Tip of the Week July 23, 2018

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.

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Tip of the Week July 16, 2018

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.

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Tip of the Week July 09, 2018

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.

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Tip of the Week July 02, 2018

Sort the columns of information in the Volgistics Mailbox

The Volgistics Mailbox consists of the In Box, Out Box, Applications, Service, Help E-mail and Documents tabs. Each of these tabs is shared by the System Operators in your account (or all operators from the same Site if Site Level Access is enabled). As the number of items on a tab increases, it can become difficult to find the specific item you’re looking for.

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.

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Tip of the Week June 25, 2018

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.

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Tip of the Week June 18, 2018

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.

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Tip of the Week June 11, 2018

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.

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Tip of the Week June 04, 2018

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.

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Tip of the Week May 28, 2018

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.

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Tip of the Week May 21, 2018

Fiscal Year, Calendar Year, and YTD Statistics

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.

Setting your Volgistics Fiscal Year is important to ensure the accuracy of Statistics, Service Summary Reports, and Award criteria in your Volgistics Account. In Volgistics, “YTD” statistics always refer to your organizations’ Fiscal Year-To-Date, or the elapsed period in your current Fiscal Year. Such statistics are used for award and report ranges, and appear on the ‘Core’ tab of volunteer records, the ‘My Service History’ tab of VicNet, and the ‘View my service’ page of VicTouch.

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