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.
Volgistics’ matching features for volunteers and assignments were recently revamped to make them more user-friendly and practical for regular use. Now, in lieu of categories or ‘levels’ of matching, volunteers are now considered as matching – or not matching – an assignment based on the criteria selected for that assignment record.
The revised matching features can be a great way to place volunteers in assignments based on specific requirements or qualifications they possess, helping service to be allocated efficiently. Matching can be used to find volunteers who fit the needs of particular service events or locations, and can even be setup to determine eligibility for those assignments, automatically allowing volunteers to schedule themselves where they’re a good fit. Help topic 2249 explains more about the new Volunteer & Assignment Matching features, and you can learn more about the update itself in our blog.
Add links to training videos, web pages, and more on the VicNet module.
If your organization uses the VicNet module you can place a link on the Home tab of VicNet to training materials the volunteers need. Volunteers can login and click the link to be taken to the web address that has the information. This allows you to post links to training sites for your volunteers, but not make these links available to the general public.
Please note that there is not a way for the actual content of the web site (i.e. the training video, document, PowerPoint, etc.) to be hosted through Volgistics. You will need to host the material on your organization’s web site, host it on a third party’s site (such as Screencast or YouTube), or use an existing web site that already has the material in place.
The setup uses an image as the link to the URL address. Once you have an image to use, follow the process shown in help topic 2288. It will work the same even though you’re not setting up an advertisement. You can see an example of how this is used to link to the Volgistics’ volunteer training videos in our Sample accounts.