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Help topic: Sending All Volunteers Their VicNet Passwords in One Step

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.

If you’re just getting started with VicNet, you may want to send all of your volunteers (or perhaps just all of your active volunteers) their VicNet passwords by email in a single step. This topic describes how to do this.

Tailor the message volunteers will receive

Start by tailoring the content of the email message that volunteers will receive when you send them their VicNet passwords.

1. From the menu, select Setup.

2. Click “VicNet."

3. Click “Ground rules."

4. Under “Password email," enter (or paste in) what you want the email message to say. It’s a good idea to tailor this message so it introduces the VicNet to the volunteer. For example, provide a brief explanation of what they’ll be able to do at VicNet, and instructions on where they will find the link to the VicNet login page on your organization’s web site.

There are two parts to this email message, a top part and a bottom part. Volgistics inserts the volunteer or coordinator’s password between these two parts. For example:

The top of your message will appear first, before the password is inserted.

Your password is: 1234567890

The bottom part of your message will appear next, after the password is inserted.

Tip: By default, a volunteer’s initial VicNet password is their volunteer number. If you allow volunteers to change their VicNet passwords (which is recommended, and the default configuration), it’s usually a good idea to let volunteers know that they can change their VicNet passwords on the ‘Account’ tab after they login using their default password. Thereafter they would use the new password they create for themselves when they visit VicNet, Here’s an example of how you might word this in your email message:

This is your current password. If you would like to change your password to something that is easier for you to remember you can. Here’s how:

Login using your default (which is shown above).

Click on the Account tab.

Enter your default password (which is shown above).

Enter your new password twice.

Click the Save button.

6. Click the Save button on the “Ground Rules" page to save your changes.

Tag the volunteers you want to send VicNet passwords to

You use tags to send VicNet passwords to multiple volunteers in a single step.

These instructions include an example of how to tag all of the ‘active’ volunteers, however you can tag any group of volunteers you want to send VicNet passwords to (see Tagging volunteer records).

To tag all of the active volunteers:

1. From the menu, select Volunteers.

2. Under the “Include" section, click the “Clear" link (this clears any Include settings you may have previously set).

3. Under the “Include" section, select “Active" in the Status field.

4. Click the “All" link near the top of the Volunteers page.

A list of all active volunteer records appears.

5. Scroll down to the bottom of the volunteer list and click the Tag these button.

All of your ‘Active’ volunteer records are now tagged.

Send the password email to all tagged volunteers

Now you’re ready to send all of the tagged volunteers their current VicNet passwords by email.

1. From the menu, select Tags.

2. Click the Go button next to “Send the VicNet password email to the tagged volunteer records."

The email messages will be sent as soon as you click the Go button.

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Help topic 2233
Added or revised 07-22-2009