Application Forms and Site Level Access¶
If you use the Site Level Access feature, it's important to understand the additional settings you have for volunteer application forms, and how to control which Sites receive submitted application forms. This help topic explains a bit more about what happens with online application forms when Site Level Access is turned on. Once you have read this help topic, go to the Site Selection setup page to choose whether applicants do not select a Site and all applications are sent to headquarters, an application is always for a specific Site, or if an applicant's Site is determined by their choice of certain Preference fields.
How Volgistics Handles the Applicant's Site Choices¶
One of the choices on the application form's Site Selection page is to determine the applicant's Site(s) based on the applicant's selections for Assignment Preferences. This section of the help topic gives more information on how this works. For our example, we'll consider an application form that offers applicants a choice of these three Assignments:
Trail Maintenance (North Site)
Arborist (South Site)
Tour Guide (Central Site)
If an applicant chooses "Arborist" as their Assignment Preference, the South Site will receive the application because the "Arborist" Assignment is located at the South Site. This means that Site-Level and Multi-Site Level Operators currently associated with the South Site will see and receive the applicant.
If you allow applicants to choose more than one Assignment as a preference, multiple Sites may receive the application. This depends on if the applicant selects Assignments that are at different Sites. For example, with the Assignment choices shown above if the applicant picked "Trail Maintenance" and "Tour Guide," Operators at both the North Site and the Central Site will see and receive the application because these two Sites both have one of the Assignments selected by the applicant.
How System Operators Receive Completed Applications¶
This section of the help topic has information on how the system handles completed application forms when Site Level Access is in use.
If the application form's setup page is configured to bypass auditing, when an applicant completes the form their information automatically creates a volunteer record in your account. Whatever Site choices the applicant made are automatically placed on the Core tab of the record and this will make the record available to Site-Level and Multi-Site Level Operators who are associated with the Site.
If the form is not setup to bypass auditing, the applicant's information is sent to the Applications tab of the Volgistics mailbox where it is held as a pending record. A System Operator will need to receive the application in order for the record to be available for use. Because there are several variables that play into which Sites an application is associated with and which Operators can see the application, there are a variety of situations that can occur with how the system handles these applications. For our example, we will continue with our scenario above where the applicant selected Assignments at the North Site and Central Site, but not the South Site.
Sites not selected by the applicant do not see the application form.¶
Site-Level and Multi-Site Level Operators who are not associated with the Site(s) the applicant selected will not see the pending application on the Applications tab of the mailbox. So in our example, Operators associated with the South Site would not see the form.
Each Site selected by the applicant will see the form.¶
The applicant's information will appear on the Applications tab for Operators associated with each Site the applicant selected. In our example, Operators at the North Site and the Central Site will see the pending application on the Applications tab. This gives each Site the opportunity to process the application in a manner appropriate for their Site.
Operators can view the PDF of the completed application while the application is still pending to see what other Sites the applicant selected. This could be useful if they want to coordinate their processing with the other Sites.
When a Site-Level or Multi-Site Level Operator for one of the Sites receives the application into their database from the Applications tab of the mailbox, the Site the Operator is associated with is added to the Core tab of the volunteer's record. In our example, if a North Site Operator receives the form, the North Site is automatically added to the volunteer's Core tab. Other North Site Operators and Headquarters Operators will no longer see the pending application on the Applications tab since this applicant is now available to them in their volunteer files.
The record will still show on the Applications tab for the Central Site Operators. If a Central Site Operator receives the application from the Applications tab, it will not create an additional record. Instead, the Central Site will be added to the Core tab of the existing record for that applicant in addition to the North Site. Now the same record will be available to both North Site and Central Site Operators.
As a Site Level Operator, you may receive applications for individuals that are already serving at your Site or at other Sites in your organization. If your account uses the duplicate checking features, these applications will appear with additional information about the record or records that already exist in your organization's database that may be for the same individual. How much information you see about these records will depend on your account's settings and whether the existing record is in your Site or only at other Sites. The Duplicate Record Checking help topic explains more about how this information will appear.
If you believe that one of your applications is a duplicate of an existing record in your database but that record is not associated with your Site, you should contact a Headquarters Operator in your account to assist you with adding your Site to the existing record to avoid creating multiple records for the same volunteer.
Headquarters may see the form.¶
A Headquarters Operator is an Operator who can see volunteers from every Site at the same time. By default, Headquarters Operators do not see pending applications on the Applications tab if the submitted application is associated with a Site (or Sites). However, Headquarters Operators can choose to see applicants associated with any of the Sites in your account or select to see all the applicants associated with a specific Site using the Site dropdown at the top of the Applications tab.
By default, this dropdown will be set to (none) so that only applicants without a Site association are listed. You'll notice that the Site(s) column is blank for these applicants since they do not have any Sites.
If the Headquarters Operator chooses the All Sites option, the Applications tab will be filtered and list all pending applicants whether they have a Site association or not. The Site(s) column will list all of the Sites each applicant is associated with. If an applicant is associated with more than two Sites, a More... link will appear, and the Operator can click this link to expand the list of Sites and see all of the applicant's Sites. This can be collapsed again by clicking the Less... link.
If the Headquarters Operator chooses a specific Site from the dropdown, only applicants associated with the selected Site will be listed. If any of these applicants are associated with multiple Sites, all of these Sites will still be listed in the Site(s) column.
If a Headquarters Operator receives pending applications associated with a Site or multiple Sites, they will see a pop-up message prompting them to choose whether or not to add the selected Sites to the applicant records.
If the Headquarters Operator clicks the Add Sites button, the applicants will be received into the database with all of the Sites they selected added to their records. So, for example, if a Headquarters Operator receives an applicant that selected three different Sites and they choose to Add Sites, all three of those Sites will be added to the applicant record when they are received into the database. There is not a way for Headquarters Operators to receive the applicant with just some of their selected Sites and not others. Since the Sites are added to the applicant records, Site-Level Operators associated with those Sites will be able to access those records in their database. But those applicants will no longer appear on the Applications tab of the Mailbox for those Sites since they have already been received for all those Sites by the Headquarters Operator.
If the Headquarters Operator clicks the Don't Add Sites button, the applicants will be received into the database without any of their selected Sites being added to their records. In this case, only Headquarters Operators will be able to see the applicant records in the database since they do not have any Sites. However, Site-Level or Multi-Site Level Operators associated with the Sites the applicants selected will still see the pending applications on the Applications tab of their Mailboxes. If they receive one of the applicants, it will not create a duplicate record in the account. Instead, their Site will just be added to the Core tab of the record Headquarters received and they will now be able to see the record in their database of volunteers.
When Headquarters Operators receive multiple applicants with Sites selected, the Operator's selection of Add Sites or Don't Add Sites will apply to all of the applicants they are receiving. Each applicant will only have the Sites they selected added to their records, but it will not be possible to add Sites for some of the applicants and not others. If you want to receive some applicants with their selected Sites and receive other applicants without their selected Sites, these two groups of applicants will need to be received in separate batches.
It's also important to keep in mind that, if a Headquarters Operator chooses the Don't Add Sites option, they will still be able to add Sites to the received applicant records manually as explained in the Assign Volunteers to Site help topic. However, adding Sites manually will not remove that applicant from the Applications tab of the Mailbox for those Sites, so this could lead to some confusion. For instance, with our example scenario a Headquarters Operator can receive an applicant associated with the Central Site but choose the Don't Add Sites option so no Sites are added to the applicant record automatically. If they then assign the applicant to the Central Site manually, this will allow Operators restricted to the Central Site to see and work with the record even though they have not received the pending application themselves. But when the Central Site Operator goes to the Applications tab the next time, they will still see the pending application for the volunteer even though it is already in their database of volunteers because the Headquarters Operator did not receive the application for that Site. In this case, they can receive the "pending application" as they normally would just to remove it from list on the Applications tab. This will not have any impact on the volunteer record they've been working with already.
Site Level Access and Deleting Application Forms¶
Sometimes fake or duplicate applications may be submitted to your account. Rather than cluttering your database with these unneeded applicants, you can delete them. Remember, operators can view the PDF of the completed application before deleting it if they want to learn information such as what other Sites the applicant may have selected.
If you decide to delete the application, there are a couple things to keep in mind when deleting applications when the Site Level Access feature is enabled.
If Site-Level or Multi-Site Level Operators delete a pending application with only one Site, that application will no longer be included in the list of pending applications for that Site or for Headquarters Operators.
If Site-Level or Multi-Site Level Operators delete a pending application associated with multiple Sites, it does not impact whether the applicant will show for Operators at other Sites. In the example used above, if a North Site Operator deleted the application from the Applications tab, the Central Site Operators would still see the pending application on their Applications tab. Central Site Operators could receive the applicant as a Central Site volunteer, or they could delete the application in which case it would not be added to the account's volunteer records for any Site. If an application is deleted by all its associated Sites, it will no longer be included in the list of pending applications for any Operators to see or receive.
If the Headquarters Operator deletes a pending application before any of the Sites receive it, that application will be removed from the list of pending applications for all Sites. This application will no longer appear for any Site to receive. However, this is not a possibility if Operators at any of the Sites the applicant selected receive the volunteer into their records first because the Headquarters Operator will no longer see the pending application even if they select the All Sites option from the Site dropdown.
Restoring Deleted Applications
When an application is deleted, Volgistics will hold on to that application for up to 5 days. During that 5 day period, a Headquarters Operator can restore the application to the list of pending applications at any time, but after the 5 days have passed, the application will be deleted permanently and cannot be restored. Please note that when Site-Level or Multi-Site Level Operators delete an application their Site is removed from that applicant, so they will not be able to see or restore applications that they delete. Only Headquarters Operators will be able to restore deleted applications.
The Restoring Applications for Site-Level Operators section of the Restore Deleted Applicant Records help topic provides more information about restoring deleted applications with Site Level Access.
- Main Setup Page Settings
- Update Site Selection
- Collect Assignment Preferences
- Site Level Access Overview
- Assign Volunteers to Site
- Show Only Certain Assignments for Assignment Preferences
- Application Form Overview
- Receive Applications From Mailbox
- Preference Field Settings
- Restore Deleted Applicant Records
- Site-Level and Multi-Site Level Operators