel report that contains service information for all archived volunteers. Help Topic 1997 shows how to do this.
Archived records also show automatically on Service Detail and Service Summary reports. However, if you want to run one of these reports for just one, or a few, archived records, you cannot use the tags feature to do this like you can with non-archived records. However, you could do this by using the Flags feature. Here is what you will need to do:
- Make a custom Flag such as “Archived (Include on Reports)”
- Add this Flag to the archived volunteer records you want included on the report.
- Run the Service Detail or Service Summary report you want. On the Include tab, choose “Any of these” under Flags and check the box for the Flag you created.
You can learn more about how to “Print a Report for a Single Archived Volunteer” in Help Topic 1120.
Set schedule calendar to default to a specific date or month
If you’re using Volgistics for an event that will take place in the future, you may want to setup the schedule calendar to default to a specific date or month. This makes it easier to use because you will not need to change the view each time you access the schedule. If volunteers self-schedule through VicNet or VicTouch, this updates their schedule default as well.
You can set this up on the Scheduling Ground Rules page by:
- Select Setup from the menu.
- Expand the Scheduling link.
- Select Ground rules.
The default settings are under the Additional options heading. Remember to click the Save button after changes are made.
Use the Find fields, and the Advanced options, to locate volunteer records.
When you’re searching for specific groups of volunteer records, the Basic options on the Volunteers page provide a powerful search tool. For example, to locate just Active Adult volunteers, select “Active” from the Status dropdown and “Adult” from the Type dropdown, and then click the “All” link.
However, there are more features available to assist you in locating volunteer records. There are Find fields on the Volunteers page that can be used to search for records based on the first name, last name, number, email address, or group name on the record. The Find fields also include a wild card character that can be entered for a wider search.
There are also Advanced options that allow you to fine tune your search. For example, you can choose to include or exclude multiple Statuses, Types, Flags, or other conditions. The Advanced options also allow you to search for archived volunteer records. To do this, check the “Archived volunteers” box before you click the “All” or letter links.
Help Topic 2023 explains more about the tools available for looking for volunteer records.
Offset costs by placing advertisements on VicNet
If your organization uses the scheduling substitute volunteersVicNet module, you may be interested to know that you can place advertisements on the VicNet Home page. These ads can be used as part of your fundraising efforts or as an exchange for services. For example, if you provide lunch at a volunteer training, you might find a caterer willing to do this in exchange for an advertisement. These ads can contain an image and a link to a URL address.
Help Topic 2288 “Advertising on VicNet” offers details on image and file sizes as well as directions on how to set this up.
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.