How to Use VicNet: a Brief Guide for Volunteers
This help topic is intended to help volunteers better understand how to use the VicNet module.
If you prefer a video tutorial format instead of the written help topic, the following videos explain more about how to use VicNet. Each video shows a different way an organization may have VicNet setup. Choose the video that matches your organization's VicNet setup the closest.
The VicNet module is a tool the organization you volunteer with may use. You access the VicNet module over the Internet and you can use it to:
Each organization sets up VicNet according to what works best for their needs--so you may not be able to do everything listed above. This will depend on how your organization opted to use the features.
You can click on a link in the Contents box below to go directly to a section in the help topic.
Logging into VicNet
In most cases, you get to your organization's VicNet login page through the organization's website. An organization may choose to send you a URL address that you can use to login, but most of the time there will be a link to the VicNet login page somewhere on the organization's website. It may be a simple text link like this:
Or, it may be a graphic link like this:
Your organization should provide you with directions on how to locate the webpage you will need to use to login. When you click on the link (or go to the URL address your organization provides you with) you will see a login page similar to this one:
Enter the email address your organization has on file for you in the Login name field. If you do not know this email address, you will need to contact the organization you volunteer with for more information.
Enter your password in the Password field and then press the Go button.
In most cases, you will receive a link to set your password in an email message from your organization. You follow the link to create the password you will use to login with.
In other cases, your organization may have set a temporary password for your record and let you know the temporary password. If your volunteer record was imported from another software program, your previous password may be the temporary password. When you login with the temporary password, you will need to enter a permanent password on the Account tab before you can go to other tabs. Remember the permanent password you select because you will need to use it the next time you login. You can find more information on the Account tab in the Account Tab section below.
One other thing that may occur is that your organization asked you to select a password when you filled out your application form. In this case, you use this password to login with and you will not need to go to the Account tab to select a permanent password the first time you login.
If you forget your password, or are not able to locate any password information from your organization, click the Forget your password? link that appears on the login screen. As long as the email address you enter matches the address on your volunteer record, this will send an email with a password link to you. You can follow this link to set a password to login with. Please note that the password links only remain active for 24 hours. If you click on the link but it has expired, just click the Forget your password? link again to have a new link sent.
You can find more information on how to use the Forget your password? link here.
If you have trouble logging-in to VicNet. . .
All tabs in VicNet are highly customizable by individual organizations. Therefore, it is difficult to say exactly what type of content will be displayed on the various tabs, or even if a tab will be visible to you at all. The following information explains the basic purpose of each tab that can be displayed and provides visual examples of how the tab might look. Your view in VicNet may be different depending on how the organization you volunteer with has setup their VicNet module.
The Home tab
The first tab displayed when you login is the Home tab. The following image is an example of what a VicNet Home tab might look like:
From the Home tab, you can access any of the other available tabs, or click on any buttons or links your organization has chosen to include. Depending on how your organization has VicNet setup, you may see news from your organization; links to documents that you can view, print or download; or links to other web sites with resources you may need.
The Mail tab
The Mail tab in VicNet is where you can see messages (called Vic Mail) sent to you from the person who coordinates volunteers for your organization. New messages appear on top, and a list of read messages appears on the bottom. To read a message, click on the Subject of the message.
Here is an example of what a VicNet Mail tab might look like:
The My Profile tab
The My Profile tab lets you see and (if your organization permits) update your personal information. The form sections and fields that appear on the tab are selected by your organization. They can choose to make certain fields required so you need to enter information in them in order to save the page. Or they can make certain fields "read-only" so you can see the information in the field, but you will not be able to change it. Please remember to click the Save button if you make any changes.
The following is an example of what the VicNet My Profile might look like:
The My Schedule tab
Another tab you might see in VicNet is the My Schedule tab. This tab lets you view and print your schedule, in addition to adding or removing yourself from a schedule if your organization allows this.
Your My Schedule tab might appear in a monthly view as shown below:
If you are scheduled for an assignment, you will see the assignment and times listed on the dates you are scheduled for. If your organization allows you to self-schedule, there will be a Help Wanted icon on the dates where help is needed. To serve on a date where help is needed, click on the date and then click the Schedule me button.
If your organization allows you to remove yourself from the schedule, click on a date you are scheduled and then click the Remove me button to take yourself off of the schedule.
If you do not see the Remove me button, your organization either does not allow you to remove yourself from the schedule, or you are too close to the scheduled date to remove yourself. Each organization selects how many days prior to your scheduled date you can remove yourself. In either case, you will need to contact the organization you volunteer with to remove yourself if the Remove me button does not appear.
Instead of the monthly calendar view, your organization may select to have the My Schedule tab formatted in a list view. An example of this is shown below:
Shifts you are already scheduled for show up with green text and if you can remove yourself there will be a Remove me button on the right side of the list. Opportunities to serve are displayed with red text along with a checkbox. To schedule yourself, check a box next to an opportunity and then click the Continue button.
The My Service History tab
The My Service History tab shows volunteer service recorded on your volunteer record. If your organization uses mandatory service programs where you are asked to perform a certain amount of service in a certain amount of time, you may see a progress chart that shows your progress in meeting the goal. Here is an example of what the My Service History tab might look like:
Notice that the service information is collapsed by year to start. You can click on a year to expand the view to show all service entries made for you during the year. Click on a date to show the service details for a particular entry.
The Time Sheet tab
If your organization wants you to enter service hours, you will see a Time Sheet tab. As with the other VicNet tabs, this can be setup in several different ways so do not be concerned if your Time Sheet tab does not match the one shown below:
To post hours, you will need to choose a date for the service and either the number of hours, or your start and stop times on the date you served. Your organization may also have you select the assignment and other service measure (such as mileage or travel times) for the service entry. Click the Continue button and confirm your entry when you are done posting your service.
The Account tab
The Account tab is where you will go to set a permanent password, change your permanent password, opt-in or out of text messaging, and change your message preferences. If you sign-in with a temporary password, you will be directed to the Account tab before you can access the other tabs.
If you do not have a password, or have forgotten it, you can have a link sent to you so you can create a password. You can learn more about how this works link here.
If the organization you volunteer with has enabled text messaging, you will also see a section on the Account tab for text messaging. You can use this section to opt-in to text messaging, opt-out of text messaging, or change the types of messages you receive by text. You can find information on how to do these things here.
An example of how the Account tab may look is shown below:
If you have any questions about how to use VicNet, you should contact the volunteer office at your organization.
The following videos explain more about how to use VicNet. Each video shows a different way an organization may have VicNet setup. Choose the video that matches your organization's VicNet setup the closest.
Help topic 1148