Use a second monitor to show the Who’s Here page at VicTouch sign-in kiosk
Organizations that use the VicTouch module to record volunteer service sometimes want volunteers or Coordinators to be able to quickly see which volunteers have arrived. You can do this by connecting a second monitor to the computer that runs your VicTouch station. Once the monitor is functional, a System Operator will need to initially setup the display by following the directions under the “Full page” heading in help topic 2307.
If you do not want volunteers to be able to edit their own service entries, you will need to either use a non-touch screen monitor as the second monitor, or mount the second monitor to the wall where people cannot reach it.
Setup automatic reports to remind you to change a youth volunteer’s record when they become adults
Many organizations separate adult and youth volunteers by giving them different Types in their account such as “Adult” and “Junior.” There is not a way to automatically change the volunteer’s Type when they reach a specific age, but you can create a report to automatically be run to remind you to update their records.
To do this, first create a Set to identify volunteers who have the “Junior” Type but now have an Age higher than the age category’s coverage. You will need to use the “Their Type” and “Their Age” Set rules. Once the Set has been created, create a custom Volunteer List report and select the name of the Set you created on the Include page. Save the report to run automatically on a weekly or monthly basis to remind you to update these volunteer records.
Optimize PDF file sizes for more efficient delivery and quicker file opening speeds
With Volgistics, you can include PDF documents as attachments that you send to your volunteers or Coordinators. When you do this, it is a good practice to always optimize the file you’re sending. This reduces the file size, which has a number of advantages. It assures your message will be delivered if the recipient’s ISP limits file sizes, it allows your message to be processed faster which could speed up delivery, and the file will also open faster when the recipients view it.
The method you use to optimize the file will depend on the program you use to create it.
If you use Microsoft Word and the “Save as” function to save in the PDF format, select “Minimum Size (publishing online)” as the “Optimize for” option.
If you use Adobe Acrobat, use the PDF Optimizer under the Advanced menu.
If you use a different method, program, or version of one of the programs listed to create your PDF files, you may need to search the Internet, or refer to the program’s help documentation for information on how to reduce the file size.
To make finding what you need easier, you can sort each tab’s information using the column headings. For example, to reverse the order of items on the In Box tab from the most recent at the top and the oldest at the bottom, click the heading at the top of the Date column. Now the tab will be sorted with the oldest items at the top and the most recent items at the bottom. Or, to sort the information on the tab according to which System Operator it was sent to, click the heading at the top of the To column. Now the tab will be sorted alphabetically according to the operator’s first name.
Keep billing contact’s email address up-to-date to ensure account information is received
In many organizations, the person responsible for paying the account’s service fees and managing invoices and receipts may not actually be an account Administrator. To allow this person to receive billing notices, Volgistics provides a separate email address for the account’s billing contact. This email address can only be configured via the secure Volgistics Store, so there is not a way for the address to be updated by restricted system operators or the Volgistics Team.
However, each account’s Administrator, or a person with the Accounting Access Code for the account, can sign into the Store and easily update the billing contact’s email address. Help topic 1019 has step-by-step directions on how to do this.
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.