Frequently asked questions

Getting started

How do I get started?

Start by signing-up for a free trial account. This takes just a few minutes, and you only need to provide basic information about your organization. Once you're ready to subscribe, just enter your payment information and you're all set. Sign-up up for a free trial now.

How does the free trial work?

The free trial gives you a chance to try-out the system before paying for the service. Trial accounts work just like paid accounts, except for a 50 volunteer record limit (and your printed reports include a 'Sample' watermark). Free trials are good for up to 30 days from the day you sign-up. If you decide you want to use Volgistics before the end of the trial period (or within 120 days of when your trial expires), you can enter your payment information and keep any customizations you made or information you entered during the trial.

Can I get started without the free trial?

If you know you're ready to subscribe now, you still start by signing-up for a free trial account. This takes just a few minutes, and you can enter your payment information right away if you want to skip the trial period.

Is there a way to import information from my current database?

Yes. Visit the Conversion page for information about tools and services you can use to transfer information from an existing database into your Volgistics account.

Is there a phone number for Volgistics?

Volgistics has developed an excellent system of providing support through electronic means rather than a call center. Therefore, we do not have a call center telephone number. At first this may seem surprising; however our customers soon learn to rely on our rapid response to questions and the accuracy and completeness of our answers. At any time simply click the help tab and post an inquiry. Not sure what help topic you need, post an inquiry. If you're questioning the best way to set something up, post an inquiry. The Volgistics Team will respond promptly. It's free, it's unlimited and it never expires.

Providing support online rather than by telephone helps us keep Volgistics rates low and allows us to provide rapid support during more hours each day. Our support team is located in Michigan and each member has gone through extensive training.

Our support team is available to answer your question weekdays from 8am to 9pm EST. On Saturday, we are available from 11am to 4pm EST. Additionally, a support team member(s) will log in at least once Saturday evening and three times throughout the day on Sunday.

If you have a question simply click the "Get Help" tab; or select Help from the menu from within Volgistics and post your inquiry; or just click here. The Volgistics Team will respond promptly. We can answer most inquiries right away. The final resolution of some technical inquiries may take longer

Return to the top

How it works

Can I use Volgistics anywhere, anytime?

Yes. You can work with your volunteer records from anywhere you have an Internet connection - at the office, on the road, from branch offices, in the field, or at home. Your volunteer database is always up-to-date and at your fingertips.

Why don't I need to install any software?

Instead of installing software on your computer, you use the Volgistics system over the Internet through your web browser. Volgistics operates from a centrally located, secure data center. You don't need to worry about installing or maintaining any software, or losing valuable data due to computer or human error: your data is backed up for you, continually. New features are added automatically so you never have to purchase or install software upgrades.

What type of computer do I need?

Any computer from which you can access the Internet, and any popular web browser. You can use Volgistics from either a PC or a Mac. See complete System requirements.

Can more than one person use the system at a time?

Yes. Each Volgistics account comes with space for two different users, and you can add as many additional users as you need. Each user can be in the system at the same time as the other users. However, two different people cannot access the system at the same time using the same Volgistics user login name. There is never any limit to the number of volunteers who can access the system through VicNet or VicTouch.

What kind of Internet connection do I need?

You can access your information from any computer that has any kind of Internet connection, including dial-up connections and AOL. A high-speed Internet connection, such as DSL, a cable modem, or T1 is recommended for locations where you'll access Volgistics frequently (such as your office).

What happens if my Internet access is down?

You can access your information from any computer with an Internet connection. If your connection to the Internet is down you will not be able to access your account until you restore your connection, or move to a computer that has an Internet connection available. See complete System requirements.

Does it work with IE9?

Yes, you can use Volgistics with Microsoft Internet Explorer version 5 and later, including IE9, as well as other web browsers including Firefox and Safari. See complete System requirements.

Return to the top

Security and privacy

Why is it safe for me to send my data over the Internet?

Volgistics encrypts information as it travels across the Internet using industry-standard Secure Socket Layer (SSL) technology. SSL helps ensure that your information is protected during transmission over the Internet. This is the same technology used to protect online banking services, and for protecting credit card information at online stores. Volgistics uses 128-bit SSL encryption on all transactions. See complete Security information.

What is 128-bit SSL encryption?

128-bit Secure Socket Layer (SSL) encryption is the highest level of encryption currently supported by commercial web browsers. This is the same type of security used by many financial institutions.

How reliable is Volgistics?

Volgistics monitors its systems for reliability 24 hours a day, 7 days a week. Located in its own secure data center, the system includes redundant servers, backup power, and multiple network links. Learn more about the reliability of Volgistics. See complete Reliability information.

Is Volgistics available 24 hours a day?

Yes. You can access Volgistics any time via the Internet. Occasionally, we may need to take down the system for regular maintenance. We always try to perform these kinds of maintenance during non-peak periods.

Do you backup my data?

Yes. Volgistics protects your volunteer records by storing your information on firewall-protected servers, and redundant disk drives. In addition to always maintaining two copies of your data to help ensure that a hardware failure will not affect you, Volgistics automatically backs up your data every day so that your information is protected.

How do you ensure no one else can access my data?

Volgistics stores your data on firewall-protected servers. You have control over who can access your account and what they can see and do. Once you sign up, only the people whom you explicitly authorize can access your information. Each user has a unique login name and password, and you can track their activity in an event log. See complete Security information.

Can Volgistics see my information?

Your data belongs to you and no one at Volgistics has access to your password. No one can see your information unless you authorize it. There may occasionally be database conditions or maintenance procedures that require authorized Volgistics employees to view raw data file content. In these cases, information is seen only in an aggregate form. Employees who perform such maintenance do so in compliance with our Privacy Policy.

Does my browser need to allow cookies?

No. You can use Volgistics even if your browser does not accept cookies. If your browser does accept cookies you can tell Volgistics to remember your account number and login name at your computer, which saves you from having to enter them when you Login. If your browser is set to reject cookies you can still use Volgistics, you'll just need to enter your account number and login name each time you Login.

Can I get my data back if I want to?

Yes, You can retrieve copies of the volunteer information you store in Volgistics in a standard (Excel) spread sheet file as often as you'd like, anytime you want to. You can even schedule this so that you automatically receive a copy of your database on a regular basis, such as once a month. More information.

Return to the top

Cost

What is included in the monthly service fee?

You get around the clock access to Volgistics for up to two users (or more if you choose), This includes automatic upgrades; automatic data backup; online application forms and opportunity directories; and online technical support.

If you use the optional VicNet module, your service fee also includes unlimited around the clock access to VicNet for your volunteers and coordinators.

If you use the optional VicTouch module, your service fee also provides for an unlimited number of VicTouch transactions from as many different touch screen kiosk stations as you choose.

Rates vary depending upon the number of volunteer records you wish to track in the system; the number of system operators you want; and any VIC options you select. See Cost for details.

Can I have more than two users?

Yes, you can add as many additional users to your account as you choose. Your monthly service fee increases as you add additional users (after the first two). You may add users one at a time (there's no need to add users in blocks of 5, for example), so you can add exactly the number of users you really need.

Are there licensing fees or other start-up costs?

No. All you pay is the monthly service fee. There is no software to buy or license, and no ongoing or long-term commitment. Your start-up cost is just the first month's service fee, and you can cancel at any time.

If you choose to have any existing volunteer database converted through our Jump-Start service, a data conversion fee does apply (a free data conversion utility is also available).

What are the optional services?

The optional services include VicNet and VicTouch. There is an additional monthly rate if you want to use these services. You can add or drop either of these services any time you choose without any change to your information in Volgistics.

How do I pay for Volgistics?

For fastest service, pay for Volgistics on-line at the secure Volgistics Store. You can pay online by credit card or electronic check. If you prefer, you can mail a check. Accounts paid by mail are activated after payment is received and processed.

See the complete Payment Terms for details.

Can I pay with a purchase order?

One way we keep Volgistics rates low is to reduce the cost of collecting service fees. We do this by collecting service fees electronically, online; or by check. For this reason we do not accept purchase orders as payment for service fees. See the complete Payment Terms for more details.

If you need to use a purchase order internally to initiate the generation of a check, you can optionally print an Invoice for Volgistics that includes your purchase order number. To do this:

1. Visit the Rate Calculator.

2. Choose your service level.

3. Click the "Get an invoice" button.

4. Enter your purchase order number and then print the Invoice.

Do not send Volgistics your purchase order. Purchase order numbers may be listed on Invoices for your internal accounting purposes only. Your account is activated (or your service extended) once you enter your online check information; or, if you choose to mail your check, once your check is processed at Volgistics.

Are there not-for-profit discounts?

Most of our customers are not-for-profit organizations involved in a wide range of important community service, health care, recreational, educational, cultural, and civic endeavors. Our service fees are set with the fiscal realities common to not-for-profits in mind. While some for-profit organizations also use the service, they typically do so as part of outside philanthropic efforts. For these reasons the Volgistics service fees are the same for all.

Return to the top

VicTouch

Can we have more than one VicTouch workstation?

Yes. You can run VicTouch at as many locations as you'd like. If you have more than one VicTouch station, Volunteers can sign-in at one station, and sign-out at another. Remember that each station requires a PC with an Internet connection.

Do I need a touch screen monitor to use VicTouch?

If you choose to use the optional VicTouch module with Volgistics, we suggest that you use VicTouch at a touch screen equipped PC. A touch-screen monitor is not required at the computers where you use Volgistics.

For testing or trial purposes, you can run the VicTouch module at any PC that has an Internet connection. Simply use the mouse to simulate 'touches' on the screen.

It is possible to use VicTouch at a PC does not have a touch screen monitor (volunteers would use a computer mouse to select buttons), however touch screen monitors generally provide an interface that is easier to use than a mouse. Some volunteers may not be familiar with the use of a mouse, others may be accustomed to a left-handed mouse rather than one that is setup for right-handed users. If your VicTouch station(s) are located in public areas, touch screen monitors are more secure than a computer mouse.

Where do I get a touch screen monitor?

Volgistics does not sell touch screen monitors. However there are many touch screen monitor vendors around.

If your organization has an information services department, they may already have established sources for hardware from which they can purchase a touch screen monitor. For example, Dell Computer sells touch screen monitors

You can also find touch screen monitor vendors online. If you perform a simple web search for 'touch screen monitors' you'll find a variety of different vendors.

How much are touch screen monitors?

Touch screen monitor prices are available online at many of the touch screen monitor vendor's web sites. Prices vary depending on the type and size of monitor you choose, and whether or not the monitor has a PC built into it (your touch screen monitor must either be attached to a PC, or have a PC built-in to it).

Should I get a resistive or capacitive touch screen?

Touch screen monitors come in two varieties, resistive and capacitive. You can use VicTouch with either variety, although capacitive monitors are generally recommended.

Resistive monitors respond to pressure from anything on the screen, but their surfaces are a bit less durable. Capacitive monitors respond only to the touch of an ungloved finger, but are more durable.

With a resistive monitor, you can touch the screen with just about anything: gloved or ungloved fingers, the end of a pen or pencil, the edge of a credit card, and so forth. Choose a resistive monitor only if your VIC workstation will be in a location where arriving and departing volunteers would be wearing gloves.

While capacitive monitors respond only to the touch of an ungloved finger, their surfaces are harder and better suited to the kind of un-attended, high-volume access your VicTouch station may receive.

Should I get a flat panel or a regular monitor?

This is up to you, either will work. Flat panel monitors are good if the space for your VicTouch station is limited, and a conventional computer monitor will not fit. Flat panel monitors typically cost more than conventional CRT displays but may last longer and have a sharper image.

What size monitor should I get?

Touch screen monitors come in a variety of screen sizes, from 14 inches to 21 inches, or more. Since VicTouch will work with any size monitor, monitor dimensions are a matter of preference and budget.

Do I need a kiosk?

A kiosk is a specially built cabinet or pedestal used to hold the touch screen monitor and the PC it is attached to. Kiosks are not required for the VicTouch station, but they do offer good degree security when the station is located in an unattended public area.

When a kiosk is not used, VicTouch workstations are often located at information desks, on a counter in the volunteer office, or on tables or shelves near the location(s) where volunteers arrive and depart.

In some installations where security is a concern, the VicTouch computer and monitor are secured to a counter or desktop with security cables or small, vented PC cabinets instead of inside a kiosk.

If we used VIC with VolunteerWorks, can I use the same touch screen with VicTouch?

Yes. If you used the VolunteerWorks VIC module previously, you can use the same touch screen monitor and PC for VicTouch. Simply configure your old Vic workstation for VicTouch

Return to the top

Using Volgistics

How do I correct misaligned address labels?

With some versions of Adobe Reader, and under certain Adobe Reader settings, Adobe will re-size documents so they are smaller. Volgistics renders the label sheet properly, but Adobe reduces the page size causing the labels not to align properly on the label sheet. Follow the directions here to solve the problem. Once you make these adjustments in Adobe Reader your labels will align properly.

Where should I track volunteer requirements such as health screening?

The Checklist features are designed for keeping track of actions that new or current volunteers must complete, such as Attending orientation; Health screenings; Confidentially agreements; Parental consent forms; Background checks; Reference checks; and more. More information.

Can I assign my own volunteer numbers?

You can assign numbers to your volunteers if you want to, however assigning and using volunteer 'numbers' is not required unless you use the VicTouch option. With VicTouch, volunteers use their PIN (personal id numbers) to sign-in and out. More information.

Can I send all volunteers their VicNet passwords in one step?

Yes, you can send volunteer’s their current VicNet password by email either one volunteer at a time, or to an entire group of volunteers at once. More information.

How do I add more items to a drop-down list?

You can add items to the drop-down lists in your volunteer records, and manage other field properties such as hiding and un-hiding fields, changing field names, and setting system operator rights from the Setup page. More information.

Return to the top

Can't find the answer?

You can search, or ask a question