Volgistics

  • July 13, 2018 11:05 AM
    Message # 6380435

    Hello everyone!  We are finally going to make the transition from spreadsheets to Volgistics.  If you use or have used the program, can you please help me answer these questions:

    We currently use e-tap for all records, and we have a concern about adding another database because then the volunteer information will be in 2 places.  We do all of our mailings from e-tap so they will need to be in there.  Do any of you have issues with this?  I was thinking instead of archiving them I would just delete them in volgistics and keep them in e-tap.  

    Is it easy to merge all of the names into volgistics?  Or do I have to enter each one manually?

    When a new volunteer fills out an application, are they automatically signed up for volgistics, or do I have to approve them?  

    If I put the schedule up online, can the volunteers request to work the shift and then I approve it?  I currently email everyone with the shifts and days available and they email me back.  I wait a little bit to schedule them because some volunteers can only help one day a month and I want to make sure they get that one day before the volunteers that can help 10 times.  

    What do you do for annual hours?  We have certain volunteers that just send in their hours at the end of the fiscal year, for example our graphic designer.  Is there an option to type in a specific amount even though there aren't dates?

    Is it easy to run reports to see how many hours were in different categories for the year?  Ex. Outreach/Education, Clinic, Office...

    Does it alert me when a volunteer changes their information?  I'm thinking about their mailing address since they will also be in e-tap.  

    I appreciate any other feedback you have! Thanks!

    Ashley

  • July 14, 2018 4:13 PM
    Reply # 6381593 on 6380435

    Hello Ashley!

    Here are more responses to your questions:

    We currently use e-tap for all records, and we have a concern about adding another database because then the volunteer information will be in 2 places.  We do all of our mailings from e-tap so they will need to be in there.  Do any of you have issues with this?  I was thinking instead of archiving them I would just delete them in volgistics and keep them in e-tap.  

    - I am not familiar with e-tap. But I appreciate being able to send email from Volgistics. When I go to a volunteer's record it can show many how many emails they have received from us and gives me a hint--- they are not responding to my emails or we are emailing them to much.  Volgistics also handles the Unsubscribing automatically as well as lets me know when a email is invalid (maybe it was entered wrong or no longer an existing email) and notifies me when someone "declines" my message.  

    Is it easy to merge all of the names into volgistics?  Or do I have to enter each one manually?

    - I was not at my org. when they merged into volgistics. But I have been with other organizations with other databases and its always a pain. I would try and back up all your data someway just in case. 

    When a new volunteer fills out an application, are they automatically signed up for volgistics, or do I have to approve them?  

    - You can see all applications and "receive" them (their term for accepting)

    If I put the schedule up online, can the volunteers request to work the shift and then I approve it?  I currently email everyone with the shifts and days available and they email me back.  I wait a little bit to schedule them because some volunteers can only help one day a month and I want to make sure they get that one day before the volunteers that can help 10 times.  e

    ----you can set the settings for each online form for your preference. You can approve or it can be automatic. Vicnet is a cool feature that we use for more advanced volunteers- where you post the schedule, they sign up, and you don't get notified. It's nice because don't have to schedule every volunteer BUT you still have to balance it with checking to make sure the volunteers are doing it.  Make sense? 

    What do you do for annual hours?  We have certain volunteers that just send in their hours at the end of the fiscal year, for example our graphic designer.  Is there an option to type in a specific amount even though there aren't dates?

    -----We are flexible- when staff/volunteers submit hours they can say Jane Doe volunteered 30 hours for the month of June. So we just enter the hours for 30 hours for June 30th. We have a few fiscal year volunteers as well and I would enter their hours like 100 hours on Dec 31st. 

    Is it easy to run reports to see how many hours were in different categories for the year?  Ex. Outreach/Education, Clinic, Office...

    ---- fairly easy once you get them set up. I wish reporting functions where EASIER with volgistics. 

    Does it alert me when a volunteer changes their information?  I'm thinking about their mailing address since they will also be in e-tap. 

    -----They can change their information if you set them up to use VICNET. In that case it does not notify you. Most of my volunteers just let me know of changes and I do it for them. 

    I hope this helps!!!! 

    For volunteer records I have used ACCESS, Spreadsheets, Raisers Edge, CRM Dynamics,  Salesforce, and volgistics. CRM Dynamics was by far my favorite because the org I was with let me customize it to fit the volunteer services needs (spendy but we got a grant) Volgistics is my second favorite. 

  • July 16, 2018 9:45 AM
    Reply # 6383398 on 6380435

    Thank you so much for taking the time to answer my questions!  I really appreciate it.

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