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Enter Past Awards

Entering a Volunteer's Past Awards

If you want to manage volunteer recognition information in Volgistics, and you have records (in another program or on paper) of when volunteers received awards in the past, you should enter these past awards into Volgistics (if they're not already there). Entering a volunteer's past awards makes your Volgistics database more complete, and it gives Volgistics a way to know which award a volunteer received last (Volgistics needs to know this in order to determine which award they should receive next).

If your award names are already setup in Volgistics, you're ready to start entering your old award records. If you have not setup your award names in Volgistics yet, you should do this first. Create an Award explains how to do this.

If your awards are setup to be sequential (meaning a volunteer is eligible for a 100 hour award, a 500 hour award, a 1,000 hour award, etc.), you should decide whether you will enter each of your volunteers' previous awards or just their highest award received. Entering all of their previous awards will give you a complete history of awards received. However, this will take more time then just entering the highest award given.

If you decide to enter just the highest or most recent award, and your awards are setup to be given sequentially, you will want to 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.

There are two ways you can enter past awards for volunteers. One individual at a time, or for an entire group if they all received the same award on the same date.

To Enter a Past Award for an Individual Volunteer

  1. Locate and open the volunteer record for a volunteer for whom you want to enter a past award.
  2. Choose the History tab.
  3. Under Dates, use the Add box to make the following entries:
    1. In the Add a dropdown, select Award.
    2. In the Event dropdown, choose the award the volunteer received.
    3. In the Date field, enter the date the past award was given to the volunteer.
    4. In the Notation field, select Presented.
    5. Click the Save button in the Add box.

The Dates box will now show that this volunteer received the selected award.

To Enter Past Awards for an Entire Group of Volunteers at Once if They All Received the Same Award on the Same Date

  1. Tag each of the volunteers who received a particular award on a particular date.
  2. Choose Tags from the menu.
  3. In the Add this Date to all of the tagged records section, make the following entries:
    1. In the Add a dropdown, select Award.
    2. In the Event dropdown, choose the award the tagged volunteers received.
    3. In the Date field, enter the date the past award was given to the tagged volunteers.
    4. In the Notation field, select Presented.
    5. Click the Go button.

The Dates box on the History tab will now show that the tagged volunteers each received the selected award on the date you specified. If you use the Tag feature to enter past awards like this, be sure to clear the tags from the tagged records before you move on to the next award.

To clear the tags before starting the next award:

  1. Choose Tags from the menu
  2. Click the Clear all tags button.
Entering a Volunteer's Past Awards