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Tracking Volunteer Recognition
Video Tutorial

Click the Video Tutorial button to watch a video entitled:
Marking Awards Presented with the Tickler


If your organization gives formal volunteer recognition, such as Awards for volunteer service, you can use Volgistics to manage your recognition program. You can track Awards based on measurable volunteer service (such as hours and years of service), as well as "subjective" Awards (the kind where a committee decides who the recipient will be).

For Awards based on measurable volunteer service - such as hours served or years of service - Volgistics will automatically keep track of who is eligible for each Award based on the service recorded for them in the database. You can view which volunteers are eligible for any Award at any time, print lists of Awards and which volunteers are eligible for them (such as "pin lists"), easily post the Awards you've presented; and view or print each volunteer's Award history. You can present Awards as often as you choose: monthly, semi-annually, or annually for example.

This help topic starts by looking at two steps you must perform when you're just getting started with Volgistics. You need to complete these two steps before Volgistics can begin managing your Awards automatically:

  • Setting up Awards
  • Catching-up Volgistics by recording the Awards volunteers have already received

This help topic also describes the steps you take to manage volunteer recognition activities in the order they're often performed:

  • Determining who is ready to receive Awards
  • Printing reports listing volunteers eligible for each Award
  • Printing reports of volunteers' Award history
  • Recording the Awards you have presented in the database once they have been given

Setting up Awards

If you've converted data from another program or if you've inherited a Volgistics database someone else created, some or all of the Awards you give volunteers may already be setup. In this case you can follow along with this section to learn about how to setup Awards, or you can skip ahead to the next section.

If you're just getting started from scratch, you'll need to initially setup your volunteer Awards. This is something you only need to do once when you're getting started (unless you later want to change the rules you use for giving Awards, or add more Awards).

To setup a new Award:

1. Choose Setup from the menu.

2. Select "Awards."

3. Click the "Add a new Award" link. This opens the Award setup page. Help topic 2287 explains how to use the Award setup page to setup an Award. Follow those instructions to setup your first Award.

4. Click the Save button.

Your new Award is now setup in Volgistics.

You can change the way any of your Awards are setup later if you want to. To change the way an Award is setup, simply return to Setup, click "Awards," and then click on the name of the Award you want to change. Remember to click the Save button when you're finished to save your changes.

Repeat the steps listed above to create each of the Awards you want to track in Volgistics. You can track up to 120 different Awards.

Catching-up Volgistics to your old system

This is the second step you'll need to perform if you're just getting started with Volgistics, or if this is the first time you're using Volgistics to prepare for volunteer recognition.

If you've never had a formal recognition program before, or you do not have any records that show which Awards volunteers have received in the past you can skip this step. However if you have an existing database or list of Awards presented to volunteers in the past, you should enter that information into Volgistics. Specifically, Volgistics needs to know what the last Award was that each volunteer received.

Here's why:

When it comes to Awards based on measurable volunteer service—like hour or years-of-service Awards— Volgistics determines which Awards a volunteer is currently eligible to receive by looking at two things:

1. How much service they have recorded

2. Which Award they received last

For example, suppose you give Awards for 500 hours of service, 1000 hours of service, and so forth. If volunteer George Bailey has 1,050 hours of service, and he has already been given the "500 hour Award" you know that he has now earned the "1,000 hour Award."

If you track volunteer service using Volgistics, Volgistics knows how many hours and years of service each volunteer has, so all it needs to know to get started with automatic Award tracking is what the highest Award is that each volunteer has already received. Once you enter this information, Volgistics can take it from there.

Instructions on how to enter your volunteer's past Awards are available in help topic 2146. You can either enter all of your volunteers' past Awards (if you want to keep their Award history), or you can just enter their most recent Award. If you enter only their most recent Award, and your Awards are setup to be given sequentially, make sure your settings on the Awards Ground Rules page are setup to only show elgibilty for the highest level acheived. Otherwise all the sequential Awards will appear on the volunteer's History tab. Help topic 2286 explains how to do this.

Once you've setup your Awards, and entered (at least) each volunteer's most recent Award, you're ready to start using Volgistics to manage volunteer recognition.

See who is ready to receive Awards

Once you've setup your Awards as explained above, you can see which Awards individual volunteers are currently eligible to receive by looking at the Checklist box on the History tab of their volunteer record. The Checklist box displays each of the Awards the selected volunteer is ready to receive, as shown here:


You can also see lists of all of the volunteers who are ready to receive Awards by using the Tickler like this:

1. Choose Tickler from the menu.

2. The Tickler page includes two sections. A "Checklist" section and an "Awards" section. If any of the items in the "Checklist" section are currently checked, uncheck them. In the "Awards" section, check the Award (or Awards) you want to view a list for.

3. Click the Go button. You'll see a list of all of the volunteers who are ready to receive the Award or Awards you select on the Tickler page.

Volunteer eligibility for Awards based on service is updated nightly during the overnight maintenance cycle. If you have entered service hours since the last overnight maintenance cycle and want the Tickler to find eligible volunteers based on the latest service entered, click the Re-evaluate now button. When the date and time in the message update, the Tickler will reflect Award eligibility based on the latest service entries.

Note: If you setup Awards to be based on service performed "through a certain date," it will affect when volunteers will appear ready to receive the Award. Volunteers are shown to be ready for Awards that have cut-off dates if they have the required amount of service recorded and the cut-off date for the Award has past.

For example, if you setup a service Award to be based on service performed through the end of December 31st each year, volunteers will not appear ready to receive that Award until after December 31st (if they have the required amount of service).

Printing reports listing volunteers eligible for Awards

You can print lists that show the Awards volunteers are currently eligible to receive like this:

1. Choose Print from the menu.

2. Expand the Awards link.

3. Choose "Award eligibility (stock)."

4. Click the "Print it" button.

5. Choose the format (PDF or Excel spreadsheet) in which you want this report to be printed, and choose which volunteers you want to include on the report. Then click the Start printing button.

Your report will appear in your Volgistics Mailbox within several minutes.

See which Awards a volunteer has received in the past

You can see which Awards an individual volunteer has received in the past by looking at the History tab in their record.

1. Choose Volunteers from the menu.

2. Locate the record for the volunteer whose Awards you want to review.

3. Open their record and click on their History tab. The volunteer's Award history is included in the Dates box.

Printing volunteers' Award history

You can also print reports that include all (or certain) volunteers, and their Award history. To do this:

1. Choose Print from the menu.

2. Expand the "Volunteer List" link.

3. Choose "Volunteer Award list (stock)."

4. Click the Print it button.

5. Choose the format (PDF or Excel spreadsheet) in which you want this report to be printed, and choose which volunteers you want to include on the report. Then click the Start printing button.

Your report will appear in your Volgistics Mailbox within several minutes.

Recording the Awards you have presented in the database once they have been given

Once a volunteer is eligible to receive an Award, a System Operator must indicate when he or she is presented with that Award. Recording the Awards a volunteer receives is an important part of tracking recognition in Volgistics as the system uses this information to determine Award eligibility, volunteer inclusion in Sets based on Award dates, and more.

There are two ways to record that an Award was presented to a volunteer: by marking the checkbox next to the Award name on the History tab Awards list, and by adding an Award date entry in the History tab Dates box.

Marking an Award checkbox to record that an Award has been presented

1. Choose Volunteers from the menu.

2. Choose the first letter of the Award recipient's last name at the top of the page.

3. Click on the Award recipient's name to open their volunteer record.

4. Go to the History tab.

5. Locate the Awards list, and click the checkbox next to the Award this volunteer has received.

6. Click the Save button.

Once the Award has been marked, an Award date entry will automatically be recorded in the Dates box on the History tab.

In addition, the Award will no longer be listed as one the volunteer is eligible to receive.

Making an Award date entry to record that an Award has been presented

1. Choose Volunteers from the menu.

2. Choose the first letter of the Award recipient's last name at the top of the page.

3. Click on the Award recipient's name to open their volunteer record.

4. Go to the History tab.

5. In the Dates box, scroll down to the Add box.

6. Choose "Award" from the "Add a – date" dropdown field.

7. Select the Award name from the "Event" dropdown field.

8. Click the Save button.

This Award date entry indicates the volunteer was presented with the Award. Note that, as with the previous method, the Award name will be removed from the volunteer's Awards list once this date record is saved.

Video Tutorial

Click the Video Tutorial button to watch a video entitled:
Marking Awards Presented with the Tickler


Printable view

Help topic 3022
Added or revised 02-23-2018
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