Whether you're a small town library, or a large library system, Volgistics has the tools to make the day-to-day routine of managing your volunteers efficient and effective.
Opportunities to serve are available to the public in an online directory. You select the information you want displayed about each position available and changes you make are automatically incorporated in your online form. No web site skills, or additional IT support, are required!
People interested in volunteering at your facility fill out online applications that you tailor to the needs of your organization. You choose the fields of information you want. The information from completed applications is automatically transferred to your database when you accept them.
Volgistics includes features that allow you to find just the volunteer records you need. Search for records or create reports based on the volunteer's age, type, location, service performed, preferences, customized flags and much more.
Save addresses, phone numbers and email addresses for emergency contacts, employers, references, and parents or guardians for each volunteer. You can also create customizable fields to track things important to your organization such as special skills or job preferences.
Each record includes a date history of the volunteer's standing with your organization, trainings completed, and awards received. The Checklist feature makes it easy to track if volunteers have completed mandatory requirements such as new volunteer orientations, special training, or background checks.
A comprehensive history of service hours, dates, times, and assignments is available on each volunteer's record. Customizable service measures are available so you can track things such as shifts served, mileage driven or absences. You can also associate a dollar value for each assignment's hours so you can demonstrate a monetary value for volunteer service. All service information is linked to our easy to use reports so you can quickly print detailed reports for individuals, or summary reports to see service in specific assignments or departments.
If volunteers are required to complete a certain number of hours for community service, or an internship, Volgistics makes tracking this easy. Enter the hours required and the date the service must be completed by, then use Volgistics' powerful reporting features to find whether or not volunteers have completed the mandate. With the optional VicNet online access module, volunteers can even log-in to see a progress chart toward meeting the goal.
Keep volunteers up-to-date by using Volgistics' communication features. Volgistics includes mailing label reports designed to be used with common label templates for postal mailings. You can also send text messages or HTML email messages with photos, font choices and other formatting to all volunteers, selected groups of volunteers or just certain individuals. Automatic daily or monthly schedule reminder messages can be sent by email or text to reduce no shows too!
Include the optional VicNet online access module and volunteers can access their individual account from any Internet connected computer. Volunteers sign-in to a secure portal to download forms, schedule assignments, update contact information, receive messages and review their service. And, they can even enter their own service information and the hours served will automatically become part of their individual record. This can be a real time saver for busy volunteer managers!
Create custom awards in your account to recognize volunteers for their dedication and service. You can create different awards for different volunteer types such as youths, adults, or interns. Awards can be based on years of service, or the service hours performed. Volgistics makes finding volunteers eligible for recognition and recording which awards have been received easy!
Volgistics includes a Site Level Access feature designed so library systems can use one system for volunteers at different branches. With this feature, headquarters level operators have access to all volunteer records, assignments and reports, but Site Level Operators can only see information for the location they are associated with. This feature makes it easy for compliance items, awards, password security settings, field formats, and more to be standardized for the entire organization. Headquarters operators can still create reports for volunteer service at all of the library system's branches. However, Site Level Operators see a simplified interface that limits volunteer information from being shared between locations.
Volgistics has three different options to transfer your existing volunteer information. Choose the method that's right for you depending on the complexity of the data you need transferred, your budget, and the program you're using now. Transferring information allows you to get up and running with Volgistics sooner!
If you're interested in learning more about how Volgistics can make managing your library's volunteers more effective and efficient, start a free trial account today!
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