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Using Volunteer Numbers Each volunteer record has a unique number, stored in the Number field on the Core tab in the volunteer record. This number is commonly referred to as the ‘volunteer number’ or the ‘PIN number.’  Whether or not you use this number field is up to you. Unless you use the optional VicTouch module, there is no reason that you must assign volunteer numbers (if you use VicTouch, there is more information about assigning PIN numbers later in this help topic). Some organizations assign volunteer numbers to coincide with numbered id- cards or badges, or to make it easier for volunteers to log their hours on manual time sheets. You do not need to use numbers for the purpose of looking-up volunteer records in Volgistics. If you choose not to use volunteer numbers (and even if you do), you can look-up and identify volunteers by their name as easily as you can by number. Hiding or un-hiding the number field If you want to use volunteer numbers, but you don’t see the Number field on the Core tab, it may currently be hidden. On the other hand, if you see the number field on the Core tab but you don’t need to use it, you can hide it. To do this: 1. Choose Setup from the menu. 2. Select ‘Field options’ 3. Select the ‘Core tab’ link. This lists all of the fields on the Core tab. 4. Select the ‘Number’ field. This opens the Field Properties page. 5. On the Field Properties page, change the ‘Hidden’ field to “Yes" or “No" to suit your needs. If you’re un-hiding the number field: while you’re on the Field Properties page examine the “System operator rights." Be sure that the Volgistics system operators you expect to enter volunteer numbers have “View and change" rights to the Number field. 6. If you made changes to the Field Properties page click the Save button. Entering volunteer numbers If you choose to use volunteer numbers, you can either enter your own volunteer numbers or let Volgistics assign them for you. Volgistics will automatically assign a unique volunteer number to every new record you add if you simply leave the volunteer number field blank on the new record. Volgistics assigns non-sequential 4 to 6 digit volunteer numbers by default (If you use VicTouch, random numbering provides better security than sequential numbering). You can also customize the way Volgistics assigns numbers automatically. If you want to enter your own volunteer numbers, simply enter the number of your choice in the Number field when you add new volunteer records. Volunteer numbers may be up to 9 digits long, and they must contain numbers only (no letter characters, spaces or punctuation). Volunteer numbers cannot have “leading zeros" (for example, “000123" would be changed to “123"). If you enter your own volunteer numbers you must assign a unique number to each volunteer. No two volunteer records can have the same volunteer number. If you try to save a volunteer record with a number that is already in use, Volgistics will ask you to choose a different number before saving the record. If you archive a volunteer record, it keeps its’ volunteer number in the archive. Therefore you cannot re-use a volunteer number that is assigned to a volunteer whose record has been archived. You can re-use numbers from volunteer records you have deleted. You can change the number on any volunteer record simply by entering a new number in the Number field and then saving the record. If you receive on-line volunteer application forms, Volgistics automatically assigns a volunteer number to each new volunteer record. If you want to use your own numbering system, enter new numbers for these volunteer records after you receive them. Let Volgistics do the counting Some organizations try to use volunteer numbering as way of determining how many records they have in their database; or as an indicator of which site or volunteer group a volunteer belongs to. These schemes are not recommended because they are usually difficult to implement and maintain; and they are almost always un-necessary because Volgistics can perform these tasks for you. Rather than trying to make volunteer numbers do these things, you should use the built-in Volgistics features designed to do them. For example, it’s easy to get a count of the number of volunteer records or manage site-level-access without any special volunteer numbering scheme. VicTouch PIN numbers If you use the optional VicTouch module, volunteers sign-in and out at VicTouch using their volunteer number (this is often called their PIN number). With VicTouch, there are two main ways to assign PIN numbers:
However you choose to assign PIN numbers for VicTouch, you’ll need to give each volunteer their number at some point during their registration process (e.g. during their orientation) so they’ll be able to start signing-in and out. Related Help Help Topic 2247 - Automatic volunteer numbers |
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Printable view Help topic 2152 Added or revised 05-30-2008 |