Volunteer Impact version 3.0 Transition Guide

Transcription

1 Volunteer Impact version 3.0 Transition Guide This document is intended for existing volunteer administrators who have been using Volunteer Impact version 2. This document is divided into 4 sections: Things you need to do in preparation for the upgrade Things you need to know right away in using the new version New features that you ll discover that won t need any explanation New features that you can learn about and implement as you have time If you have any questions about the material contained in this document, please contact us at support@volunteer2.com. THINGS YOU NEED TO DO IN PREPARATION FOR THE UPGRADE Update your banner graphic image Here are the specifications for banners in version 3: o Exactly 1002 pixels wide o Exactly 124 pixels high o 72 dpi resolution o Preferable file formats:.jpg,.gif,.png o Alternate file formats:.tif,.pdf,.eps Update your internet browser Where possible, update your internet browser (Internet Explorer 8+ or Firefox 3+ for Mac or PC) in order to take full advantage of all the great new features available for administrators. Mission statement Add your organization's mission statement under Setup >> Organization >> Contact Information. You can add this now and, after the upgrade, it will appear on the volunteer's home page. THINGS YOU NEED TO KNOW RIGHT AWAY IN USING THE NEW VERSION New Icons A series of new icons are available to you in the title bar including: Print - print the current page Legend - explanation of the icons used on that page Glossary - brief descriptions of information on that page Help - opens the Administrative Guide

2 Collapse and Open sections Whether searching for people, managing activities, qualifications or custom fields, information is organized into sections that can be collapsed to hide information on screen or opened to view and edit it. You will see the Show and Hide icons ( ) in the section headers. The Search People screen with all options collapsed: The Search People screen some options open: The Info Card When you move your mouse (hover) over the Info button to the left of an object or person s name, an Info Card will display, providing a summary of that object or person. Info Card for a Qualification: Info Card for a Profile: 2

3 Flyover floating menus When working with a list of people or managing activities, qualifications, custom fields and other objects, you can move your mouse (hover) over the name of the person or object to reveal other options available to you. Options will be displayed in a floating menu above the name of the object. Floating menu for an Activity: Floating menu for a person: Volunteer Status New and enhanced volunteer status values are available to you in Version 3. You can now show your volunteers as Applicant, In Process, Accepted, Inactive (Short Term, Long Term) or Archived (Rejected, Dismissed, Moved, Quit, Deceased). For those who were using Version 2, here is how status values are migrated to Version 3: ACTIVE value APPROVED value STATUS value Active Approved Accepted Active Unapproved In Process Inactive Approved Inactive (Short Term) Inactive Unapproved Applicant Activity Visibility In Version 3, the terminology relating to activity visibility has changed. For example, Community is now referred to as Public. For those who were using Version 2, here is how activity visibility settings are migrated to Version 3: COMMUNITY visibility VOLUNTEER visibility VISIBILITY value Not Visible Not Visible Not visible Not Visible Visible Visible to volunteers (all status values) Visible Not Visible Visible to public Visible Visible Visible to volunteers (all status values) Activity Auto Lock In Version 3, the setting to auto lock based on number confirmed has been removed. For those who were using Version 2, here is how activity visibility settings are migrated to Version 3: VERSION 2 AUTO LOCK setting Do Not Autolock Number Available Number Assigned Number Confirmed VERSION 3 AUTO LOCK setting Do not autolock on availabilities on assignments on assignments Activity Auto Assign In Version 3, you can now define exactly which volunteers (based on their status value and whether or not they are qualified for an activity) will be automatically assigned to an activity. For those who were using Version 2, here is how activity visibility settings are migrated to Version 3: VERSION 2 AUTO ASSIGN setting Do Not Auto Assign Auto Assign Everyone Auto Assign If Qualified VERSION 3 AUTO ASSIGN setting Do not auto assign Auto assign (all status values) Auto assign (all status values), If Qualified option 3

4 Links to other websites Version 3 uses actual HTML to specify links to other websites. Therefore, any links that you had specified in version 2 (i.e. using [link= ) will need to be recreated. You will be able to use the Rich Text Editor to do this for organization news, mission statement, header text for custom fields and qualifications, new volunteer message, volunteer policies, and activity descriptions. whitelists To ensure that s sent from within Volunteer Impact are received by your volunteers, we are currently on the whitelist for: yahoo.com, fuse.net, Comcast.net, whitelisted.org (USE-PROTECT), dnswl.org (DNS Whitelist), and reg.org (Barracuda Networks). We are currently awaiting whitelisting for hotmail.com and aol.com. Anyone receiving sent from within Volunteer Impact should check their spam and junkmail filters. Please contact support@volunteer2.com for a more detailed and technical document, suitable for IT managers. Navigation Getting around in Volunteer Impact has changed a bit from version 2 to version 3. Here is a listing of the functionality and the menu options used in version 2 and version 3. Navigation Home page Main» Home Main» Home Log out Main» Logout Main» Logout Activities Create activity category Activities» Add Category Activities» Manage Activities Edit/delete activity category Activities» List Activities and Categories Activities» Manage Activities Create activity Activities» Add Activity Activities» Manage Activities Create activity (wizard) Activities» Add Activity Wizard - Edit/delete activity Activities» List Activities and Categories Activities» Manage Activities Change active status of multiple New in Version 3 Activities» Manage Activities activities Drag and drop activities New in Version 3 Activities» Manage Activities Activity Shift Recurrence Templates Create activity shift template New in Version 3 Activities» Manage Activity Shift Recurrence Edit/delete activity shift template Interests New in Version 3 Templates Activities» Manage Activity Shift Recurrence Templates Create interest New in Version 3 Activities» Manage Interests Edit/delete interest New in Version 3 Activities» Manage Interests Change active status of multiple interests New in Version 3 Activities» Manage Interests 4

5 Custom Fields Create custom field category Setup» Custom Fields...» Add Category Configuration» Custom Fields Edit/delete custom field Setup» Custom Fields...» Modify Custom Configuration» Custom Fields category Fields and Categories Drag and drop custom field New in Version 3 Configuration» Custom Fields category Create custom field Setup» Custom Fields...» Add Custom Field Configuration» Custom Fields Edit/delete custom field Setup» Custom Fields...» Modify Custom Configuration» Custom Fields Fields and Categories Drag and drop custom field New in Version 3 Configuration» Custom Fields Qualifications Create qualification level Setup» Qualifications...» Add Qualification Configuration» Qualifications Level Edit/delete qualification level Setup» Qualifications...» Modify Configuration» Qualifications Qualification Levels Create qualification Setup» Qualifications...» Add Qualification Configuration» Qualifications Edit/delete qualification Setup» Qualifications...» Modify Configuration» Qualifications Qualifications Drag and drop qualification New in Version 3 Configuration» Qualifications Outputs (previously known as Outcomes) Create output Setup» Outcomes...» Add Outcome Configuration» Outputs Edit/delete output Setup» Outcomes...» Modify Outcomes Configuration» Outputs Output reports Reports» Outcome Reports... REPORTS menu Change active status of multiple New in Version 3 Configuration» Outputs outputs Committees Create committee Setup» Committees...» Add Committee Configuration» Committees Edit/delete committee Setup» Committees...» Modify Committees Configuration» Committees Templates Create template New in Version 3 Configuration» Templates OR Communications» Templates Edit/delete template New in Version 3 Configuration» Templates OR Communications» Templates 5

6 Volunteer Profiles Add a volunteer People» Add Someone People» Add a Volunteer Add an administrator People» Add Someone People» Add an Admin Search for a person People» List People» Search Manage applicant volunteers People» Approve...» New Volunteers People» Manage Applicant Volunteers Manage in process volunteers People» Approve...» New Volunteers People» Manage In Process Volunteers Volunteer profile export People» Export To File Reports» Volunteer Profile Excel Reports Change active status of multiple people New in Version 3 People» Search Communications volunteers People» Communicate...» Send Communications» Send Text message to volunteers New in Version 3 Communications» Send Text Phone list People» Communicate...» Create Phone List Reports» Volunteer Profile Excel Reports Mailing labels People» Communicate...» Create Mailing Communications» Create Mailing Labels Labels Export for mail merge New in Version 3 Communications» Export For Mail Merge Assigning People Assign from a profile People» List Assign» From Volunteers Profile Assign from list of unscheduled Manage» Assign...» Unscheduled Activities Assign» From Unscheduled Activity List activities Assign from list of scheduled Manage» Assign...» Scheduled Activities Assign» From Scheduled Activity List activities Publish activity assignments Manage» Assign...» Publish Assignments - Schedule reports Reports» Schedule Reports SCHEDULES menu Hours Log hours Manage» Hours Log...» Log New Hours People» Log Hours Approve logged hours People» Approve...» Logged Hours People» Approve Logged Hours Edit/delete logged hours Manage» Hours Log...» View & Modify People» Edit Logged Hours Logged Hours Manage timeclocks Manage» Timeclock People» Manage Running Timeclocks Hours reports REPORTS menu REPORTS menu Logged hours comparison New in Version 3 Main» Home 6

7 Administrative Birthday reports Reports» Birthday Reports... Reports» Volunteer Profile Excel Reports Anniversary reports Reports» Anniversary Reports... Reports» Volunteer Profile Excel Reports HTML Links for your website Setup» HTML Scripts Configuration» Links for your Website Organization contact Setup» Organization...» Contact Information Configuration» Organization Settings information Mission statement Setup» Organization...» Contact Information Configuration» Organization Settings Organization news Setup» Organization...» Contact Information Main» Home Timelog permission for Setup» Organization...» Settings Configuration» Organization Settings volunteers Time zone Setup» Organization...» Settings Configuration» Organization Settings Header text for custom fields Setup» Organization...» Settings Configuration» Organization Settings Header text for qualifications Setup» Organization...» Settings Configuration» Organization Settings Show number of shift openings New in Version 3 Configuration» Organization Settings to volunteers Send alert for every activity Setup» Organization...» Settings Configuration» Organization Settings signup/edit Classifications Setup» Organization...» Classifications Configuration» Organization Settings Communities Setup» Organization...» Communities Configuration» Organization Settings Activity assignment removal Setup» Organization...» Settings Activities» Manage Activities Activity defaults Setup» Organization...» Settings - Sign-Up Settings New volunteers require Setup» Organization...» Signup Settings Configuration» Organization Settings approval Allow volunteers to send Setup» Organization...» Signup Settings Configuration» Organization Settings during signup Show general volunteer Setup» Organization...» Signup Settings Configuration» Organization Settings interests Show general availability New in Version 3 Configuration» Organization Settings Display volunteer policies Setup» Organization...» Signup Settings Configuration» Organization Settings Automatically send to new volunteers Setup» Organization...» Signup Settings Configuration» Organization Settings MyVolunteerPage.com Edit profile My Profile tab My Profile tab Sign up for activities My Activities tab Sign-Up tab View, confirm and decline My Activities tab Assignments tab activities View and log hours My Hours Log tab Hours Log tab Hours reports My Hours Log tab Reports tab Contact administrators my contacts menu Contact tab 7

8 NEW FEATURES THAT YOU LL DISCOVER THAT WON T NEED ANY EXPLANATION Required versus Optional In version 2, places where values were optional were indicated with a values are required are now indicated with a.. In version 3, places where The Date Picker Whether entering a birth date, anniversary date, or dates for activities, you ll either be able to enter them directly or use the Date Picker. The Date Picker enables you to scroll through a calendar, click on a drop list for month and year, and click on dates in a calendar. Formatting Using the Rich Text Editor, you can now edit the text in outgoing messages sent from Volunteer Impact. You can also format activity descriptions, organization news and your mission statement. NEW FEATURES THAT YOU CAN LEARN ABOUT AND IMPLEMENT AS YOU HAVE TIME A variety of new features are available to you. You can learn about them and implement them as you have time. Qualification expirations - new qualifications can have an expiration date associated with them Photos in a profile - photos can now be displayed in profiles Main administrative contact photo - the photo for the main administrative contact will display on the volunteer s home page General volunteer interests - you can create specialized areas of interest to include in profiles; these can be used when assigning volunteers to activities General availability - volunteers can now indicate their general availability to volunteer (mornings, afternoons, evenings, nights) for each day of the week; this information can be used when assigning volunteers to activities message templates - templates for commonly-sent messages; text can be formatted Activity shift recurrence templates - schedule of shifts for an activity on a recurring pattern; can be used to add new dates to an existing scheduled activity Multiple s in a profile - profiles can now contain a main, secondary and mobile ID Report groups - in an Enterprise account, activities from different organizations can be grouped together for enhanced reporting on hours logged 8