Your organization pays a monthly fee to use the Volgistics service. The amount of this fee is based on the service level you choose.
Your service level is what determines how many volunteer records you can manage in Volgistics, the number of archived volunteer records you can store, the number of System Operators you can establish, and which of the optional modules (or services) you use. There is an additional monthly rate if you want to use these modules. You can add or drop the optional services any time you choose without any change to your information in Volgistics as long as you have not placed your account on Hold. If you placed your account on Hold, you will need to reactivate your account in order to change your service level.
To determine what your account's service level is currently:
Service Levels and Invoices
As noted above, your account's service level controls how many volunteer records you can track, how many users can access your account, and which optional modules are available. In contrast, the Order-Invoice is simply a document created as part of the pre-payment method to pay the service fee. By design, the invoice can have different levels selected than the account's current service level. This is necessary to allow accounts to plan for future changes.
Paying an invoice with a service level different than the service level currently in place for the account will not change the actual service level of the account. This will need to be done separately as shown in Change Account's Service Level.
Non-archived Volunteer Records¶
Your service level determines the maximum number of non-archived volunteer records you can manage. Non-archived volunteers are your volunteers who are actively serving. Non-archived records can have service recorded, they can be placed on the schedule, they can receive messages, be grouped together by adding tags, and they can appear in all reports.
You can increase or decrease this service level at any time. However, you cannot decrease it to a number that is smaller than the number of volunteer records currently in your database. For example, you cannot decrease your service level to 500 volunteer records if your account currently contains more than 500 volunteer records.
Archived Volunteer Records¶
Your service level determines the maximum number of volunteer records you can store in the Volgistics archive. Archived volunteer records are those you store for inactive or former volunteers. Archived records cost much less than non-archived records on a record-by-record basis because they have more limited functionality. For example, archived records cannot be scheduled, they cannot use the optional VicNet and VicTouch modules, they cannot receive messages, and they cannot be tagged.
You can move records between the archived and non-archived sections at any time. When you move a record from the non-archived section to the archived section, the number of records in your non-archived section decreases by one. When you restore an archived record to the non-archived section, the number of non-archived records increases by one.
You can increase or decrease this service level at any time. However, you cannot decrease it to a number that is smaller than the number of archived volunteer records currently in your database. For example, you cannot decrease your service level to 500 archived volunteer records if your account currently contains more than 500 archived volunteer records.
Volgistics comes with room for two System Operators. You can add additional System Operators at any time. You can decrease this service level too. However, you cannot decrease it to fewer than two, or fewer than the number of operators currently setup in your account. For example, you cannot decrease your System Operator count to four operators if you currently have five or more operators setup in your database. You would need to delete a System Operator first.
Volgistics includes three optional modules that you can add to your service level depending on your organization's needs. Some organizations do not use any of the optional modules, some use just one or two, and others use all three. You can learn more about these modules in the following help topics:
Volgistics has an online calculator you can use to determine the monthly service fee for different service levels. You can find this calculator on the Pricing page of our website. All payments must be made in United States dollars (USD).
You can also find a chart that breaks down the prices for each area of the service level in the Price List.
Most of our customers are not-for-profit organizations involved in a wide range of important community service, health care, recreational, educational, cultural, and civic endeavors. Our service fees are set with the fiscal realities common to not-for-profits in mind. While some for-profit organizations also use the service, they typically do so as part of outside philanthropic efforts. For these reasons the Volgistics service fees are the same for all.
- Make Account Dormant
- Hold Period
- Archived Versus Non-Archived Records
- Price List
- Add VicNet, VicTouch, or VicDocs
- Create an Invoice
- Verify Payment Delivery
- Change Account's Service Level
- Cancel Account
- Payment Options
- Pay By Mail
- Billing Tips for Large Organizations
- Add a Purchase Order to an Invoice
- Remove VicNet or VicDocs from Service Level