Volgistics

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Help topic: Finding Volunteer Records

Once you’ve started adding new volunteer records to your database you’ll eventually want to go back and open individual volunteer records to look-up information or add more data. This Help Topic explains how to find and open individual volunteer records.

Using the alphabetical index
One way to locate a volunteer record by name is to use the alphabetical name index located at the very top of the Volunteers screen.

1. Choose Volunteers from the menu.

2. Across the top of the Volunteer’s screen you’ll see the letters of the alphabet. Click on the first letter of the volunteer’s Last name. For example, if you're looking for 'George Bailey,' click the "B" link to see the volunteers whose last names begin with 'B.'

3. Volgistics displays an alphabetized list of the volunteers whose last names start with the letter you selected. If necessary, scroll down this list until you find the volunteer you’re looking for. When you see the volunteer you’re looking for, click on their name to open their record.

Find by last name
You can also find volunteer records by last name. To find the record for an individual volunteer by the volunteer’s last name:

1. Choose Volunteers from the menu.

2. Enter the volunteer’s last name in the “Last Name” field and then click the “Go” button located just to the right of the “Last Name” field.

3. Volgistics displays an alphabetized list of the volunteers whose last names match the name you entered. Locate the exact volunteer you’re looking for, and then click on their name to open their volunteer record.

Find by first name
There may be times when you remember a volunteer’s first name, but not their last. You can look-up volunteer records using the volunteer’s first name, too. To find the records for volunteers with a certain first name:

1. Choose Volunteers from the menu.

2. Enter the volunteer’s first name in the “First Name” field and then click the “Go” button located just to the right of the “First Name” field.

3. Volgistics displays an alphabetized list of the volunteers whose first names match the name you entered. Locate the exact volunteer you’re looking for, and then click on their name to open their volunteer record.

Find by number
Some volunteer leaders use numbers to identify individual volunteers. If you assign numbers to your volunteers and you want to locate a volunteer by their number:

1. Choose Volunteers from the menu.

2. Enter the volunteer’s number in the “Number” field and then click the “Go” button located just to the right of the “Number” field.

3. If there is one, Volgistics displays the name of volunteer that has the number you entered. Click on the volunteer’s name to open their record.

Find by email address
To find the record for a volunteer using their email address:

1. Choose Volunteers from the menu.

2. Enter the volunteer’s email address in the “Email” field. You can enter either a complete email address, or just the first few letters of an email address.

3. Click the “Go” button located just to the right of the “Email” field.

4. Volgistics displays an alphabetized list of the volunteers whose email addresses either match the complete email address you entered, or start with the letters of a partial email address you entered. Locate the exact volunteer you’re looking for and then click on their name to open their volunteer record.

Of course the volunteer’s email address must have been recorded in their record in order for Volgistics to be able to locate their record by their email address. You enter volunteer email addresses on the Core tab.

Using Include options
If you have many volunteer records, you might want to limit the alphabetical index to just certain volunteers, such as just volunteers whose status is ‘active’ or just the volunteers with a certain Flag. You can use the ‘Status,’ ‘Type,’ ‘Flag’ and ‘Set’ fields located in the “Include” section of the Volunteers screen to do just that. Here’s how:

1. Choose Volunteers from the menu.

2. Locate the Include section.

3. Use the “Include” fields to limit the alphabetical index to just the volunteers who have a selected volunteer Status, Flag, Type, or Set by selecting the desired Status, Flag, Type, or Set from the drop down lists.

For example, to limit the alphabetical list to just ‘active’ volunteers, choose ‘Active’ from the Status field. Leave the other Include fields set to ‘Any’ (this means you want to view Active volunteers with any Flag, Type, or Set).

4. Now when you click on any letter of the alphabet Volgistics shows you only the volunteers that have the ‘Include’ options you selected.

5. When you no longer need to limit the alphabetical volunteer list using the Include fields, set each of the Include fields back to ‘Any.’ When you close your Volgistics session these settings return to ‘Any’ automatically.

If you choose more than one “Include” option, Volgistics lists only the volunteers that have ALL of your “Include” selections. Here’s what this means: if you select ‘Active’ in the Status field, and “Blue Team” in the Flag field as shown below, then the alphabetical list includes only volunteers that are BOTH ‘Active’ and flagged ‘Blue Team.’ In other words, the “active Blue Team members.”

6. When you’re finished searching for volunteers using these Include options, click the Clear link at the bottom of the Include fields to clear your Include selections. Once you clear the Include selections you can find volunteer records no matter what Status, Type, Flag or Set they have.

View all volunteers
To view a list of all volunteer records:

1. Choose Volunteers from the menu.

2. Click the “All” link next to the letter “Z” in the alphabetical index.

You’ll see a list of all volunteers. If you selected any “Include” options (described above), this list will include all of the volunteers that match the Include option(s) selected. For example, if you set the Include options so that only ‘Active’ volunteers are included, this list will display only active volunteers.

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Help topic 2023
Added or revised 09-19-2006