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System Operator

System Operators are the people in your organization who you give access to the Volgistics system to log-in at Each System Operator has a login name (their email address), and a password you assign when you setup a new System Operator. You can also tailor certain system "rights" for each System Operator. You can use these rights to control the degree of access an operator has to the system, and what features they can use. Help topic 2028 explains how to do this.

With the Site Level Access features, you can also control which volunteers an individual System Operator will "see" when they access Volgistics. This is ideal for organizations that have volunteer managers at different remote sites (such as branch or county offices) or for different volunteer groups within the same organization (such as Adult and Junior volunteer programs). These Site-Level Operators only "see" the volunteers for their own Site (or program) when they login to Volgistics.

The Site Level Access feature also allows you to set operators as a Multi-Site Level Operator. These operators function like Site-Level Operators so they can only see one Site's information, but they can switch their view between a pool of up to 10 Sites.

Who the individual System Operators are in your organization depends on the nature of your volunteer program. Typically, System Operators are the paid or volunteer staff who manage or coordinate your organization's volunteer program, especially those responsible for maintaining volunteer records.

All Volgistics accounts come with space for two different System Operators, although you may increase your account's Service Level to provide space for as many different System Operators as you need.

It is permissible for two or more different individuals to share the same Volgistics System Operator login name and password. However, there are some important considerations to keep in mind if you do this.

The first is that only one person who is sharing the login can access the system at a given time. If another person signs-in with the same login information, it will kick the first person out of the system. In addition, this could create some security concerns. For example, if you're trying to track which operator made a certain change in your account's Event Log, you will not be able to tell which of the people sharing the credentials made the change. Also, if a person who shares credentials leaves the organization, you will need to be diligent about changing the password and email address so the person will no longer have access to the account.

At least one of your System Operators must be designated as the Volgistics Administrator for your organization.

Note that you can also setup Coordinators in Volgistics. Coordinators are different than System Operators in several ways:

  • Coordinators are typically people who coordinate, supervise, or schedule volunteers in a specific assignment (or multiple assignments). They are often volunteer chairpersons, team leaders or paid staff who coordinate the volunteers in their area as just one responsibility.
  • Coordinators cannot access the Volgistics database directly; however they can manage certain core information about the volunteers they supervise and their volunteer's schedules through VicNet.
  • There's no limit to the number of Coordinators you can have in your account. The number of Coordinators you track in your account does not affect your account's Service Level.

Related Help
Help Topic 1011 - System Operator Page
Help Topic 1020 - What to Do When a System Operator Leaves Your Organization
Help Topic 1306 - Forget your password? (System Operators)
Help Topic 2025 - Volgistics Administrator
Help Topic 2028 - How to Limit Operator Rights or Access
Help Topic 2204 - Site-Level and Multi-Site Level Operators
Help Topic 2236 - System Operator Ground Rules
Help Topic 2248 - What to do if a System Operator reports they cannot login
Help Topic 2535 - Assuming the Role of Volgistics Administrator

Related videos

Video Tutorial

How a System Operator Can Review Their Own Access

Printable view

Help topic 2205
Added or revised 11-02-2018
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