Volunteer Reporter - Volunteer Software

Volunteer Reporter - Volunteer Software
Volunteer Reporter
Copyright 2015 Volunteer Software, Inc.
Missoula, Montana USA
Contents
I
Table of Contents
Part I Welcome
1
Part II Installation
3
1 Installing
...................................................................................................................................
the Volunteer Reporter
3
2 Before ...................................................................................................................................
Installing
4
3 Installation
................................................................................................................................... 5
4 Upgrading
................................................................................................................................... 5
5 Starting...................................................................................................................................
for the First Time
6
6 Special...................................................................................................................................
Situations / Installation FAQ
8
Part III Getting Started
9
1 Quick Start
................................................................................................................................... 9
2 Sample
...................................................................................................................................
Data
14
Part IV Introduction
15
1 Program
...................................................................................................................................
Description
15
2 Overview
................................................................................................................................... 15
3 Accuracy
................................................................................................................................... 16
4 Records
...................................................................................................................................
and Fields
16
5 Date Fields
................................................................................................................................... 16
6 Coding
...................................................................................................................................
Records
18
7 Jumping
................................................................................................................................... 18
8 Filtering
...................................................................................................................................
Records
19
9 Deleting
...................................................................................................................................
vs. Terminating
19
10 Active...................................................................................................................................
vs. Inactive
20
11 Live Update
................................................................................................................................... 20
12 Choosing
...................................................................................................................................
a Numbering Scheme
20
13 Changing
...................................................................................................................................
Colors
21
14 Copy and
...................................................................................................................................
Paste
21
15 Email ................................................................................................................................... 22
16 Startup
...................................................................................................................................
Options
23
Part V Reference
25
1 Volunteers
................................................................................................................................... 25
2 Stations
................................................................................................................................... 36
3 Jobs/Clients
................................................................................................................................... 46
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II
Volunteer Reporter
4 Placements
................................................................................................................................... 57
5 Hours ................................................................................................................................... 60
6 Schedules
................................................................................................................................... 64
7 Donations
................................................................................................................................... 66
8 Touch-Screen
...................................................................................................................................
Assistant
75
Program Description
.......................................................................................................................................................... 75
Touch-Screen..........................................................................................................................................................
Installation
76
Installing the
.........................................................................................................................................................
Touch-Screen Assistant
76
Before Installing
.........................................................................................................................................................
the Touch-Screen Assistant
77
Installation .........................................................................................................................................................
of the Touch-Screen Assistant
78
Starting the.........................................................................................................................................................
Touch-Screen Assistant for the First Time
80
Installation .........................................................................................................................................................
FAQ of the Touch-Screen Assistant
81
Getting Started
..........................................................................................................................................................
w ith the Assistant
82
Touch-Screen..........................................................................................................................................................
Assistant Reference
84
9 Web Assistant
................................................................................................................................... 96
10 Reports
................................................................................................................................... 103
Reports in General
.......................................................................................................................................................... 103
Statistics
.......................................................................................................................................................... 105
Hours Served
..........................................................................................................................................................
Reports
105
Volunteer Reports
.......................................................................................................................................................... 106
Station Reports
.......................................................................................................................................................... 107
Job Reports .......................................................................................................................................................... 107
Tim esheets .......................................................................................................................................................... 109
Letters and Envelopes
.......................................................................................................................................................... 113
DYMO Labels.......................................................................................................................................................... 119
11 Spreadsheets,
...................................................................................................................................
Codes, & Filters
121
Spreadsheets
.......................................................................................................................................................... 121
Reference Codes
.......................................................................................................................................................... 123
Filters
.......................................................................................................................................................... 125
12 File Utilities
................................................................................................................................... 127
Backup
.......................................................................................................................................................... 127
Restore
.......................................................................................................................................................... 128
Reindex Data.......................................................................................................................................................... 128
Passw ords .......................................................................................................................................................... 129
Preferences.......................................................................................................................................................... 131
Field Lists .......................................................................................................................................................... 138
Check Service
..........................................................................................................................................................
Categories
140
Check Statiion
..........................................................................................................................................................
Types
141
Select Data Set
.......................................................................................................................................................... 142
Bulk Replacem
..........................................................................................................................................................
ents
144
Delete Old Data
.......................................................................................................................................................... 145
Part VI Frequently Asked Questions
147
1 How ...................................................................................................................................
do I back date some data?
147
2 What's
...................................................................................................................................
the difference between stations and jobs?
147
3 I want
...................................................................................................................................
to change the list of counties. How do I do it?
147
4 How ...................................................................................................................................
do I keep track of other people besides volunteers?
147
5 My volunteers
...................................................................................................................................
attend a yearly training session. How can I keep track of that?
147
Copyright 2015 Volunteer Software, Inc.
Contents
III
6 Why ...................................................................................................................................
do volunteers have termination dates? Why not just delete them when they move away?
147
7 How ...................................................................................................................................
do I avoid sending duplicate mailings to my volunteering couples?
148
8 A name
...................................................................................................................................
is not alphabetized correctly. How come?
148
9 On the
...................................................................................................................................
Hours Served Report some volunteers have zeros for reimbursement.
148
10 On Timesheets,
...................................................................................................................................
some volunteers and jobs are missing. Why?
148
11 What...................................................................................................................................
format is the data stored in?
148
12 How ...................................................................................................................................
do I copy a report into my word processor?
148
13 I can't
...................................................................................................................................
see the bottom edge of the Volunteer screen.
148
14 On my
...................................................................................................................................
networked computer, I'm not seeing the correct data.
149
15 I use ...................................................................................................................................
Quattro, not Excel. Can I create spreadsheets?
149
Part VII What's New
151
1 New ...................................................................................................................................
in Version 4.2
151
2 New ...................................................................................................................................
in Version 5.0
154
3 New ...................................................................................................................................
in Version 5.1
158
4 New ...................................................................................................................................
in Version 5.2
162
5 New ...................................................................................................................................
in Version 5.3
166
6 New ...................................................................................................................................
in Version 5.4
170
7 New ...................................................................................................................................
in Version 5.5
174
8 New ...................................................................................................................................
in Version 5.6
179
9 New ...................................................................................................................................
in Version 5.7
182
10 New ...................................................................................................................................
in Version 5.8
185
11 New ...................................................................................................................................
in Version 5.9
189
12 New ...................................................................................................................................
in Version 6.0
192
13 New ...................................................................................................................................
in Version 6.1
196
14 New ...................................................................................................................................
in Version 6.2
201
15 New ...................................................................................................................................
in Version 6.3
207
Part VIII Additional Help
213
1 Tutorials
................................................................................................................................... 213
2 Free ...................................................................................................................................
Support
213
3 Technical
...................................................................................................................................
Support Plan
213
Part IX License and Warranty
215
1 License
...................................................................................................................................
and Warranty
215
Index
217
Copyright 2015 Volunteer Software, Inc.
III
Welcome
1
1
Welcome
Welcome to the Volunteer Reporter, the most powerful volunteer management database available. It
enables you to manage and track volunteers, stations, jobs, placements, hours, reimbursements,
donations, and schedules. It reports summary and detailed information about all of this data.
The Volunteer Reporter manages volunteers, and it can do so for a variety of situations and uses. You
can use the program simply to keep a listing of your volunteers by name. Or, you can track hours served
by each volunteer and easily total and report on the hours served per station, job, or volunteer. The
Volunteer Reporter will match volunteers with jobs requiring their unique combination of skills and will
keep track of the amount of reimbursement due each volunteer as well as the amount of each volunteer's
in-kind contribution. No matter how you use volunteers in your office, the Volunteer Reporter can help
you create a useful volunteer file and maintain it in perfect order.
Designed for beginner or advanced computer users, the Volunteer Reporter maximizes your efficiency,
giving you time for what matters most -- your volunteers.
Copyright 2015 Volunteer Software, Inc.
Installation
2
Installation
2.1
Installing the Volunteer Reporter
3
Welcome
These step-by-step instructions will lead you through the installation process and also get you started
using the Reporter very quickly and easily. Follow these steps whether you are installing for the first
time, upgrading, or installing on a network.
We’re here to help. Call us at 800-391-9446.
Before Installing
Installation
Upgrading
Starting for the First Time
Special Situations / Installation FAQ
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2.2
Volunteer Reporter
Before Installing
Hardware and Software Requirements
1. Any Windows computer less than eight years old (less than five years old recommended).
2. CD or DVD drive needed for installation (if not, see Special Situations).
3. Any printer.
4. Any network (optional).
Upgrading Requirements
When upgrading from an older version of the Reporter:
1. Back up your data.
2. Close the Reporter and Touch-Screen Assistant on all computers.
3. Upgrade all computers at the same time.
Network Requirements
When installing on a network:
1. Install the Reporter on every workstation computer.
2. Put the data on one computer that is shared by all the rest.
3. The data computer can also have the Reporter installed on it or not.
4. Every user needs full read/write access to the shared data folder.
Install the Reporter on every w orkstation
com puter and the data on one shared
com puter.
Copyright 2015 Volunteer Software, Inc.
Installation
2.3
5
Installation
Actual Installation Steps
1. Insert the CD and wait for installation to start. If it does not start automatically, use “Computer” to view
the CD and run the setup program.
2. In most cases, you can use all the standard, default installation settings.
3. If upgrading, the Destination Location will be the same as before and this version will overwrite your
existing version of the Reporter.
4. Repeat the installation on every computer that uses the Reporter.
2.4
Upgrading
Upgrading from an Older Version of the Reporter
1. Start the Reporter.
2. Let it automatically upgrade and reindex your data.
Back up your data as part of the upgrading process if you haven’t done it already.
Copyright 2015 Volunteer Software, Inc.
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2.5
Volunteer Reporter
Starting for the First Time
Setting up a Data Set
The Reporter needs to know where to put your data.
Data Already Exists
If you already have the Reporter installed on other computers, add a data set that points to the existing
data.
1. Name the data set “Default” or give it another name.
2. Point to the network folder containing the existing data with the File Folder button.
Brand New Data
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Installation
7
Create a new, empty data set in a location available to everyone else on the network using the Reporter.
1. Name the data set “Default” or give it another name.
2. Enter the data folder location.
If the Reporter will not be shared, use the default data folder location.
Point to an existing network folder with the File Folder button
name that the Reporter will create.
or enter a new folder
Every user needs full read/write access to the data folder.
The Reporter will create empty data files in the data folder.
Sample Data
At any time you can add a sample data set with some fake data available for practice and training.
Be sure to switch back to your normal data set before entering any real data.
Copyright 2015 Volunteer Software, Inc.
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2.6
Volunteer Reporter
Special Situations / Installation FAQ
We have three offices in our county. Can we share the Reporter?
No, you need to buy a separate copy of the Reporter for each office. We generously allow an
unlimited number of people in one office to share the Reporter over a network, but require a separate
purchase for each office in either a separate building or with a different phone number.
I don’t have a CD drive on this computer.
You're ok as long as one workstation on the network has a CD drive.
Copy the entire contents of the CD into a separate, shared folder on the server. For example, create
a new folder called ReporterInstall and copy all files from the CD into that folder. Don't worry, the
files aren't that big.
Then, from each workstation, install the Reporter by running the setup program from the shared
ReporterInstall folder on the server. When finished, you can delete the installation files from the
server.
Do I need to install an older version before the latest version?
No, even if you never installed the last version, just install the newest version.
How do I transfer the Reporter from one computer to another?
Backup your data onto a USB flash drive. Click on File | Backup to make a backup.
On the new computer, install the Reporter from the CD.
Create a new, empty data set, then restore your data from the USB flash drive. Click on File |
Restore to restore the data.
We just installed a new network. What do we do?
If you have been using the Reporter on a single computer up until now, it’s an easy process to share
the data with others over the network.
1. Confirm that the data folder on one computer is available for all others to both read and write to.
2. Install the Reporter on the other workstation computers.
3. Create a data set on each workstation computer pointing to the shared data folder on the hosting
computer.
Copyright 2015 Volunteer Software, Inc.
Getting Started
3
Getting Started
3.1
Quick Start
9
Follow these steps to get going fast.
In Preferences confirm that the settings are correct for you.
On the Customize tab in Preferences:
1. Select whether you are an RSVP, FGP, SCP or none of them.
2. Turn off Stations if all your jobs are under one organization like a museum. (If you an an RSVP, FGP,
or SCP, stations must remain on.)
3. Turn off Service Categories unless you have been using them for a while and want to continue using
while transitioning to the new Service Activities.
4. Turn off Impact Jobs unless you are an RSVP, FGP, or SCP.
Also review the Dates Limits tab in Preferences. The limits help prevent inaccurate dates, but can limit
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Volunteer Reporter
you when getting started. Loosen them if needed.
In Field Lists, turn off unneeded fields, rename any, and move important ones to the top. This is also
where you enter available choices for codes and lists like county names, available time slots, and award
milestones.
Enter some data in each section: Volunteers, Stations, Jobs, Placements, and Hours.
Copyright 2015 Volunteer Software, Inc.
Getting Started
11
The Reporter enforces a Dates Hierarchy:
1.
Stations must start before their Jobs.
2.
Jobs and Volunteers must start before their Placements.
3.
Placements must start before their Hours.
Volunteers
Enter volunteer data on the Profile tab. The default Codes, Skills, Groups, Awards, and Availability
codes are entered under Field Lists. On the Placements tab add a job placement for every job at which
the volunteers serves, but not until you enter the stations and jobs. On the Hours tab you will enter
hours once you have placements entered. Use the Donations tab to track donations made by
volunteers. Enter notes about the volunteer on the Comments tab.
Stations
Stations are the “parents” of Jobs. Example: A library is a station, “Shelving Books” and “Reference
Desk” are its jobs. Every station needs at least one job.
Jobs/Clients
A job or client belongs to a Station and can be either an individual client or a group job. Most of the
information is optional including the Job Description and Impact fields.
Placements
Add a placement for every job at which a volunteer serves. Back date it if you’re going to enter hours in
the past for it. You can add placements from either the Volunteer, Job/Clients, or Placements screens.
Hours
Add hours from either the Volunteer, Job/Clients, Station, or Hours screen. Pick a date and fill in the
hours on the grid. It’s quick and efficient.
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Volunteer Reporter
Reports
Start running Reports as soon as you have entered some data. They are simple, yet powerful tools.
Spreadsheets
Spreadsheets harness the power of Excel to offer more flexibility in displaying your data.
Filters
Filters limit the records included on any report or spreadsheet. Review the sample filters we’ve included
and then create your own. Use only one or two limitations per filter.
Web Assistant
Subscribe to the Web Assistant to enable your volunteers to enter hours from home and apply on-line. It
Copyright 2015 Volunteer Software, Inc.
Getting Started
13
provides seamless integration between the Internet and the Reporter.
Sample Data
Switch to our Sample Data Set for training and practice. Don’t forget to switch back to the Default data
set before adding real data.
Backup your Data
Backup your data daily. It’s quick and easy and can be a life saver.
Additional Training
Read tutorials on our web site to learn the basics fast.
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3.2
Volunteer Reporter
Sample Data
We've included sample data for you to play with. To access the sample data, click on File | Select
Data Set and select the sample data set. If it hasn't yet been installed, simply click the Add button and
create a new sample data set. Use it to learn how to use the Reporter. Have fun and experiment -- you
can't break anything. Don't forget to switch back to the Default data set before adding real data.
Add some more volunteers and print some reports like:
Total Enrollment and Hours
Hours Served, Summary by Volunteer
Mailing labels
Copyright 2015 Volunteer Software, Inc.
Introduction
4
Introduction
4.1
Program Description
15
The Volunteer Reporter represents a new approach to tracking volunteers for efficient management and
accurate reporting. This software goes beyond simple mailing list managers, letting you quickly answer
questions about how volunteers are serving in your community that have been difficult, if not impossible,
to answer before.
The Volunteer Reporter helps you match volunteers' skills with jobs' needs, enables you to quickly and
easily keep track of the number of hours served and track the amount of reimbursement due each
volunteer.
While working with the sample data, you'll enter your volunteers, noting which skills each volunteer has,
and then enter your stations and each station's jobs so that we can keep track of how many hours are
served by each volunteer at each job.
Using your mouse and standard Windows features like copy and paste, entering volunteers, stations,
and jobs into the Volunteer Reporter is easy and efficient. Entering hours on a monthly or quarterly basis
is automated as much as it can be so that you'll quickly get to where you can enter hours for a dozen
volunteers in just a few minutes.
4.2
Overview
The Volunteer Reporter helps you keep track of how much time volunteers are working at various jobs in
your organization or community. The overall organization of this program starts with stations. A station is
an organization that needs volunteers. A station is broken down into one or many jobs. For example,
your local hospital is a station that has three jobs: gift shop, information desk, and patient transport. The
station coordinator who signed the memorandum of understanding for the entire hospital might also be
the same person that supervises the three jobs, or the job supervisor for each job might be a different
person.
Since each job is associated with a station, we must enter the information about the station into the
program before we can enter information about each of its jobs. Similarly, we must enter information
about the job before we can enter hours worked by a volunteer at that job. Since it is easy to jump from
one part of the program to another in order to add new stations, jobs, and volunteers, we can start with
just a few of each and add more as needed. The program tries to help by making it easy to add new
records when needed.
There are several different dates associated with stations, jobs, and volunteers. Each station has the
date that its memorandum of understanding was signed. Each job for that station has a date that they
requested volunteers. Volunteers have a starting date when they first started volunteering at any job.
There is another starting date associated with every volunteer placement at a particular job.
There are also ending and termination dates for placements, volunteers, jobs, and stations. When a
volunteer is no longer working at a particular job, enter an ending date for that single job placement.
When a volunteer is no longer volunteering at any jobs, enter a termination date and cause for
termination for that volunteer. When you are no longer placing any volunteers at a job, enter a
termination date for that job and, finally, when a station is no longer being served by you, enter a
termination date for it.
The reason we enter ending and termination dates for volunteers, jobs, and stations instead of deleting
Copyright 2015 Volunteer Software, Inc.
16
Volunteer Reporter
them is that we have an overall goal of keeping track of hours served by all volunteers at all jobs for a
long time. So as long as there are some hours on file referring to a volunteer, the program won't let you
delete that volunteer although you may enter an ending date at any time. If they have an ending date, we
can exclude them from most reports so that only the total hours served by them appear on the
appropriate reports.
In order to completely delete a volunteer or a job, first delete all hours referring to the volunteer or job.
You can either delete these hours individually on the hours screen or delete them as a group by using
the file utility to delete old data. To delete a station first delete all of its jobs.
Another use of the Volunteer Reporter is to match volunteers with jobs requiring some unique volunteer
skills. For every volunteer we can mark which skills the volunteer possesses and for each job we can
request volunteers possessing those unique skills. The Volunteer Reporter will help us match jobs and
volunteers by showing possible matches on either the volunteer or job screens.
We can also quickly keep track of schedules for all of our volunteers. Once we have a basic schedule for
a volunteer entered, we can easily reproduce it week after week with just one keystroke. These
schedules allow us to print a variety of schedules for each volunteer and job.
4.3
Accuracy
The Reporter includes hundreds of built-in checks and balances to assure that your data is always
accurate and secure. These checks and balances are all automatic so that you don't have to keep track
of them yourself. Normally they stay out of the way and you won't run across them, but they pop up as
helpful reminders whenever the Reporter senses that the data doesn't fit quite right.
Several simple examples are when the Reporter prevents a person's sex as being anything other than M
or F and when the Reporter won't let you delete a location code that is still used to describe where
volunteers live.
4.4
Records and Fields
If you haven't previously worked with a database program, two words used in the Volunteer Reporter
might be new to you: "record" and "field." A record is a collection of information such as a person's
name and address. Five names and addresses would be five records.
A field is an individual data item within a record such as a person's first name or a person's last name.
One record consists of a group of related fields of information treated as a unit. Each record can consist
of many fields, some of which the Volunteer Reporter requires to store and access a volunteer's record,
and some of which are optional (such as the volunteer's birth date).
You won't have to deal much with fields and records as such, but the program and this manual will refer
to them from time to time. It's important to understand the idea that each volunteer will be represented in
the program by a record, and each record contains a number of fields with information you've entered
about each of your volunteers.
4.5
Date Fields
Throughout the program all date fields have four digits available for the year although you only have to
enter the last two digits of the year and the program fills in the rest. There is also a preference setting
that enables you to change this behavior.
Copyright 2015 Volunteer Software, Inc.
Introduction
17
All dates are in the form specified under Regional and Language Options on the Windows Control
Panel. For example, if you have your computer set to show dates in the YYYY-MM-DD format, the
Reporter follows that setting.
Date Checking
The Volunteer Reporter tries to help you avoid entering incorrect data. When you are getting started, this
can be frustrating if it prevents you from back dating some of your data. To override this, click on File |
Preferences and then the Date Limits tab. You might consider increasing the back dating length from
the default 90 and 180 days for the time being. Don’t forget to return here after you finish entering your
older data.
Dates Hierarchy
Keep in mind the certain dates you enter will restrict other dates. For example, if a volunteer didn’t start
until today, the Reporter won’t let you enter hours for that volunteer for last month. The dates hierarchy is
that stations must start before their jobs, jobs and volunteers must start before their placements, and
placements must start before any hours are served at that placement.
Popup Calendar
Every date field in the Reporter includes a popup calendar. When you click on any date field, a calendar
button appears next to the field. Click on that button to pop-up a calendar to use for entering the date.
The pop-up calendar only appears when you click or tab into a date field and disappears as soon as you
leave the field. As a shortcut, you can also double click on the date field or press the letter “C” (for
calendar) to open the calendar.
A volunteer's birth date is the only exception that doesn't have a pop-up calendar. It is not practical to
enter birth dates by using a pop-up calendar because birth dates are so many years in the past.
Shortcuts
When editing date fields you can use the following shortcut keystrokes.
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Volunteer Reporter
Calendar (pop-up)
Next day
Previous day
4.6
C
+ (plus key)
– (minus key)
Today
T
First day of the Week
W
Last day of the weeK
K
First day of the Month
M
Last day of the montH
H
First day of the Year
Y
Last day of the yeaR
R
Coding Records
Reference codes are very important to the Volunteer Reporter. The Volunteer Reporter stores a lot of
data for each volunteer, station, and job in the form of codes. All of these codes are user-definable.
This use of codes ensures accurate data entry. If we didn't use codes, one person might have an
ethnicity of "White" while another would be "Caucasian". All codes are selected from drop down lists.
In addition to defining what any codes mean, you can also define what types of codes to use. This
means you can use codes for any purpose. You can reassign the name of the coded field and put in any
codes you want. For example, if you won't use "Past Employer" codes, you can reassign it to
"Education Level" or some other type of information you want to keep on every volunteer.
There are also additional user-defined fields for any other dates, text, or numbers that you want to keep
for each volunteer, job, or station. All of these fields are available when filtering records.
4.7
Jumping
You can quickly jump from one section of the Reporter to another by double-clicking. It's very intuitive
and the following illustration explains it.
Copyright 2015 Volunteer Software, Inc.
Introduction
4.8
19
Filtering Records
The Reporter has a powerful filtering feature which enables you to limit which records you view and print.
Normally, all of the records are printed on every report, but with filters you can view and print just
subsets of your data.
An example would be a filter that only included volunteers living in a particular area. Using that filter
would only print those volunteers on any report.
Filters are reusable and can be shared across a network by anyone using the Reporter.
4.9
Deleting vs. Terminating
Don't confuse terminating a volunteer, station, or job with deleting it from the database. If you terminate a
volunteer when they are no longer working for you, all the previous hours they have worked in the past
are still included in your volunteer statistics, but when you delete a volunteer, all their past hours are
gone, not to be counted. Caution: once deleted, a record cannot be retrieved.
The program prevents you from deleting a volunteer who has current placements or hours on file. If you
try to delete a volunteer with hours, the program will tell you that other files still refer to this volunteer.
You must delete the hours and placements before deleting the volunteer. The same applies to stations
and jobs.
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20
4.10
Volunteer Reporter
Active vs. Inactive
On the data entry screens (Volunteers, Stations, Jobs, Hours) you have the option of listing All, Active,
or Inactive records. If you choose All you'll see all records, but if choose Active you'll see only those
records without a termination date. Choosing Inactive will show just records with a termination date.
In this case, an “active” volunteer is anyone without a termination date, no matter how many hours the
person has served.
Sometimes you might see a pause when switching from Active to Inactive as the Reporter resorts your
data into the two separate lists.
4.11
Live Update
The Reporter will use the Internet to keep up to date with new patches that we provide. Click on Help |
Live Update to check for any new, free updates. It's simple and quick.
In Preferences, you can tell the Reporter to automatically check for live updates every few days.
4.12
Choosing a Numbering Scheme
The first field for each record in volunteers, stations, and jobs is the record number. This is always a
required field and must be unique for every record. The Volunteer Reporter automatically supplies them
and prevents duplicates.
The record number is required by the Volunteer Reporter in order to keep all the records straight.
Some people try to design numbers that mean something about the record, but we suggest you don't.
Copyright 2015 Volunteer Software, Inc.
Introduction
21
There are many other fields designed to categorize and track records that do a much better job of it than
trying to use the record number.
We suggest you start with record number "V00001" or "V-0001" for volunteers, "S00001" or "S-0001" for
stations, and "J00001" or "J-0001" for jobs.
In earlier versions of the Volunteer Reporter, you were required to include a dash (-) in each record
number, but that is no longer needed. Refer to Preferences to tell the Volunteer Reporter whether you
want to require a dash or not.
It makes no difference whether all record numbers are in sequence or whether there are gaps in the
numbers.
You can change an individual record number at any time. The Volunteer Reporter automatically
advances them from the last one entered.
4.13
Changing Colors
Colors can be for more than just cosmetic appearance. Some people might need high contrast colors to
see the screen well while the rest of us can use good color choices to make the Reporter easier to use
in subtle ways. For example, the list of volunteers is highlighted whenever it has focus. This helps
prevent losing the cursor as you add and edit volunteers.
The Reporter does not use custom colors, but instead uses the color settings from the display
properties of your computer. Every computer has color settings that you can change. To change your
computer's colors right click on any empty spot of the desktop and select Properties. This opens the
Display Properties screen. Click on the Appearance tab. From here we can either change individual
colors one at a time or pick an entire new scheme of colors.
One particular color to focus on is the ToolTip color. That's the color that is used by the Reporter to
highlight several lists and fields. If you're not seeing highlighting or you want higher contrast highlighting,
change either the ToolTip color (background) or the font color (foreground) for ToolTips.
4.14
Copy and Paste
The Reporter includes several ways to copy and paste your data which can make your work easier and
more productive.
Cut, Copy, Paste
You can select text with your mouse and then cut or copy it as in all Windows programs. You can either
select cut, copy, or paste from the edit menu, from the toolbar, or by using the standard Windows
shortcut keystrokes of Ctrl-X, Ctrl-C, and Ctrl-V.
Copy Name/Address
This enables you to copy an entire name and address of a volunteer at once so that you can then paste
it into your word processor. Simply select the volunteer record you want to copy and then select "Copy
Name/Address" from the edit menu or the toolbar.
After the name and address are copied into the Windows clipboard, switch to your word processor and
paste it into a letter.
Copy Record
Paste All Fields
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Volunteer Reporter
Paste One Field
These three commands work together to make up a Copy/Paste system to ease data entry. Used
together they enable you to quickly copy and repeat information from one record to another. You can, for
example, quickly repeat the same city, state, and zip in a number of similar records without having to
type them every time.
You can select these commands either from the edit menu or the toolbar.
Click on "Copy Record" when you are on a record that contains information you want to copy into
another record. When you "Copy Record" all the information from that record is automatically copied into
an internal "clipboard" for later pasting into another record. This happens without any message or
notification.
"Paste All Fields" will paste all fields into another record. For example, if you start adding a new record
and click on "Paste All Fields", all the information from the previously copied record will automatically be
pasted into this new record and the two records will be identical.
"Paste One Field" is similar, but it only pastes one field at a time. You would use it, for example, when
you want to paste just the city, state, and zip into a new record.
4.15
Email
Each volunteer, station, and job can have an email address. To start an email message to a single
person, click on Edit | Start Email Message from the top menu or click on the Email button on the
toolbar. In either case, your email program will start with a new message addressed to the email
address that is showing on the screen.
You can also send an email to a group of volunteers, stations, or jobs all at one time by going through
the Reports menu and clicking on Email Messages. Select a filter to limit which records to include and
then click on Count. After getting a count of the records with email addresses, click on Prepare.
The Reporter will automatically copy all of the filtered email addresses into the Windows clipboard. This
is the same clipboard shared by all programs to copy and paste text. The Reporter will then start your
email program and wait for you to Paste the addresses into the TO field.
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You may want to paste the addresses into the BCC field (blind carbon copy) instead of the TO field.
Doing that insures that each recipient will not see all of the other addresses at the top of their email. If
your email program won't send the message without an address in the TO field, put your own address in
the TO field.
Not all email programs normally show the BCC field. In Outlook Express, click on View | All Headers in
order to use the BCC field.
A potential problem is that some people set up filters to automatically delete any email messages not
specifically addressed to them.
Your Internet Service Providers might not allow you to send an email addressed to hundreds of people in
which case you'll have to cut and paste the addresses into several email messages.
4.16
Startup Options
When you first start the Reporter, you can press one of several F keys quickly to force the Reporter to
perform a particular task or enter a troubleshooting mode. Normally, you won't need to use any of these
options unless you're having trouble and we ask you to try one or the other. When the Volunteer
Reporter splash screen appears, you have about two seconds to press one of these keys.
F3 This will force the Reporter to immediately re-index your data. It would be the same as starting the
Reporter, then going to Preferences and choosing to re-index. It doesn't hurt to re-index your data, it just
takes time. Normally, your data only needs to be re-indexed when it is upgraded to a newer version.
F5 This will start the Reporter in a "minimum startup mode" which bypasses many system checks. For
example, normally the Reporter checks to make sure that all of the files needed to operate are present
and accounted for. If you use this startup option, that check (and dozens more) won't happen. If you
can't start the Reporter because every time it tells you that some file is missing or folder is locked, you
can use this option to bypass that message and get into the Reporter. It won't make the problem go
away, just allow you in so you can fix the problem.
F7 The Reporter knows where your data is located on the network by looking in a particular table,
datasets.dbf. If that table becomes corrupted, the Reporter can't start. This is very rare. Pressing F7
forces the Reporter to assume that the datasets table is corrupted and to remake it. It will try to recover
your data's folder location from the existing table, but if the existing table is really corrupted, it won't be
able to and you will have to point the Reporter to the location of your data on the network. In any case,
this has nothing to do with your actual data, but only knowing the location of your data.
F9 Pressing F9 forces the Reporter to upgrade your data from a previous version of the Reporter again.
Normally, your data is upgraded just once when installing a new version of the Reporter. It is unusual to
have to upgrade your data a second time, only in the case of the upgrading process failing before
completion. Even then, the Reporter will know that it didn't complete the process and start it over. It
won't ever hurt to upgrade your data more than once, it will just be a waste of time if you don't need to.
F11 Will reset the BDE to low. The BDE stands for the Borland Database Engine and it is an integral
part of the Volunteer Reporter. It starts automatically when the Reporter starts. In the Reporter, under
Preferences. you have the ability to adjust the performance settings for the BDE. There's a very slight
possibility that, on an old computer, you could adjust it so high that the Reporter wouldn't run. In that
unlikely case, this will reset it back to the lowest level and allow you to restart the Reporter. If the
Volunteer Reporter starts normally, there is no reason to reset the BDE.
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Volunteer Reporter
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Reference
5.1
Volunteers
25
This section of the program enables you to add information about new volunteers and edit the
information. Besides the basic demographic information about each volunteer, you can also manage
their placements, hours, and donations from here.
Finding a Volunteer
The easiest way to find a person is to start typing the person's last name in the "Find" field in the bottom
left corner of the screen. Use the Up and Down arrows of your keyboard to scroll through the list
quickly. To scroll even faster, try the Home, End, Page Up and Page Down keys, too. They are often
easier to use for scrolling than the mouse.
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Volunteer Reporter
If you don't know someone's last name, click on the Find button which pops open a large grid of your
volunteers. In this grid, every column is "searchable". For example, to find someone by their first name,
click on the column heading 1st Name. That sorts the list by their first name. Then type their name into
the "Find" field. You can just as easily search by city, zip, telephone, or email address. Just click on
any column heading to sort the list by that column.
Active vs. Inactive
In the upper left corner of the screen are three buttons: All, Active, and Inactive. Active are just
volunteers without a termination date, inactive are volunteers with a termination date, and all includes
both. When you terminate a volunteer he/she is moved to the Inactive list in order to avoid cluttering the
screen.
Adding a Volunteer
Click the Add button to enter a new volunteer's information. The volunteer number is automatically
entered as well as any default values you previously set on the Fields List screen. All other fields are
blank waiting for you to enter data. For more efficiency, press tab to move to the next field without having
to take your hands off the keyboard.
Duplicate Check
When you click on the Add button to add a new volunteer, the Reporter pops up a "Duplicate Check"
screen. On this screen, enter any or all of the information and then click on the Ok button. The Reporter
will check through existing records (both active and terminated) to show you all possible matches.
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If you enter just a First or Last name, the Reporter might show you a lot of potential matches. On the
other hand, if you enter a phone number, the Reporter might show you a spouse already on file with the
same phone. Don't worry about wasting your time with double entry, the Reporter uses the information
on the Dupe Check screen to pre-fill the new volunteer's record.
Editing a Volunteer
Edit a volunteer to change some piece of information.
Terminate Volunteer
Terminate a volunteer who is no longer volunteering at any job by clicking on the Terminate button and
entering a termination date and optional cause. When you terminate a volunteer, the Reporter also
terminates all of the placements on the same date. Terminating a volunteer does not affect their hours
that have already been entered which is the main reason we terminate volunteers instead of deleting
them. Whether a volunteer is active or terminated, the hours that they have served will always be
reported.
Restarting a Volunteer
You can restart terminated volunteers shown on the Inactive list by clicking on the Restart button. Enter
a date they restarted and choose with a check mark whether to restart their job placements or not. As
always, their hours are unaffected whether they are active or inactive.
Deleting a Volunteer
You cannot delete a volunteer for whom there are hours worked on file. You must first delete all hours
and placements worked by that volunteer. Usually you don't delete volunteers, but terminate them
instead.
Photos
Attaching photos to a volunteer's record is simple and easy. To load a photo, either drag it onto the
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photo location or click the green plus sign button. You don't have to first click the Edit button before
adding a photo to a volunteer.
Photo Editing Buttons
There are six photo editing buttons above each photo. Instead of using the buttons, you can right-click
on a photo to pop up the same photo editing choices.
Load Photo - Pick the correct photo for this volunteer. You can also drag the photo onto the
volunteer's photo rectangle.
Rotate Left - spin the photo counter clockwise.
Rotate Right - spin the photo clockwise.
Crop Photo - Select a portrait from a larger photo containing extra background.
Delete Photo - Remove a photo from a volunteer's record.
Export Photo - Save the volunteer's photo as a separate file in order to use it for some other
purpose.
Hints for tak ing good photos
Turn the camera sideways and take a portrait instead of a landscape photo.
Get very close with the camera. Fill the frame with just a head shot.
Photo Resolution
Every digital camera enables you to set the photo resolution. Higher resolutions are important for printing
enlargements, but for this application low resolution photos work just as well. The Reporter automatically
reduces the resolution of any photo down to 640 x 480 pixels in order to save storage space on your
computer. Because of this, you can set your camera to take lower resolution photos. It doesn't hurt to
leave your camera set at a higher resolution, you just can't take as many photos before filling the
camera's memory.
Turn Off Fields
The Reporter includes more fields than you need. We do this so that everyone can keep whatever
information they require about their volunteers. This would be terribly confusing if we didn't enable you to
turn off fields that you don't need. In a separate section of the Reporter, Field Lists, you can turn off
fields that you don't use. You can also rearrange the order in which the fields are displayed and throw in
horizontal lines to organize the screen.
Set Default Values
On the Field Lists screen you can pre-set default values to use when adding new volunteers.
Required Fields
The only required fields are number, name, and starting date. You can leave all the rest blank.
Fields
Use the Field Lists section to turn off unneeded fields, rename any fields, and rearrange the order.
Field
Description
Volunteer No.
Required and must be unique.
Salutation
Ms., Mrs., Mr., etc. Optional.
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Field
Description
First and Last Names
Required.
Photo
A digital photo of the volunteer.
Group of Volunteers
Is this a group of people volunteering together?
Group Name
The group's name like "Scout Troop 35". Required if this is a group.
Mailing Name
This is the specific name you want to print on each volunteer's mailing label.
For example, for a volunteer named Robert Jones, you can enter a mailing
name of Bob Jones or enter Mr. & Mrs. for one of a pair of volunteers. This
name is only used on mailing labels and in merge files.
First Address
Street address.
Second Address
This optional field will not print on labels if it is blank. If this field is used, the
post office delivers mail to this address.
City
Don't include a comma after the city because the Reporter does it for you
automatically on labels and addresses.
State
The state is automatically capitalized.
Zip
Zip codes or postal codes.
Home Phone
Volunteer's home phone number.
Work Phone
Volunteer's work phone number and extension.
Cell Phone
Cell or mobile phone.
Phone 4
An additional phone. Change the name to something needed like Fax.
Phone 5
An additional phone.
Other Phone Type
The description of some other, unique phone for this volunteer like "Friend
Mary's", "Front Desk", or "Message Number".
Other Phone
Phone number of unique phone.
Email
An email address. You can automatically start an email message to this
person by clicking on the Email button on the toolbar or by clicking on "Edit
| Start Email Message" on the top menu.
Starting Date
The date when the person first signed up to volunteer. Required.
Terminated
The date when the person stopped volunteering at any jobs. You can restart
a volunteer as many times as needed.
Termination Cause
The reason that the volunteer stopped volunteering.
Years and Months of
Service
The amount of time between the starting date and today not counting any
time the volunteer was terminated. This is calculated automatically.
Start/Stop Dates
Showing all starting and stopping dates for volunteers that have been
terminated and restarted more than once, snowbirds for example.
Birth Date and Age
If you know only a partial birth date for a volunteer, enter just the amount
you know. For example, you can enter the month and day, but leave the
year blank. Age is calculated automatically.
Sex
Male(M) or Female(F).
Ethnicity
Hispanic or Not Hispanic. These follow standard federal guidelines. Set the
possible codes on the Field Lists screen.
Racial Group
White, Black, etc. Set the possible codes on the Field Lists screen.
Veteran
Is the volunteer a veteran?
Has Disability
Does the volunteer have a disability?
Drivers License
Any combination of letters or numbers. For example you can enter "111-11-
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Field
Description
1111" or "123 AB 456 (ID)".
Driver's License Expiration When does their driver's license expire?
Social Security Number
In the US, this follows the form: 123-12-1234.
Lifetime Pledges
The total amount this person has pledged to date. This is kept up to date by
the Reporter automatically, but you can edit it if need be.
Lifetime Donations
The total amount this person has donated to date. This is kept up to date
by the Reporter automatically, but you can edit it if need be.
Lifetime Hours
The total number of hours this person has served to date. This is kept up to
date by the Reporter automatically, but you can edit it if need be.
Wants Reimbursement
If unchecked, all monies claimed by the volunteer for reimbursement will be
counted by the program as in kind contributions. You can override this when
adding hours records.
Needs Timesheet
If unchecked, no timesheet will be printed for this volunteer.
Needs Mailing Label
For each volunteer, you can note whether he/she needs a mailing label.
This enables you to avoid sending duplicate mailings to couples at the
same address. When used in combination with the volunteer mailing name,
you can send just one mailing to a couple and have it addressed to Mr. &
Mrs.
Stipended Volunteer
Whether this person can receive stipends for volunteer work performed. In
order for stipends to be calculated when entering hours, both the volunteer
must be marked as being a stipended volunteer and the job just be checked
as a stipend job.
Turned away as over
income
Was the person excluded from volunteering because he/she was over set
income guidelines? This probably only applies if you are running a Senior
Companion or Foster Grandparent Program.
Turned away as under 60
Was the person excluded from volunteering because he/she was under the
age of 60? This probably only applies if you are running a Senior
Companion or Foster Grandparent Program.
Senior Companion Leader Is this person a Senior Companion Leader?
(SCL)
Senior Companion
Recruited by SCL
Is this a Senior Companion volunteer recruited by a Senior Companion
Leader?
Community Volunteer
Recruited by SCL
Is this a Community Volunteer recruited by a Senior Companion Leader?
Check Marks 1-10
Change the name of these to use to keep track of yes/no information about
your volunteers like whether they have signed a photo release or are
married.
Codes Fields 1-20
Use these for data that you pick off a list. For example, rename one to be
County and enter a list of nearby counties. Then you can assign each
volunteer to one of them. When you first install the Reporter, codes 1-8
have default names, but you can change any of them. In order to change
the codes and what they mean, use the Field Lists section.
Text Fields 1-10
Use these to enter unique information like the spouse's name or an ID
number.
Date Fields 1-10
Use these to keep specific dates for volunteers like when an orientation
session needs to be renewed.
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Field
Description
Number Fields 1-10
Store numeric data about volunteer like number of children.
Skills
Abilities or interests that the volunteer possesses or wants to do. Set up
the list of available skills on the Field Lists screen and then select as many
as needed for each volunteer.
Groups
Use this as a way to keep track of people other than volunteers. For
example, you can set up several groups like "Volunteer", "Advisory Board",
and "Media", and then assign each person to one or more of them.
Awards
Awards are typically given to volunteers who have served a certain number
of hours or years, but they can be used for any other type of award, too. We
have set up a few common awards types, but feel free to modify this list by
using the Field Lists section.
Notice how we have grouped awards by first the type of award followed by
the value of the award as in "Hour, 100". They ensures that all of the hourly
awards will be grouped together alphabetically. We suggest you also use
blank spaces after the comma to keep lower numbers appearing before
larger numbers. By using spaces to right justify the values, it keeps "10000"
from coming before "2000".
For each award, you can also enter the date that the volunteer received it.
Available Times
Available Times are when a volunteer is available for volunteering. Once
again we have supplied some common times for you, but edit the list to suit
your needs with the Field Lists section. Notice how we have numbered the
days of the week in order to have them listed clearly. If we didn't list the
days as "Day 1, Monday" and "Day 5, Friday", Friday would be listed at the
top of the list alphabetically before Monday.
Lists 1-5
Use these for data where you need to select one or many for each
volunteer. Examples are degrees that the volunteer possess or geographical
areas where they are willing to travel.
Lists with Dates 1-5
Use this type of list when you want to keep track of a date along with an
item off a list. An example is a list of training classes and the date when the
volunteer completed each one.
Multiple Addresses
Each volunteer can have up to nine mailing addresses. The first address is
usually their home address while others might be work addresses or
seasonal addresses.
When you first add a new volunteer, the address you enter for them is
automatically entered as their "Home" address. You can rename the
address description to something other than "Home" although it will always
default to "Home" with every new volunteer you add.
For those volunteers with more than one address, you can indicate which
address is to be used for mailings. Click on the little dot indicating "Mail to
this address". When you switch which address to use for mailings, that
address automatically is shown above. Any editing changes you make to
the address here is reflected above and vice versa.
Contacts
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You can keep track of up to nine additional contacts for each volunteer such
as emergency contacts, parents, beneficiaries, or physicians. You can
choose to keep track of different types of contacts for each volunteer. For
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Field
Description
each of these contacts, you can enter their address, two phone numbers,
and an email address.
Touch-Screen Assistant
PIN
If your volunteers use the Touch-Screen Assistant to sign in, you assign
their PIN here or on the separate Touch-Screen Assistant screen.
Web Assistant Username If your volunteers enter their hours from home using the Web Assistant, this
is their username.
Web Assistant Password Web Assistant password.
Added
Date this record was added. Set by the program and never changes.
Revised
Date this record was last revised. Updated automatically every time this
record is edited.
Comment
This is some space for you to write down whatever is important to know
about this volunteer that is not included elsewhere. You can type as much
as you want. The comment is always shown on a separate tab.
Documents
Attach separate documents to a volunteer. For example, keep a test result
for future reference. Documents can be any electronic form including pdf's,
jpg's, and docx's.
Placements
You can manage a volunteer's placements either from here or from the separate Placements window. A
placement is a job or client for which a volunteer serves. You cannot enter hours for a volunteer until that
volunteer first has a placement. If you choose just Active placements, only those without an ending date
will be shown.
To add a new placement, click the Add Placement button. Pick an existing job/client off the list and
enter a starting date for the placement. Edit the starting or ending date if they are incorrect. Move a
placement to another job/client if if was incorrectly assigned. Terminate a placement if a volunteer is no
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longer serving there and restart placements if the volunteer starts up there again. Typically, you would
only delete placements that were mistakenly entered in the first place. Designate one placement per
volunteer to be the primary placement by double clicking on the primary checkbox or clicking on the
Make Primary button. Learn more about primary placements on the Placements screen.
Hours
Like placements, you can manage them from here or from the separate Hours screen. It works the same
from either screen with all the same capabilities and features. It is explained in more detail in Hours, but
basically you can sort the hours by clicking on column headings, add new hours for all jobs/clients on a
single date, edit existing hours, delete mistakes, or move hours to a different job. If you choose just
Active hours, only those at placements without an ending date will be shown.
Donations
These are donations made by the volunteer and explained in detail in Donations.
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Comments
On the Comments tab, you can write as much as you need to about a volunteer. These notes can be
useful to keep track of information that doesn't fit anywhere else and doesn't need to be searched.
The Top and Bottom buttons will reposition the comments, but you won't notice their effect unless you
have comments that are longer than one screen. While editing comments you can click on the Add
Date button to insert today's date at the current cursor's location.
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Documents
The documents tab is a list of documents attached to the volunteer. You can attach any sort of
document. It can be a document you have written like a Word document, a scanned copy of a paper
document, a photo, or anything else. Whatever you need to keep with the volunteer. Add a document
by giving it a descriptive name and selecting the actual document. With a checkmark when adding, you
can choose to keep the original or to delete it which has the effect of moving it from the original location
to storage with your volunteer's data. You can also drag a document onto the volunteer's record. Click
on Export to send a copy of it to any location on your computer. For example, export a copy to your
desktop so that you can attach it to an email. Open the document either with the Open button or by
double clicking on it.
Print
Use the Print button to print a variety of reports for this one volunteer including a Volunteer Match report
that lists all possible jobs for this volunteer based upon the volunteer's skills.
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5.2
Volunteer Reporter
Stations
This section of the program enables you to add and edit information about stations and the jobs
associated with each station. One station might have several jobs.
Finding a Station
The easiest way to find a station is to start typing its name in the "Find" field in the bottom left corner of
the screen. Use the Up and Down arrows of your keyboard to scroll through the list quickly. To scroll
even faster, try the Home, End, Page Up and Page Down keys, too. They are often easier to use for
scrolling than the mouse.
If you don't know the name of a station, click on the Find button which pops open a large grid of your
stations. In this grid, every column is "searchable". For example, to find a station by the first name of the
supervisor, click on the column heading 1st Name. That sorts the list by their first name. Then type their
name into the "Find" field. You can just as easily search by city, zip, telephone, or email address. Just
click on any column heading to sort the list by that column.
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Active vs. Inactive
In the upper left corner of the screen are three buttons: All, Active, and Inactive. Active are just stations
without a termination date, inactive are stations with a termination date, and all includes both. When you
terminate a station it is moved to the Inactive list in order to avoid cluttering the screen.
Add a Station
Click the Add button to enter a new station. The stations number is automatically entered as well as any
default values you previously set on the Fields List screen. All other fields are blank waiting for you to
enter data. For more efficiency, press tab to move to the next field without having to take your hands off
the keyboard.
Edit a Station
Edit a station to change any piece of information.
Update Jobs
When a station's address or contact information changes, use this button to pass those changes onto
the jobs or clients associated with this station.
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Terminate a Station
Terminate a station that is no longer taking volunteers at any of its jobs by clicking on the Terminate
button and entering a termination date. When you terminate a station, the program also terminates all of
the station's jobs and all volunteer placements at those jobs. Terminating a station does not affect the
hours that have already been served at that station which is the main reason we terminate stations
instead of deleting them. Whether a station is active or terminated, the hours served at it will always be
reported.
Restart a Station
You can restart terminated stations shown on the Inactive list by clicking on the Restart button. You can
choose whether to restart their jobs and placements or not. As always, their hours are unaffected
whether they are active or inactive.
Delete a Station
You cannot delete a station for which there are jobs on file. You must first delete all jobs for the station.
Normally, you will terminate the station instead of deleting it.
Turn Off Fields
The Reporter includes more fields than you need. We do this so that everyone can keep whatever
information they require about their stations. This would be terribly confusing if we didn't enable you to
turn off fields that you don't need. In a separate section of the Reporter, Field Lists, you can turn off
fields that you don't use. You can also rearrange the order in which the fields are displayed and throw in
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horizontal lines to organize the screen.
Set Default Values
On the Field Lists screen you can pre-set default values to use when adding new stations.
Required Fields
The only required fields are Station Number, Station Name, and the date the Memorandum of
Understanding was originally signed. You can leave all the rest blank.
Fields
Use the Field Lists section to turn off unneeded fields, rename any fields, and rearrange the order.
Field
Description
Station No.
Required and must be unique.
Station Name
The name of the station. Required.
First Address
Street address.
Second Address
This optional field will not print on labels if it is blank. If this field is used, the
post office delivers mail to this address.
City
Don't include a comma after the city because the Reporter does it for you
automatically on labels and addresses.
State
The state is automatically capitalized.
Zip
Zip codes or postal codes.
Phone
Telephone number of the station. Include an extension at the end if needed.
Fax
Fax phone number.
Other Phone Type
The description of some other, unique phone for this station like "Alternate"
or "Pager".
Other Phone
Phone number of unique phone.
Web Address
Internet web address of the station.
Contact 1 Salutation
Ms., Mrs., Mr., etc.
Contact 1 First Name
First name of the contact.
Contact 1 Last Name
Second name of the contact.
Contact 1 Title
Title of the contact like "Executive Director" or "Volunteer Coordinator".
Contact 1 Email
Email address of the contact. You can automatically start an email
message to this person by clicking on the Email button on the toolbar or by
clicking on "Edit | Start Email Message" on the top menu.
Contact1 Cell Phone
Cell phone of the contact.
Contact 2
A second possible contact for the station.
MoU Originally Signed
Date the memorandum of understanding was first signed.
MoU Last Renewed
Date the memorandum of understanding was last renewed.
MoU Next Renewal
Date the memorandum of understanding needs to be renewed next.
Terminated
The date when the station no longer accepted volunteers.
Station Type
An official type used by RSVP's.
Health Care Facility
Is this station a health care facility? This is used on the Stations Profile
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Field
Description
report and counted on the Station Statistics report.
Faith-Based Station
Is this a faith-based station? This is used on the Stations Profile report and
counted on the Station Statistics report.
Disaster Services Station Is this a disaster services station? This is used on the Stations Profile
report and counted on the Station Statistics report.
Needs Mailing Label
For each station, you can note whether it needs a mailing label. This
enables you to avoid sending mailings to certain stations that should not
receive them.
Check Marks 1-10
Change the name of these to use to keep track of yes/no information about
your stations like whether the station accepts disabled volunteers.
Codes Fields 1-20
Use these for data that you pick off a list. For example, rename one to be
County and enter a list of nearby counties. Then you can assign each
station to one of them. In order to change the codes and what they mean,
use the Field Lists section.
Text Fields 1-10
Use these to enter unique information like the name of another contact.
Date Fields 1-10
Use these to keep specific dates for stations like when an training session
needs to be renewed.
Number Fields 1-10
Store numeric data about the station.
Web Assistant Username If you allow your station supervisors to enter hours for volunteers using the
Web Assistant, this is the username.
Web Assistant Password Web Assistant password.
Added
Date this record was added. Set by the program and never changes.
Revised
Date this record was last revised. Updated automatically every time this
record is edited.
Comment
This is some space for you to write down whatever is important to know
about this station that is not included elsewhere. You can type as much as
you want. The comment is always shown on a separate tab.
Documents
Attach separate documents to a station. For example, keep a
Memorandum of Understanding. Documents can be any electronic form
including pdf's, jpg's, and docx's.
Extend the MoU Next Renewal Date
When editing the MoU Last Renewed date, you can automatically move the Next Renewal date ahead 1,
2 or 3 years.
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Jobs/Clients
Each station can have an unlimited number of jobs. You can add new ones here or open existing ones to
get more detail. If you choose to show only active ones with the check mark, any with an ending date
will not be shown.
Volunteers
All volunteers at any of the station's jobs are listed here. If you click on the column headings
"Volunteer", "Job/Client", or "Started", you will sort the list in order by the information in that column.
Click on Active Only to show only those without an ending date.
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Hours
You can manage hours from here or from the separate Hours screen. It works the same from either
screen with all the same capabilities and features. It is explained in more detail in Hours, but basically
you can sort the hours by clicking on column headings, add new hours for all of a station's volunteers on
a single date, edit existing hours, or delete mistakes. If you choose just Active hours, only those at
placements without an ending date will be shown.
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Donations
These are donations made by the station and explained in detail in Donations.
Comments
On the Comments tab, you can write as much as you need to about a station. These notes can be
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useful to keep track of information that doesn't fit anywhere else and doesn't need to be searched.
The Top and Bottom buttons will reposition the comments, but you won't notice their effect unless you
have comments that are longer than one screen. While editing comments you can click on the Add
Date button to insert today's date at the current cursor's location.
Documents
The documents tab is a list of documents attached to the station. You can attach any sort of document.
It can be a document you have written like a Word document, a scanned copy of a paper document, a
photo, or anything else. Whatever you need to keep with the station. Add a document by giving it a
descriptive name and selecting the actual document. With a checkmark when adding, you can choose
to keep the original or to delete it which has the effect of moving it from the original location to storage
with your station's data. You can also drag a document onto the station's record. Click on Export to
send a copy of it to any location on your computer. For example, export a copy to your desktop so that
you can attach it to an email. Open the document either with the Open button or by double clicking on
it.
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Print
Use the Print button to print a variety of reports for this one station including a Station Profile, hour
reports, letters and envelopes.
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5.3
Volunteer Reporter
Jobs/Clients
This section of the program enables you to add and edit information about jobs. These are the actual
jobs at which volunteers are placed and work. Any job must be associated with one particular station,
but one station will often consist of many jobs. For example, the Red Cross would be a station, while
office receptionist and blood bank worker for the Red Cross would be the jobs.
Job or Client
The Reporter enables you to keep track of either jobs or clients. A job is an activity or task which
volunteers perform. A client is a person whom a volunteer works with. You can have a combination of
both jobs and clients. The Reporter works just as well with either, although some fields will only apply to
one or the other. As shorthand, the Reporter often refers to them as just jobs.
Finding a Job/Client
The easiest way to find a job is to start typing its name in the "Find" field in the bottom left corner of the
screen. Use the Up and Down arrows of your keyboard to scroll through the list quickly. To scroll even
faster, try the Home, End, Page Up and Page Down keys, too. They are often easier to use for
scrolling than the mouse.
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If you don't know a job's name, click on the Find button which pops open a large grid of your jobs. In this
grid, every column is "searchable". For example, to find a client by their first name, click on the column
heading 1st Name. That sorts the list by their first name. Then type their name into the "Find" field. You
can just as easily search by city, zip, telephone, or email address. Just click on any column heading to
sort the list by that column.
Active vs. Inactive
In the upper left corner of the screen are three buttons: All, Active, and Inactive. Active are jobs without a
termination date, inactive are jobs that have been terminated, and all includes both. When you terminate
a job it is moved to the Inactive list in order to avoid cluttering the screen.
Add a Job/Client
Click the Add button to enter a new job. The job number is automatically entered as well as any default
values you previously set on the Fields List screen. All other fields are blank waiting for you to enter
data. For more efficiency, press tab to move to the next field without having to take your hands off the
keyboard.
When adding a new job, the Reporter enables you to copy some data directly from the station. You can
have the address, phone numbers, email address, and contact names duplicated from the station
without having to reenter the same information.
Edit a Job/Client
Edit a job to change some piece of information.
Terminate a Job/Client
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Terminate a job that is no longer taking volunteers. Terminate a job by clicking on the Terminate button
and entering a termination date. When you terminate a job, the Reporter also terminates all volunteer
placements at the job. Terminating a job does not affect the hours that have already been entered at that
job. Whether a job is active or terminated, the hours served at it will always be reported.
Restart a Job/Client
You can restart terminated jobs shown on the Inactive list by clicking on the Restart button. You can
choose whether to restart their placements or not. As always, the hours are unaffected whether the job
is active or inactive.
Delete a Job/Client
You cannot delete a job for which there are hours worked on file. You must first delete all hours worked
by volunteers for that job either one at a time from the Hours section or as a batch of old information
using the Delete Old Data utility. Usually you will terminate a job instead of deleting it.
Turn Off Fields
The Reporter includes more fields than you need. We do this so that everyone can keep whatever
information they require about their stations. This would be terribly confusing if we didn't enable you to
turn off fields that you don't need. In a separate section of the Reporter, Field Lists, you can turn off
fields that you don't use. You can also rearrange the order in which the fields are displayed and throw in
horizontal lines to organize the screen.
Set Default Values
On the Field Lists screen you can pre-set default values to use when adding new stations.
Required Fields
The only required fields are Job Number, Job Name, and the date the Starting Date. You can leave all
the rest blank.
Fields
Use the Field Lists section to turn off unneeded fields, rename any fields, and rearrange the order.
Field
Description
Job No.
Required and must be unique.
Job Name
The name of the job. Required unless it is a client.
Individual Client
Check this if this is a client instead of a job.
Client First Name
If it is a client, the client's first name.
Client Last Name
If it is a client, the client's last name.
Station
The station to which this job is associated. Required. You must enter a
station before entering jobs for that station.
First Address
Street address.
Second Address
This optional field will not print on labels if it is blank. If this field is used, the
post office delivers mail to this address.
City
Don't include a comma after the city because the Reporter does it for you
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Description
automatically on labels and addresses.
State
The state is automatically capitalized.
Zip
Zip codes or postal codes.
Phone
Telephone number of the station. Include an extension at the end if needed.
Other Phone Type
The description of some other, unique phone for this station like "Alternate"
or "Pager".
Other Phone
Phone number of unique phone.
Contact 1 Salutation
Ms., Mrs., Mr., etc.
Contact 1 First Name
First name of the contact.
Contact 1 Last Name
Second name of the contact.
Contact 1 Title
Title of the contact like "Executive Director" or "Volunteer Coordinator".
Contact 1 Email
Email address of the contact. You can automatically start an email
message to this person by clicking on the Email button on the toolbar or by
clicking on "Edit | Start Email Message" on the top menu.
Contact1 Cell Phone
Cell phone of the contact.
Contact 2
A second possible contact for the station.
Starting Date
Date the job first accepted volunteers.
Terminated
The date when the job no longer accepted volunteers.
Number Requested
The number of volunteers requested.
Number Filled
The number of current volunteer placements at this job. This is kept up to
date automatically whenever you enter or delete placements, but you can
change it if you need to.
Value Wage
The dollar value that this job would have to pay someone for this work.
Use Default Value Wage
If this is checked, you can change the default value wage in Preferences
and it will automatically update the value wage for this job.
Stipended Job
Is this a stipend job? If so, stipends will be calculated when entering hours,
but only for volunteers marked as being stipended.
Stipend per Hour
The stipend rate. The default rate for stipends is specified in Preferences.
Works with Veterans
Does this job work with veterans?
Service Category
An outdated job classification. You can turn this field off in Preferences.
Special Need
This is a special need of this client or job. Typically this field is only used
by Senior Companion and Foster Grandparent programs.
Senior Corps Program
If you have indicated that you are an RSVP, FGP, or SCP in Preferences, it
is shown here.
Objective and Service
Activity
These are job classifications used by RSVP's, FGP's, and SCP's. The list
of choices is customized for each of the three programs. Service Activity is
also limited by your choice of Objective. For example, if you are a FGP,
your choice of Objectives is limited and once you choose an objective, your
choices of Service Activities is further limited. You can use the Copy/Paste
buttons to quickly duplicate the objective and service activity from one job to
another.
Client Birth Date and Age The date of birth of the client. Age is calculated automatically.
Client Sex
Male(M) or Female(F).
Private Home
Is this client being served in a private home?
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Field
Description
Mobilizes volunteers for
other orgs.
Do volunteers at this job mobilize volunteers for other organizations?
No. of vols. mobilized for
other orgs.
The number of volunteers being mobilized at this job to serve in other
organizations.
Total number of clients
served
If this is an individual client, this is probably just 1, but if this is a job where
a number of clients are served, it could be much higher.
Number of children of
prisoners served
How many children of prisoners are being served at this job?
Number of children in
foster care served
How many children in foster care are being served at this job?
Number of children
mentored
How many children are being mentored at this job?
Number of adult exoffenders served
How many adult ex-offenders are being served at this job?
Number of immigrants
served
How many immigrants are being served at this job?
No. of seniors receiving
living services
How many seniors are receiving independent living services at this job?
Number of caregivers
provided respite
How may caregivers are being provided with respite at this job?
Skills
Which skills does this job require of its volunteers? The Reporter uses this
information to help you match qualified volunteers with jobs requesting
specific skills with the report called "Job Match".
Check Marks 1-10
Change the name of these to use to keep track of yes/no information about
your jobs like whether the job accepts disabled volunteers.
Codes Fields 1-20
Use these for data that you pick off a list. For example, rename one to be
County and enter a list of nearby counties. Then you can assign each job to
one of them. In order to change the codes and what they mean, use the
Field Lists section.
Text Fields 1-10
Use these to enter unique information like the name of another contact.
Date Fields 1-10
Use these to keep specific dates for jobs like when an training session
needs to be renewed.
Number Fields 1-10
Store numeric data about the job.
Lists 1-5
Use these for data where you need to select one or many for each job or
client. For example, you might want to keep track of multiple special needs
for a client like dressing, feeding, and transportation.
Impact Job
Is this an impact job?
What is counted besides
hours 1 & 2
When collecting hours, what other numerical counts would you like to
collect?
Community Need, Service
Activity, Inputs,
Accomplishments
(Outputs), Impact
(Intermediate Outcome),
Impact (End Outcome)
These six text fields are the key elements of any impact statement as
designed by the Corporation for National and Community Service. They print
on the report called "Impact Statement". If used, they are shown on the
separate Impact tab.
Added
Date this record was added. Set by the program and never changes.
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Field
Description
Revised
Date this record was last revised. Updated automatically every time this
record is edited.
Description
This is a blank screen for you to write a job description. You can type as
much as you want in any format. This will print on the "Job Description"
Report and can be posted on the web via the Web Assistant.
Comment
This is some space for you to write down whatever is important to know
about this job that is not included elsewhere. You can type as much as you
want. The comment is always shown on a separate tab.
Documents
Attach separate documents to a job or client. For example, keep a
description of the job requirements as a Word document. Documents can
be any electronic form including pdf's, jpg's, and docx's.
Copy/Paste Objective and Service Activity
If you are a RSVP, FGP, or SCP, you can easily duplicate the objective and service activity from one job
to another. After choosing an objective and service activity for one job, you can copy the pair by clicking
on the Copy button and then paste that same pair to another job by clicking on the Paste button. You
can only paste into a job where the objective and service activity are blank. If you have already entered
them and want to change them, you must edit the record and change them manually. The copy/paste
buttons are designed to easily update a number of similar jobs, especially when upgrading from a
previous version of the Reporter.
Volunteers
You can manage all of a job's volunteers on this tab. If you choose Active Only, just those without an
ending date will be listed. Double click on a Primary checkbox to mark it as being a primary placement.
If you click on the Make Primary button, you can mark all placements at this job as being primary.
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To add a new volunteer placement, click the Add Placement button. Pick a volunteer and enter a
starting date for the placement. Click the Edit/Move button to either change the starting date of a
volunteer placement or to move the placement to a different volunteer if, for example, the wrong volunteer
was assigned to this job/client. Terminate a placement if a volunteer is no longer serving here and restart
placements if the volunteer starts up here again. Typically, you would only delete placements that were
mistakenly entered in the first place. Designate one placement per volunteer to be the primary
placement by double clicking on the primary checkbox or clicking on the Make Primary button. Learn
more about primary placements on the Placements screen.
Hours
You can manage hours from here or from the separate Hours screen. It works the same from either
screen with all the same capabilities and features. It is explained in more detail in Hours, but basically
you can sort the hours by clicking on column headings, add new hours for all of a station's volunteers on
a single date, edit existing hours, delete mistakes, or move hours to a different volunteer. If you choose
just Active hours, only those at placements without an ending date will be shown.
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Description
On the Description tab, you have a blank screen to write a job description. You can type as much as
you want in any format. This will print on the "Job Description" Report and can be posted on the web via
the Web Assistant.
The Top and Bottom buttons will reposition the description, but you won't notice their effect unless you
have descriptions that are longer than one screen.
Impact Jobs
An Impact Job is one where volunteers are making an impact on your community. It's a job where you
want to keep track of "what difference did we make?" You may want to track this kind of impact
information for just some of your jobs which is fine. You can use it for a few jobs or all of them.
The Volunteer Reporter can help you keep track of impact jobs in two ways. First, for each impact job,
you can write complete statements for Community Need, Service Activity, Input, Accomplishment and
Impact. A report, the Impact Statement, prints this information for all of your impact jobs or enables you
to send it to your word processor for incorporation into a more complete impact document.
Secondly, you can keep track of two additional "counts" at the same time you enter hours and you can
assign the "counts" a different name for each impact job. For example, if volunteers at a particular
impact job are counseling families, you can use the Volunteer Reporter to not only keep track of how
many hours the volunteers served, but also how many families they counseled and how many
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counseling sessions they kept. Another report, Impact Job Counts, compiles this information for any
period of time which you can then incorporate into your impact statement.
For any Impact Job, you need to check the "Impact job?" field on the Profile tab. This tells the Volunteer
Reporter that this job should be included on any impact job reports. If not, this job will not be included on
the Impact Statement or Impact Job Counts reports even if you entered other impact information for the
job.
The next field is "What is counted besides hours?". This is an optional field that is used when entering
hours. This won't apply to all of your impact jobs, but will be very handy for some. When entering hours,
you have the option of entering an additional "count" at the same time as hours. For example, you may
have an impact job where volunteers assist low income families to prepare their tax forms. In this case, it
would be useful to know not only how many hours your volunteers served, but also how many families
they assisted. For this job you might enter "What is counted besides hours?" as "Families". Then,
whenever adding hours served by volunteers at this job, you can also enter how many families the
volunteer assisted right below the hours field. This information is then tallied on the report "Impact Job
Counts".
The 6 text fields on the Impact tab enable you to type as much information as needed for each. These
are the 6 key elements for any impact job as designed by the Corporation for National and Community
Service. This can be a great place to keep this information about your impact jobs and is printed on the
report called "Impact Statement".
The report "Impact Statement" can be printed from two different places. It can be printed for a single
impact job right from the job screen. It can also be printed for all of your impact jobs from the "Job
Reports" menu. The Impact Statement can be used just as it is printed, or you can send it to a file on
your hard disk which you can then open in your word processor and incorporate into a longer document.
The report "Impact Job Counts" is found on the "Statistics" report menu. It totals the hours and any
additional counts for all of your impact jobs and can be printed as a summary or with a subtotal for each
volunteer.
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Comments
On the Comments tab, you can write as much as you need to about a job. These notes can be useful to
keep track of information that doesn't fit anywhere else and doesn't need to be searched.
The Top and Bottom buttons will reposition the comments, but you won't notice their effect unless you
have comments that are longer than one screen. While editing comments you can click on the Add
Date button to insert today's date at the current cursor's location.
Documents
The documents tab is a list of documents attached to the job or client. You can attach any sort of
document. It can be a document you have written like a Word document, a scanned copy of a paper
document, a photo, or anything else. Whatever you need to keep with the job/client. Add a document
by giving it a descriptive name and selecting the actual document. With a checkmark when adding, you
can choose to keep the original or to delete it which has the effect of moving it from the original location
to storage with your job/client's data. You can also drag a document onto the record. Click on Export to
send a copy of it to any location on your computer. For example, export a copy to your desktop so that
you can attach it to an email. Open the document either with the Open button or by double clicking on
it.
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Print
Use the Print button to print a variety of reports for this one job including a Job Match report that lists all
possible volunteers for this job based upon the volunteer's skills.
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Placements
This section of the program enables you to add and edit information about volunteer placements at jobs.
A volunteer is placed at a job when he/she first starts working there and is considered to still be placed
at the job until you come here and specifically enter an ending date for the placement. Just because a
volunteer no longer works at a job does not mean that the volunteer is no longer placed. The Volunteer
Reporter needs to be told that the placement has ended.
Add a Placement
When adding new job placements, select the volunteer and job and enter the starting date. The program
only allows one record for one combination of the same volunteer and job. The program will tell you if the
volunteer is already placed at that job. The starting date must fall after the starting date of both the
volunteer and the job/client. You can choose to mark this new placement as the primary placement for
this volunteer. If you mark this one as primary, a previously marked placement for the same volunteer will
be automatically unchecked as primary since each volunteer can have only one primary placement. After
entering a starting date, click on the Save button. You can then continue to add new placements by
selecting a different volunteer and/or job. When you are all done adding new placements, click the Close
button.
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Edit a Placement
You can change the starting date of a placement if you entered it incorrectly. For a terminated
placement, you can change the ending date. In either case, the program will prevent you from entering a
starting or ending date outside of the valid range for this placement, based upon the starting and ending
dates of the volunteer and job as well as when hours were served at this placement.
Make a Placement Primary
You can make mark a placement as being the primary placement for a volunteer by either double
clicking on the primary checkbox or clicking the Primary button. For RSVP's, FGP's, and SCP's, the
Corporation for National and Community Service requires that volunteers be counted only once,
no matter how many different jobs they perform. To meet this requirement, each placement can be
marked as being “primary.” The Reporter ensures
that each volunteer has only one primary placement. You can run a Volunteer report called Primary
Placements to learn which volunteers do not yet have a primary placement chosen.
Terminate or Restart a Placement
When a volunteer is no longer serving at a job/client, terminate the placement. You can also restart a
placement that was previously terminated. When terminating a placement, the Reporter limits the
termination date to fall within a valid range based upon when the most recent hours were served at the
placement.
Delete a Placement
You cannot delete a placement for which there are hours worked on file. You must first delete all hours
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worked by volunteers for that job either one at a time from the Hours section or as a batch of old
information using the Delete Old Data utility. Deleting a placement is not the same as ending the
placement. When a volunteer stops working at a job enter an ending date for the placement, but don't
delete the placement because we still want a record of the placement for our files.
Active Only
If you choose just Active placements, only those without an ending date will be shown.
Placement Count
When adding new placements or terminating existing ones, the Reporter updates the total number filled
for the job.
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5.5
Volunteer Reporter
Hours
This section of the program enables you to add and edit information about hours worked by volunteers at
jobs as well as the amount of claimed reimbursement by the volunteers.
You have two options for how to work with hours; either displayed in a large grid or as separate lists.
You make your selection in Preferences. If using the grid display, you also have the option to enter
hours and minutes or hours and tenths of hours. If using the list display, you can only use hours and
tenths of hours.
Grid Display
All of your existing hours are shown on this large grid. It is similar to a common spreadsheet and uses
many of the same controls and shortcuts.
Scroll to the right to see more columns of reimbursements.
Drag the screen wider or longer to see more at one time.
Click on a column heading to sort the data by that column.
Drag columns left or right to rearrange the order.
Widen columns by clicking and dragging on the vertical lines between column headings.
Type in the Find field to search in the currently underlined column.
Shortcuts
Home Jump to the first column.
End Jump to the last column.
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Ctrl-Home Jump to the first column and first row.
Ctrl-End Jump to the last column and last row.
PgUp Scroll up one screen at a time.
PgDn Scroll down one screen at a time.
Ctrl-PgUp Jump to the first row in the same column.
Ctrl-PgDn Jump to the last row in the same column.
The Sort button enables you to sort the data in a number of options. The options listed as default are
what happens when you simply click on a column heading.
When either Adding or Editing, you choose to work with a subset of the overall data. For example, it's
common to add hours for one date at a time. The Reporter takes a moment to prepare a grid or just
volunteer placements that were valid on the date you choose. Any hours that you have already entered
for that date are already present and you can simply scroll down the list to enter more hours on that
date. It's very simple and intuitive.
Active Only
If you choose just Active hours, only those at placements without an ending date will be shown.
List Display
In list view, instead of the grid described above, you can work with your hours in four different views: by
volunteer, job, station and volunteer, station and job. You'll see the exact same information on each tab,
just in a different order.
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Volunteer Reporter
When you start to add new hours, the Reporter only allows you to add hours to a volunteer with an active
placement. In other words, if you haven't yet entered a placement for a new volunteer, you can't enter
hours for the volunteer. You can, however, add a new placement right from here while adding hours.
When entering hours, the program enables you to either enter hours for each date, or you can manually
add the hours for several dates together and enter the total as one date. The program only allows one
record for a combination of the same volunteer, job, and date.
Use the "Calendar" button next to the work date to pick a work date from the pop-up calendar.
When editing hours you may only change the date, hours, and reimbursements amounts, not the
volunteer or job. If you have mistakenly entered hours for the wrong volunteer or job delete the incorrect
hours record and add a new one.
Fields
Whether you choose to work with hours in grid view or list view, the fields are the same and in the same
order. In the grid view, the fields are listed on a single row out to the right, while in list view they are
listed down in a column.
Date Date the volunteer worked. Usually the last day of the month for all hours served that month.
Required.
Hours The number of hours worked. Required.
Stipend A stipend to pay to the volunteer for their time served. It is calculated automatically based
upon the number of hours served and the stipend rate for the job. You can override the calculated
amount if you need to. Stipend is only calculated if the job is checked as being a stipend job and the
volunteer is checked as being a stipended volunteer.
Other Counts Additional numeric fields that you can use to keep track of customized counts. In this
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example, the two count fields have been named "Children" and "Phone Calls" for this job.
Car Miles The number of miles driven by the volunteer. This is multiplied by the cost per mile to
determine the amount to reimburse for mileage.
Cost per Mile You set the default cost per mile in the Preferences section of the program, but when
editing a record here, you can change it.
Drove Car Did the volunteer drive a car? This is used on the Car Drivers report.
Bus Amount to reimburse for bus transportation.
Van Amount to reimburse for van transportation.
Taxi Amount to reimburse for taxi transportation.
Meal Amount to reimburse for meals.
Parking/Tolls Amount to reimburse for parking and tolls.
Other Amount to reimburse for other expenses.
Total The total of mileage and reimbursements.
Wants Reimbursement This Time? Does this volunteer want reimbursement for these expenses?
This is copied from the volunteer's information each time, but you can change it here which will affect
only this hourly record. This field affects the Hours Served Report in that if it is unchecked, all the
reimbursement for this record will be counted as an in-kind donation.
Entered The date this information was entered into the Reporter. This is used on the Hours Data Entry
List to produce a cross check on your data entry.
Enter the full reimbursement amounts claimed by each volunteer no matter what your reimbursement
limits may be. Later, when preparing reports, the Volunteer Reporter will use the reimbursement limits
you entered in the Preferences section in combination with the field "Wants Reimbursement?" to
determine how much of each volunteer's claimed reimbursement will be counted as reimbursement vs.
an in-kind contribution.
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5.6
Volunteer Reporter
Schedules
This section of the program enables you to maintain the dates and times that your volunteers are
scheduled to serve at various jobs.
Fields
Volunteer The volunteer being scheduled.
Job The job at which the volunteer is being scheduled.
Date Date the volunteer is scheduled to work at this job.
Start The starting time of the schedule.
Stop The stopping time of the schedule.
Hours The total number of hours scheduled on this date.
Additional Whether there are any additional hours on this date outside of the starting and stopping
times. In other words, if the volunteer is working two shifts at this job on this one date, there will be
additional hours.
By Volunteer, By Job, & Details
These three tabs offer three different views of the same scheduling data. You can choose to view
schedules in order by volunteer, or by job, or as a details list similar to Placements and Hours. You'll
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usually find the "By Volunteer" or "By Job" views to be most useful because you can see at a glance
which dates have schedules and then the details about any date.
Calendar
The monthly calendar immediately shows which days in a month already have schedules for any
particular volunteer or job. Days with schedules are highlighted. To see details about any single day,
click on that day.
Adding or Editing
When either adding or editing schedules, another screen opens which enables you to add or change a
single day's schedule. A single schedule is for one volunteer at one job on a single day. Scheduled
times can be in fifteen minute increments only.
The typical way to enter times is to fill in the start and stop times, but you can also set times in fifteen
minute blocks. If you want to schedule an individual fifteen minute block, double click on the time block
in the available list which will move it to the scheduled list. Repeat this for all time blocks to be
scheduled.
Double Shifts
If a volunteer is going to serve more than once during a single day, you have to use the list of available
time blocks to schedule the second shift. Enter the first shift with the start and stop times, then enter
the second shift as individual blocks of time. For example, if a volunteer is to be scheduled from 9-10am
and 3-5pm, enter the start time as 9am and the stop time as 10am. Then double click on the fifteen
minute blocks of time between 3pm and 5pm in order to schedule the second shift.
Delete a Schedule
Since schedules are fairly temporary by nature, you can delete several of them at one time using a
variety of methods. For example, you can delete all schedules before a particular date or all schedules
for a single volunteer. If you need to, remember to duplicate a schedule for the future before deleting an
old one.
Duplicating Schedules
Volunteer’s schedules often repeat week after week. Once you have a schedule entered you never have
to re-enter it. Use the duplicate option (Dupe) to copy a schedule forward into the future over and over
again. It’s very simple to follow the prompts on the screen and copy a schedule. When duplicated an
entire week's schedule at once, the Reporter uses Sunday as the starting date of both the week you are
copying from and pasting into.
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5.7
Volunteer Reporter
Donations
The Reporter can track donations from either volunteers or stations. Donations fall into three types:
pledges, monetary, or non-monetary. Volunteers will normally be making pledges of future donations or
monetary donations. You might also receive a non-monetary donation from a volunteer such as a used
computer. Stations can also pledge or donate money, but they might more often donate non-monetary
items such as tee shirts, mugs, or lunches. If a station regularly donates the same type of non-monetary
item you can add it to the list of non-monetary items to make it easy and accurate to enter it often by
just picking it off the list.
You enter donations from either the Volunteer or Station screen; there is not a separate button for
donations as there is for hours. Both volunteers and stations have a separate tab dedicated to donations.
Donations are listed in order by the date they were made. Scroll through the list of dates to see
individual donation details.
You can enter as many donations as needed for any volunteer or station. First select the volunteer or
station making the donation and then click on the Add Donation button to enter a new donation. When
you click on Add (or Edit) a new screen pops up where you enter the information for the donation.
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Codes
Donations include a number of coded fields where you pick an item from a drop down list. These include
Donation Type, Payment Type, Non-Monetary Item, Gift Item, Source, Matching, In Memory of, and
Earmarked for. The first one, Donation Type, has only three choices which can't be changed: Monetary,
Non-Monetary, and Pledge. The second, Payment Type, has three options, Cash, Check, and Credit
Card, but you can add more. All of the others start off empty until you enter codes to choose from. Use
the Reference Codes section to add the codes for all of these fields.
Field Descriptions
Date The date the donation was made.
Donation Type The type of the donation which can only be monetary, non-monetary, or pledge. A
monetary donation is a donation of money whether it is paid by cash, check, or credit card. A nonmonetary donation can be either a one-time donation of some item of value such as a computer or an
automobile or it can be an item like a hat, tee shirt, or lunch that is offered by a station to their
volunteers. A pledge is a promise to donate money at a later time.
Amount The amount of the donation or pledge. If it is a monetary donation, this is the amount donated.
If it is a non-monetary donation, this field is "grayed out" and not available for use because the value of
the non-monetary item is entered below in the "Non-Monetary" section. After you enter the non-monetary
details you will notice that this amount is updated to match the total value of the non-monetary donation.
If this is a pledge, this is the amount pledged.
Payment Type This field is only available if this is a monetary donation and indicates how it was paid.
Usually the choices are cash, check, and credit card, but you can add more choices in the reference
codes section of the Reporter.
Check No. If the donation was paid with a check, you can enter the number of the check.
Non-Monetary Fields These fields are only available if the donation is a non-monetary type.
Item If the non-monetary donation is given by a station on a regular basis, pick it from this list. You
must have already entered the item as one of the choices in the reference codes section of the
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Reporter. Examples would be tee shirts, mugs, hats, and lunches. If several of your stations donate
the same item such as lunch, you should describe them separately such as "Lunch - St Pat
Hospital" and "Lunch - Community Hospital" since each will have a separate value. If the nonmonetary item is a one-time donation like a computer, leave this blank and enter the description of
the item in the next field, Other.
Other If the non-monetary donation is a one-time item, enter a description of it here. Click the
checkbox and then enter a description of the item.
Quantity How many of these non-monetary items were donated. In the case of stations donations,
you can enter a lot at one time such as 150 lunches for the month.
Value The value of a single one of this item. If you chose the item from the drop down list, this is
entered automatically, but can be changed if needed.
Total Value The total value of the non-monetary donation which is calculated by multiplying the
quantity times the value. This total value is also automatically entered into the Amount field above.
Gift Received Fields A gift is an item the donor receives from you in return for their donation or pledge.
A common example is a luncheon where the donor gives $20 and in return receives a lunch worth $10.
By entering the value of the gift here, the Reporter can accurately calculate the amount of of a donation
that is tax deductible.
Item If you give this item on a regular basis or to many donors, take the time to enter it using the
Reference Codes section so that you can choose it from this drop down list. You should probably
keep similar items separate when you add them to the list since values will change over time. For
example a lunch next year will have a different value than this year's, so enter them as "Lunch 2007"
and "Lunch 2008".
Other If the gift is not on the drop down list, you can enter it here as a one-time gift the donor
received.
Quantity How many of the gifts did the donor receive?
Value The value of a single gift. If you chose the item from the drop down list, this is entered
automatically, but can be changed if needed.
Total Value The total value of the gift which is calculated by multiplying the quantity times the
value.
Net Amount This is calculated by subtracting the total value of the gift from the amount of the donation.
This is the "tax-deductible" portion of the donation.
Source Where did the donation come from or what prompted the donation? Examples might be
"Mailing Dec 07", "Campaign 12", "Annual Drive 2008", "Radio PSA 3", or "Unknown". By tracking the
source of the donation, the Reporter can help you determine the success of any particular campaign.
Enter values for this drop down list in the Reference Codes section of the Reporter.
Matching If the donation is part of a matching campaign with other donations, keep track of it here. A
couple of examples would be "Capital Campaign 2008" or "Smith Matching Grant". Enter values for this
drop down list in the Reference Codes section of the Reporter.
In Memory of Use this field to track donations given in memory of someone such as "Mary Jones" or
"Fred Smith". The Reporter will then be able to tell you the total donations given in memory of a person.
Enter values for this drop down list in the Reference Codes section of the Reporter.
Earmarked for If the donation is earmarked or designated for a specific purpose, track it with this field.
Examples might be "General Fund", "Building Fund", or "Books". Enter values for this drop down list in
the Reference Codes section of the Reporter.
Anonymous Check this if the donor wants to remain anonymous. This is mostly just a reminder for you
because anyone using the Reporter can always tell who made the donation.
Receipt Needed This is checked by default when you add a new donation. Later it is used by the
Reporter when printing receipts to know who needs a receipt. After printing and upon receiving your
confirmation, the Reporter will update the record as no longer needing a receipt.
Receipt Sent Leave this date blank until a receipt has been sent to the donor. The Reporter will enter
this for you automatically after printing a receipt for this donation.
Added The date the donation was added into the Reporter.
Rev The most recent date the donation was revised.
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Comment Any kind of comment you would like to enter for this donation.
Print Receipts
Similar to printing Letters and Envelopes, you can use Microsoft Word to print any sort of receipt for
donations. You use Word to create the basic receipt with merge markers for where the Reporter data will
be inserted and then the Reporter performs the merge by inserting the donation information into the
Word document. The Reporter can either open Word with the resulting receipt or print it directly.
File Locations
Because the Reporter and Word have to work together in order to produce receipts, they must agree
on the location of the files that are to be shared between them. You'll also want to share receipts
among the various users in your office so you want the files in a location that can be shared by
everyone.
By default, the Reporter puts these files in a subfolder of your data folder called "Shared
Documents". For example, if your shared data is on drive F: in a folder called "F:\reporter\data",
these files will be in "F:\reporter\data\Shared Documents". Click on Help | About the Reporter to view
the location for these shared files.
Samples
We supply a couple of sample receipts for you to study and experiment with. Start with a sample
and modify it to fit your needs. Remember to "Save As" a new document in order to preserve the
original.
When designing a receipt for volunteers, use the DonationVolunteerData.vrd file as a data source
or DonationStationData.vrd as the data source when designing receipts for stations. The actual
names will be inserted by the Reporter, but in order for the data source substitution to work
correctly, you must use the data source that we supply when you design your letter.
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Volunteer Reporter
How to Create Your First Receipt
1. Always start with one of our sample receipts. It's easier to remove unwanted text from a sample
than to start from scratch. Highlight a sample letter on the Word Letters and Receipts screen
and click on Open for Editing in Word.
2. In Word, rename the sample to become your own letter. Click on File | Save As and give it a
new name. It must remain in the Shared Documents folder. Leave the extension as .doc.
3. The data source will already be opened as long as you start with one of our sample letters. If not,
select a data source to use while designing the letter. Different versions of Word do this in slightly
different ways, but in general you go through the Tools menu to either a Mail Merge wizard or
toolbar. Either will enable you to "Open a Data Source". Select the data source listed at the top of
the sample letter. Usually this will be DonationVolunteerData.vrd which is also located in the
Shared Documents folder. By selecting this data source, you ensure the data will match exactly
when you perform the actual merge from the Reporter. The data source consists of just a few
sample records that you can use to design your letter. Your real data will be inserted later when
performing the merge from the Reporter.
4. Make any changes you want to the letter. Remove the sample text and insert your own.
5. Insert merge fields in the appropriate locations. In most versions of Word, click on the toolbutton
to Insert Merge Field.
6. Test merge your letter with the sample data. Click on the Merge toolbutton.
7. Save your new letter and exit from Word.
8. Back in the Reporter, add your new letter to the list of available letters. Click on the Add button
on the Word Letters and Receipts screen. Give it a descriptive file name which can be anything
and then the actual file name you saved it as in Word. The samples we supply use the same
name for both descriptive and actual, but there's no reason to do that for your real letters.
9. Try out your finished product. Click on View to open Word with your data merged with your new
letter.
Selecting Which Donations to Include
You can print receipts either one at a time or many at once. To print just one at a time use the print
button located on the Donations tab of either the Volunteer or Station screen. Since you have a
single donation already showing on the screen at this point, the Reporter knows you want to print a
receipt for this single donation and all of the selection fields are grayed out and unavailable.
To print a number of receipts at once, use the main Reports menu. Click on Reports | Donation
Reports | Letters and Receipts for either Volunteers or Stations. You cannot print receipts for both
volunteers and stations at the same time. Enter a date range for the donations you want to include,
an optional filter, and check whether to only include donations and whether to only include those
marked as needing receipts. If you choose this last check to only include those needing receipts,
after printing the Reporter will enable the button "Mark as Receipt Sent". Clicking on that button
enables you to mark all receipts just printed with a date that the receipt was sent.
Available Merge Fields for Receipts
All of these fields are available for every receipt.
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Volunteer Codes:
DONATEDATESHORT - donation date in a short format like 04/06/2002
DONATEDATELONG - donation date in a long format like April 6, 2002
TYPE - type of donation. Either monetary, non-monetary, or pledge
AMOUNT - the amount of the donation
PAYTYPE - payment type
CHECKNO - check number
NONMONITEM - non-monetary item
NONMONQNTY - non-monetary quantity
NONMONVALUE - non-monetary value of a single item
NONMONTOTAL - total value of non-monetary items
GIFTITEM - gift item
GIFTQNTY - gift quantity
GIFTVALUE - gift value of a single item
GIFTTOTAL - total value of gift items
NETAMOUNT - net amount of the donation
SOURCE - source of the donation
MATCHING - matching code
INMEMORYOF - in memory of code
EARMARKED - earmarked for code
ANONYMOUS - is the donation anonymous?
RECNEEDED - is a receipt needed?
RECSENTSHORT - receipt sent date in a short format like 04/06/2002
RECSENTLONG - receipt sent date in a long format like April 6, 2002
NO - number
FIRSTLAST - first and last name or group name if it is a group
LASTFIRST - last name, first name or group name if it is a group.
MAILNAME - mailing name
SALUTE - salutation
FIRST - first name
LAST - last name
ADDR1 - first street address
ADDR2 - second street address
CITYSTZIP - city, state, and zip
CITY - city
STATE - state
ZIP - zip
COUNTRY - country
PHHM - home phone
PHWK - work phone
PHOTH - other phone
EMAIL - email address
STARTSHORT - starting date in a short format like 04/06/2002
STARTLONG - starting date in a long format like April 6, 2002
ENDDTSHORT - terminated date in a short format like 04/06/2002
ENDDTLONG - terminated date in a long format like April 6, 2002
ENDCAUSE - termination cause
SERVEDTIME - years and months of service as of today
DOBSHORT- birth date in a short format like 04/06/2002
DOBLONG - birth date in a long format like April 6, 2002
AGE - age as of today
SEX - M/F
ETHNIC - ethnicity
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RACIAL - racial group
DISABLED - person with disability (Y/N)
DRLICENSE - driver's license
DRLICEXP - driver's license expiration in a short format
SSNUMBER - social security number
LIFEPLEDGES - lifetime pledges
LIFEDONATIONS - lifetime donations
LIFEHOURS - lifetime hours
WANTSPAY - wants reimbursement (Y/N)
TIMESHEET - needs timesheet (Y/N)
NEEDSLABEL - needs mailing label (Y/N)
CODE01 - code field 1
CODE02 - code field 2
CODE03 - code field 3
CODE04 - code field 4
CODE05 - code field 5
CODE06 - code field 6
CODE07 - code field 7
CODE08 - code field 8
CODE09 - code field 9
CODE10 - code field 10
CODE11 - code field 11
CODE12 - code field 12
CODE13 - code field 13
CODE14 - code field 14
CODE15 - code field 15
TEXT01 - text field 1
TEXT02 - text field 2
TEXT03 - text field 3
TEXT04 - text field 4
TEXT05 - text field 5
DATE01 - date field 1
DATE02 - date field 2
DATE03 - date field 3
DATE04 - date field 4
DATE05 - date field 5
DATE06 - date field 6
NUMBER01 - number field 1
NUMBER02 - number field 2
NUMBER03 - number field 3
NUMBER04 - number field 4
Station Codes:
DONATEDATESHORT - donation date in a short format like 04/06/2002
DONATEDATELONG - donation date in a long format like April 6, 2002
TYPE - type of donation. Either monetary, non-monetary, or pledge
AMOUNT - the amount of the donation
PAYTYPE - payment type
CHECKNO - check number
NONMONITEM - non-monetary item
NONMONQNTY - non-monetary quantity
NONMONVALUE - non-monetary value of a single item
NONMONTOTAL - total value of non-monetary items
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GIFTITEM - gift item
GIFTQNTY - gift quantity
GIFTVALUE - gift value of a single item
GIFTTOTAL - total value of gift items
NETAMOUNT - net amount of the donation
SOURCE - source of the donation
MATCHING - matching code
INMEMORYOF - in memory of code
EARMARKED - earmarked for code
ANONYMOUS - is the donation anonymous?
RECNEEDED - is a receipt needed?
RECSENTSHORT - receipt sent date in a short format like 04/06/2002
RECSENTLONG - receipt sent date in a long format like April 6, 2002
NO - number
STATION - station name
FIRSTLAST - first and last name of contact
LASTFIRST - last name, first name
SALUTE - salutation
FIRST - first name
LAST - last name
ADDR1 - first street address
ADDR2 - second street address
CITYSTZIP - city, state, and zip
CITY - city
STATE - state
ZIP - zip
COUNTRY - country
PHONE - phone
FAX - fax
PHOTH - other phone
EMAIL - email address
WEB - web address
MOUSHORT - memorandum of understanding originally signed date in a short format like
04/06/2002
MOULONG - memorandum of understanding originally signed date in a long format like April 6, 2002
RENEWSHORT - memorandum of understanding last renewed date in a short format like 04/06/2002
RENEWLONG - memorandum of understanding last renewed date in a long format like April 6, 2002
DUESHORT - memorandum of understanding next renewal date in a short format like 04/06/2002
DUELONG - memorandum of understanding next renewal date in a long format like April 6, 2002
ENDDTSHORT - terminated date in a short format like 04/06/2002
ENDDTLONG - terminated date in a long format like April 6, 2002
STATYPE - station type
HEALTHCARE - health care facility (Y/N)
CODE01 - code field 1
CODE02 - code field 2
CODE03 - code field 3
CODE04 - code field 4
CODE05 - code field 5
CODE06 - code field 6
CODE07 - code field 7
CODE08 - code field 8
CODE09 - code field 9
TEXT01 - text field 1
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Volunteer Reporter
TEXT02 - text field 2
TEXT03 - text field 3
DATE01 - date field 1
DATE02 - date field 2
DATE03 - date field 3
NUMBER01 - number field 1
NUMBER02 - number field 2
NUMBER03 - number field 3
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5.8
Touch-Screen Assistant
5.8.1
Program Description
75
The Touch-Screen Assistant is an add-on program for the Volunteer Reporter. It enables your volunteers
to sign themselves in and out using a touch-screen monitor. It is essentially the same as a time clock.
Once a volunteer has signed out, their hours are automatically posted to the Volunteer Reporter without
any further data entry. This can save your staff a lot of time entering hours into the Reporter at the end of
every month.
If your volunteers have name or ID badges with some kind of bar code electronic identifier, the TouchScreen Assistant can also accept sign-ins via a swipe of their ID badge through a scanner.
The Touch-Screen Assistant consists of two parts -- the Assistant and the Administrator. The Assistant
(available as a separate purchase) is what your volunteers see on the touch-screen monitor. It enables
your volunteers to enter their PIN and sign themselves in and out. The Administrator is built into the
Reporter and enables you to watch and manage the activities of your volunteers as they sign themselves
in and out.
You volunteers sign in on a touch-screen m onitor sim ilar to an ATM.
The Administrator enables you to watch and manage the activity on the touch-screen monitor. While
sitting in your office, you see who is signing in and out. You also make settings in the Administrator that
determine how the touch-screen monitor looks and functions. Since the Assistant and Volunteer
Reporter's Administrator interact with each other, they must be installed on the same computer network
so that the data can be shared between them.
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5.8.2
Touch-Screen Installation
5.8.2.1
Installing the Touch-Screen Assistant
Welcome
These step-by-step instructions will lead you through the installation process and also get you started
using the Touch-Screen Assistant very quickly and easily.
We’re here to help. Call us at 800-391-9446.
Before Installing
Installation
Starting for the First Time
Special Situations / Installation FAQ
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77
Before Installing the Touch-Screen Assistant
Network Requirements
The Touch-Screen Assistant must be installed on the same computer network as the Volunteer
Reporter. The two programs, Assistant and Reporter, interact with each other continuously and access
the same data at the same time. There is no possible way to run these programs without installing them
on a computer network.
Touch-Screen Monitor
The Touch-Screen Assistant works with any touch-screen monitor. We don't have a recommendation of
a particular brand or model. You can also choose any size of touch-screen monitor. Since the TouchScreen Assistant uses large buttons, it will work on even a small touch-screen monitor.
You can purchase touch-screen monitors locally or mail-order. Here are some possible mail-order
sources.
www.dell.com
www.cdw.com
www.pcconnection.com
www.elotouch.com
www.touchscreens.com
www.pixeltouch.com
Computer
The computer with the touch-screen monitor needs to be used for just this one purpose. It will normally
be set up in a public part of the office so that volunteers can easily sign themselves in and out. Since it
will only be used for this one application, it can be an older, slower computer. Pretty much any computer
with a Pentium or faster processor should work fine and slower computers may work as well, but we
haven't tested them.
Windows
The Touch-Screen Assistant will run on Windows 95 or better.
Volunteer Reporter
The Volunteer Reporter, version 6.2 or greater, must be installed on the same network as the TouchScreen Assistant. The Touch-Screen Assistant shares the same data with the Volunteer Reporter.
Before installing, confirm the location of the folder that contains the Volunteer Reporter data because
you'll need that information when you first start the Assistant.
Scanner
If you want to enable you volunteers to sign in by scanning a ID badge with a bar code or electronic
information, you need to install the appropriate scanner onto the touch-screen computer.
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5.8.2.3
Volunteer Reporter
Installation of the Touch-Screen Assistant
Actual Installation Steps
1. Insert the Touch-Screen Assistant CD and wait for installation to start. If it does not start
automatically, use “(My) Computer” to view the CD and run “Setup.exe”.
2. In most cases, you can use all the standard, default settings.
3. By leaving checked the choice to Automatically load when the computer starts, an icon for the
Assistant will be installed into your computer's Startup folder so that the Assistant will load every time
the computer is restarted. Since this computer will not be used for anything else, this probably makes
sense.
Computer Settings Checklist
1. Turn the taskbar to Auto-Hide. To do this, right click on an empty spot of the taskbar and select
Properties. Check the Auto-Hide choice.
2. Since this computer will always be waiting for volunteers to sign in or out, we must ensure that the
screen is always on and doesn't go blank after a period of non-use. To do this, right click on an empty
spot of the desktop and select Properties or Personalize. On the Screen Saver tab or button,
change the Screen Saver to None.
3. As an alternative to no screen saver, change the Screen Saver to Marquee or 3D Text. Then click
on Settings and change the text to "Touch the screen to sign in or out."
4. On the same tab, change any Energy Saving Features or Power Settings so that the screen
doesn't go blank after a certain number of minutes and the computer doesn't go into a standby or
sleep mode.
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5.8.2.4
Volunteer Reporter
Starting the Touch-Screen Assistant for the First Time
Starting the Assistant
1. First, start the Volunteer Reporter on the same network at least once. It won't hurt if you try to start
the Assistant first, but it won't let you start.
2. In the Volunteer Reporter, click on Assistants | Touch-Screen Assistant | Settings. Take note of
the Quit PIN which defaults to 99999. You'll need to know this number in order to quit and exit from
the Assistant on the touch-screen computer.
3. The first time you start the Assistant, it will ask where the Volunteer Reporter's data is located. Use
the file folder button to point to the networked folder where the data is located.
4. To exit from the Assistant, enter the Quit PIN. If you don't know it, try 99999.
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Installation FAQ of the Touch-Screen Assistant
This computer does not have a CD drive.
You're ok as long as one workstation on the network has a CD drive.
Copy the entire contents of the CD into a separate, shared folder on the server. For example, create
a new folder called TSInstall and copy all files from the CD into that folder.
Then, from the touch-screen workstation, install the program by running Setup.exe from the shared
TSInstall folder on the server. When finished, you can delete the installation files from the server.
We have three touch-screen stations. Can we share the Touch-Screen Assistant?
No, you need to buy a separate copy of the Touch-Screen Assistant for each station. Each station
can share the same data set, but you need to purchase another copy for each.
How do I exit from the Touch-Screen Assistant?
Enter the Quit PIN which defaults to 99999. You set this special PIN in the Volunteer Reporter on
the Touch-Screen Assistant Settings screen.
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5.8.3
Volunteer Reporter
Getting Started with the Assistant
Setup
In the Volunteer Reporter, click on Assistants | Touch-Screen Assistant | Settings. The settings here
control how the Touch-Screen Assistant looks and acts. Adjust the colors if you choose.
Take note of the Quit PIN. You'll need to know this number in order to quit and exit from the Assistant
on the touch-screen computer.
Assign PINs
In the Volunteer Reporter, click on Assistants | Touch-Screen Assistant and go to the Assign PINs tab.
Click on the Auto Assign button in order to give each volunteer a starting PIN. We recommend you start
your PINs with at least a four digit number like 1000. On the same tab, click on the Print button to print
a list of all PINs. You'll need this list handy to give each volunteer their starting PIN.
Monitor Activity
As volunteers start to sign in, watch their activity on the Who's Here tab. Once they sign out, their
hours will be on the Approve Hours tab waiting for your approval. Click the Refresh button on both of
these tabs to get up-to-the-minute information.
Set up the Touch-Screen Computer
Install the Assistant as the only application on a touch-screen monitor and put the computer and monitor
in a public place where the volunteers come to sign in. Hide the keyboard and mouse so that your
volunteers don't try to use them instead of touching the screen.
Starting the Touch-Screen
Since the Assistant will be the only application running on the touch-screen computer, we can start it
automatically when the computer starts and leave it running all day. To have it start automatically, drag
its icon in the Startup folder although this was probably done automatically during installation. Any icon
in the Startup folder starts when the computer starts.
Sign In on the Touch-Screen
The Assistant is very easy to use with almost no direction. Your volunteers will enter their PINs and then
sign themselves in or out. If a volunteer doesn't know his/her PIN, they can use their social security
number instead and they can change their PIN to one they are already familiar with. Volunteers follow
the prompts and directions on the screen in order to sign in or out.
Since a volunteer can only be serving at one job at a time, the Assistant will only let them sign out of
one job before they can sign in at another. If a volunteer forgets to sign out, you'll see a record of the
volunteer in the Administrator on the Who's Here? screen.
Quitting and Exiting
To exit from the Assistant, enter the Quit PIN that you set in the Administrator. This is the only way to
exit from the Assistant. Don't shut down the computer without first exiting from the Assistant.
Normally you will keep the Assistant running all day while your volunteers are serving in various
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capacities, but if you need to shut it down while volunteers are still signed in, it won't hurt anything.
When you restart it all of the volunteer's data will still be the same and they can sign out normally.
Messages
Your volunteers might occasionally get one of these messages.
This is a general purpose message saying that whatever they were trying to do, didn't work. For
example, if they press the Cancel button, they will get this message.
This volunteer currently has a termination date in the Volunteer Reporter. Use the Reporter to restart the
volunteer.
In the Volunteer Reporter, this volunteer has no valid placements. Use the Reporter to add a placement.
Timed Out
If a volunteers waits too long (over 30 seconds) without pressing any button, the Assistant cancels
whatever they are doing and starts over. This is so that even if a volunteer walks away before finishing
entering their PIN, the Assistant will reset automatically after 30 seconds.
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5.8.4
Volunteer Reporter
Touch-Screen Assistant Reference
Who's Here
This screen shows who is currently signed in. It shows the date and time each volunteer signed in to
serve at a job. Once the volunteer signs out, their record is automatically removed from this screen and
their hours are either automatically transferred to the Volunteer Reporter or moved to the "Approve
Hours" screen based upon the settings you have chosen on the "Settings" screen. The data on this
screen is normally sorted in order by the date and time, but you can change the sorting by clicking on a
column heading. For example, to sort by the name of the volunteer, click on the column heading
"Volunteer".
If you need to sign out someone who has forgotten to do so, you can do it right here. Click on the Sign
Out button to manually sign out a volunteer. Enter either the time the volunteer should have signed out or
the total number of hours the volunteer served. You can also delete the record of when the volunteer
signed in without posting any hours.
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Approve Hours
After a volunteer signs out, this screen will show the date and number of hours the volunteer served at a
single job. When the hours are listed on this screen they are waiting for your approval before being
posted to the Volunteer Reporter. Once you approve an hours record on this screen, the hours are
automatically posted there without any further intervention.
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Based upon a setting on the Settings tab, this screen might show a few records or many. On the
Settings tab, you can choose to approve all hours by setting the approval limit to zero or approve only
those hours records over a certain limit. For example, you can choose to approve only hours records
over 4 hours which means that any volunteer who signs in and out within a four hour period of time will
have their hours automatically posted to the Volunteer Reporter and those hours will never appear on this
screen. Only hours above the limit set on the Settings tab will be shown on this screen waiting for your
approval.
You can approve the hours one record at a time or all of them at once. If you approve a single record by
clicking on the Approve button, that hours record will immediately be posted to the Volunteer Reporter
without any further confirmation. This makes it very fast for you to approve a number of hours records in
succession. If you click on the Approve All button, the Administrator will confirm with you one more time
before posting them all at once.
You can also edit a single hours record and change the date or number of hours before approval. Finally,
you can delete a single hours record in which case the hours will not be posted to the Volunteer
Reporter.
The data on this screen is normally sorted in order by volunteer's name, but you can change the sorting
by clicking on a column heading. For example, to sort by the job's name, click on the column heading
"Job".
Assign PINs
Each volunteer needs a PIN (personal identification number) in order to sign in or out. On this screen you
can assign new PINs and change existing PINs. When you first start using this program all the PINs will
be empty. You can either leave them empty and let your volunteer's pick their own PINs or automatically
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assign a PIN to everyone. Either way will work fine.
If you have volunteers who both use the Touch-Screen Assistant to sign in and out as well as use the
Web Assistant to enter hours from home, it can be good for them to be able to use the same password
for both. The Touch-Screen Assistant enables you to duplicate each volunteer's Web Assistant
password, but only if their Web Assistant password consists of just numbers and is not already used as
someone else's PIN.
To automatically assign a PIN to everyone, click on the Auto Assign button and pick a starting PIN
number. You should probably start with at least a 4 digit number like 1000. The only problem with
assigning a PIN to everyone is that then all of those PINs are taken and can't be chosen by anyone
else. For example, no one can choose PIN number 1000 as their own because it will already be
assigned to someone else.
If you let each volunteer pick their own PIN, you'll either have to let them originally sign in with their
social security number and then change their PIN or you'll have to add each PIN one at time on this
screen. To add or change a single PIN click on the Edit button. If you want to remove a PIN completely
so that a volunteer cannot sign in, click on the Edit button and then backspace over the exiting PIN.
The Print button will print a list of all volunteers and their PINs in order by either their name or PIN.
Messages
The Touch-Screen Assistant has a complete messaging system built-in that enables you to
communicate with your volunteers as they sign in and out. You can send messages to individuals,
groups of people, everyone, and renewal notices. You can even send mini surveys where your volunteers
can choose a response.
You can send four different types of messages, plus a universal birthday message. The four types are
Individual, Group, Everyone, and Date Based.
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Volunteer Reporter
Individual This is sent to a single person whom you pick off a list.
Group This is similar to an individual message, except it is sent to a filtered group of people. After you
select the filter, click on Count & Prepare to determine how many volunteers will be sent this message.
The same message will be sent to everyone in the filtered group.
Everyone This kind of message is sent to everyone who signs in or out during a period of time. It can
be useful to remind everyone of an upcoming event or deadline. For example, send a message to
everyone who signs in over the next two weeks reminding them of an upcoming luncheon.
Date Based This message is sent to anyone who has some kind of upcoming renewal date. For
example, if you use one of the volunteer user-defined date fields called "Training Due" to keep track of
when every volunteer needs to next renew their annual training, you can create a reminder message that
is sent to each volunteer a month before their training is due. You can set up this kind of message once
and leave it in place for years in order to remind volunteers of something coming due.
Birthday Message To set the default birthday message, click on the Birthday Message button. Follow
the directions on the screen to set up birthday messages to be sent to every volunteer near their
birthday.
To add a new message, click on the New button. Choose which type of message and enter the
appropriate information. The options are different for each type of message. For some messages you
can choose to automatically delete the message after the volunteer reads it while others you can choose
to send it just once to a volunteer or every time they sign in or out.
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For each message enter who the message is from, the subject, and the actual body of the message. It's
just like sending an email to someone except they will receive it when they sign in on the Touch-Screen
Assistant.
Surveys, Messages with a Response
When sending messages to either an individual or a filtered group, you have the option to require a
response from each volunteer. To require a response, click on the Set Responses button while creating
a new message. You create a response set for the message so that the volunteers can only make one
of a few valid choices. You can reuse an existing response set, like a common yes/no response, or
create a new response set for a unique message. In this example, we created a response set to ask
what they want to eat at the annual luncheon.
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Volunteer Reporter
As your volunteers respond to your message, you can view (and print) their responses by clicking on
the View Responses button.
History
The Reporter keeps an ongoing historical list of every time a volunteer signs in and out. You can use this
to double check on when someone signed in and out.
Settings
These settings affect how the Assistant looks on the touch-screen monitor.
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The Quit PIN is the PIN number used to quit and exit from the Assistant. You can change it to any
number you want. Remember this number because it is the only way to exit from the Assistant.
You can choose to show just job names, or a combination of job and station names. If you are not using
station names in the Volunteer Reporter, you'll want to only show job names here.
If your volunteers have an ID badge with either a bar code, magnetic strip, or some other kind of
electronic signature, you can have the Touch-Screen Assistant accept input from an attached scanner.
Click on Scanner Settings to set up the scanner.
Automatic Signout can be useful if your volunteers sometimes forget to sign out at the end of their
service shift. You can specify what time of day the Touch-Screen Assistant should automatically sign
them out and how many hours should be assigned to them.
A check mark enables volunteers to use their social security number to sign in if they don't know their
PIN. This can be useful when you first start using the Touch-Screen Assistant so that volunteers can get
signed in once and immediately set their own PIN for future use. Of course, this will only be useful if you
keep track of volunteer's social security numbers in the Volunteer Reporter.
Another check mark enables volunteers to change their own PIN. Again, this can be useful when first
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starting so that volunteers can pick their own PIN. Removing this check will protect your system from
any mischief makers randomly changing the PINs of others.
You can choose to show each volunteer's lifetime hours to them each time they sign in and out. If you
choose to do so, their lifetime hours are displayed along with the sign in and sign out messages.
The Hours Approval Limit enables you to set how the Assistant handles hours. If this is set to zero, all
hours will be sent to the Approve Hours screen for your approval before posting to the Volunteer
Reporter. If this is set to 4.00 for example, then all hours less than four hours will go straight to the
Volunteer Reporter without waiting for approval, but any hours over four will wait for your approval on the
Approve Hours screen. You can choose any number for this limit.
The Time Out Interval sets the number of seconds that the Touch-Screen Assistant waits before
cancelling the screen. We need some limit here for those times when a volunteer forgets to finish and
just walks away from the touch-screen monitor. Normally, this is set to 30 seconds, but you can raise it
if your volunteers are having trouble finishing, usually when choosing which job they are going to serve at
from a long list of jobs.
Scanner Settings
If your volunteers have some kind of ID or Name badge that can be electronically scanned, you can
enable the Touch-Screen Assistant to use the scan instead of manually entering a PIN. Every bar code
or electronic medium can encode different information, but the Reporter enables you to pick and choose
a PIN out of the scanned information. Use the test scanner settings to specify where in a scanned value
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to look for a PIN. In the above example, we remove a dash, ignore the opening 4 zeros, and discard the
trailing 3 zeros to arrive at a six digit PIN. Try scanning a few different samples on this screen and you
can quickly determine the settings to use.
On the Messages Tab, you specify messages that your volunteers will see as they sign in and out on
the touch-screen monitor.
The Screen Title is shown at the top of the touch-screen monitor. Typically it would be the name of your
organization or something general like "Volunteer Sign In".
The Welcome Message always shows on the touch-screen monitor so it can be used for some
additional information such as a person to contact if they need help.
The Sign In Message is shown as the last step when a volunteer signs in. You can insert a general
message for everyone like "The annual banquet will be on May 15."
The Sign Out Message is shown as the last step when signing out and you can type any message.
Colors
Select a color scheme for the touch-screen monitor. Your selection will only affect the touch-screen
monitor, not this computer. You can select colors three different ways, either a pre-defined scheme,
custom colors selected from drop down lists, or custom colors you create.
We have created a few pre-defined color schemes from which you can choose. You can create your own
custom color scheme by selecting colors for the background, keypad, and buttons from the drop down
lists. A little trial and error can produce some fun custom color schemes.
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Volunteer Reporter
Instead of choosing colors for background, keypad, and buttons from the drop down lists you can click
on the rainbow buttons to the right of each selection. Each rainbow button will pop up a custom color
window where you can create and use any color. If you use the rainbow buttons to select colors, no
color name will show for background, keypad, and buttons because there is no "name" for custom
colors.
Refresh Button
On three of the tabs, Who's Here, Approve Hours, Assign PINs, is a Refresh button. Click on this button
to make sure you are seeing the most current information in each case. For example, if a new volunteer
signs in, he/she won't show immediately on the "Who's Here?" tab until you click on the Refresh button.
Selecting a different tab has the same effect as clicking on Refresh.
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Work Dates
Since volunteers sign in and out on a particular day, the hours they serve are entered into the Volunteer
Reporter on that one specific date. If a volunteer serves more than once in the same month, you'll find
separate hours records in the Volunteer Reporter for each date the volunteer signed in/out. This
contrasts with how most people manually enter hours into the Volunteer Reporter. Generally, hours are
entered on a monthly basis using either the first or last day of the month as the work date for all hours
served that month. Having multiple hours records for each volunteer in each month doesn't make a
difference and still works well. When you run reports for a period of time, all the hours served during that
time are included on the report no matter how many records they consist of.
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5.9
Volunteer Reporter
Web Assistant
The Web Assistant is a service that enables your volunteers to enter their hours from home, look at new
job opportunities, and apply to be a volunteer on-line. Your station supervisors also can enter hours for a
group of volunteers at one time. It is very easy for you to incorporate into your existing web site. You
drop a few new buttons or links onto your web page and instantly your volunteers can enter their own
hours. You manage it all from within the Volunteer Reporter.
You put up to four new buttons on your web page and from then on it looks like your web site. Although
your volunteers and supervisors are actually sent to our Internet server, it happens seamlessly so it still
looks like they are interfacing with your web page, not ours. They never see any advertising or reference
to the Web Assistant or the Volunteer Reporter.
Using the Web Assistant section, you customize how the Web Assistant web page will look and feel to
your visitors. Using the Send & Receive Wizard, you exchange information with the Web Assistant as
often as you like. You send new volunteers and job postings while receiving hours entered by your
volunteers and applications from new interested recruits.
Getting Started
Probably the first thing to do is to visit our web site, www.volsoft.com, and take a look at the Web
Assistant demo. It will give you an idea of how the Web Assistant works and what it will look like to your
volunteers. You will see how your volunteers will interact with the Web Assistant to enter hours and
apply online.
Concepts
There are two sides to the Web Assistant, the front side and back side. Your volunteers and supervisors
see the front side while you control everything from the back side. You access the back side from within
the Volunteer Reporter using the Web Assistant screens. When first getting started with the Web
Assistant, your main focus will be the Settings screen. On a regular basis, you'll use the Send &
Receive wizard to communicate with the Web Assistant server. Data that you receive from the server will
be put on the various tabbed screens, New Hours, Applicants, Placements, and Messages.
Settings
The settings you choose here affect how your volunteers and applicants see and interact with the Web
Assistant. You use these settings to tell the Web Assistant how to look and feel to people who visit it.
For example you pick the graphic you want shown on the Web Assistant, you choose whether to ask
new applicants for their birth date, and adjust what messages your volunteers receive when they can't
remember their password. Without knowing the first thing about designing web pages, you can make
selections to quickly and easily change the interface your volunteers see.
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General Tab
Id Numbers We assign you these numbers. They identify you to the Web Assistant server. Each
dataset needs unique ID numbers.
Password You choose your password.
Organization Name The name of your organization that will be displayed on the web pages your
volunteers see.
Bitmap Graphic The name of a graphic file that will be automatically inserted at the top of every
web page your volunteers see.
Home Page The web address of your home page. This doesn't necessarily have to be your home
page, but the page you want people to see whenever they press Home while using the Web
Assistant.
Station supervisors can enter hours for their volunteers You can choose whether or not to
enable station supervisors to enter hours for their volunteers.
Volunteers can change their password Whether you want volunteers to be able to change their
own username and password. If not, they have to contact you whenever they want to change their
password.
Volunteers can use the default password When your volunteers are first getting started with the
Web Assistant, it can be handy to allow them all to sign in once with a default password before
choosing their own. Otherwise, you have to tell each volunteer their password.
Default Password The default password they can use.
File Transfer Timeout The number of seconds to wait when communicating with the Web
Assistant. You probably don't need to change this.
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Volunteer Reporter
Hours Collection Tab
How to show jobs Whether to show station names or just job names and in which order.
How to collect hours Whether you want your volunteers to enter their hours a month at a time or
for single days at a time.
Hours allowed date range How many days in the past and future can your volunteers enter
hours? We suggest you leave days in the future to at least 31 so that they can enter hours using the
last day of the current month if they are done serving already in this month.
Which information to collect Put a check next to any piece of information you want to collect
from your volunteers when they enter hours.
Manually approve hours limit If you trust that your volunteers will accurately enter their hours,
you can set a limit here that will save you from having to manually approve them before they are
automatically entered into the Reporter data. For example if you set it at two hours, any volunteer
who enters two or fewer hours will have their hours automatically entered into the Reporter when you
do a Send & Receive. Any hours over two will be on the New Hours screen.
Months of past hours to show When your volunteers log in to enter new hours, some of their past
hours can be shown in order to remind them of what they have already entered. Here you choose
how many months of past hours to show to them.
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Job Postings Tab
Put a check next to each piece of information you want listed about job opportunities posted on the
Web Assistant.
Applications Tab
Put a check next to each type of information you want to collect from new applicants. The Web
Assistant will always collect name, address, and phone.
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Screen Messages Tab
There are several standard messages shown on the Web Assistant. You can change the standard
message to a customized message for your volunteers. For example, if a volunteer doesn't know
their password, you can change the message to "If you do not know your username or password,
call Mary at 722-4522".
Usernames & Passwords
Your volunteers and stations supervisors log into the Web Assistant with a username and password.
You control and change them from the Usernames and Supervisors tabs. On these tabs you'll see all of
your volunteers and supervisors listed. Originally, all of the usernames and passwords will be blank. You
have two ways to assign usernames to volunteers and supervisors. One is to assign them one at a time
by clicking on the Edit button. This is useful if you only plan to have a few volunteers or supervisors enter
hours online. More commonly, you'll use the Auto Assign button which will give each volunteer or
supervisor a username. The auto-assigned volunteer username will be based upon their first and last
names while the auto-assigned supervisor username will be based upon the name of the station.
Send & Receive
You will use the Send & Receive Wizard often to communicate with the Web Assistant server. Just
like with an email program, no communication happens with the Web Assistant server until you click on
this button. For example, no settings you have changed or messages you have composed will be sent
until you click on this button.
The Wizard enables you to send volunteers names including their current passwords, placements, and
recent hours. You can send all of your volunteers or you can filter the list if you only want some of your
volunteers to be able to enter their hours online.
The Wizard next enables you to send a list of job opportunities to post on the web. Unlike when sending
volunteers, you'll probably want to filter the list of jobs often to include just certain jobs that you want to
advertise. Whether you filter the list or not, you can choose what order the jobs will be listed in order to
show more important or timely jobs at the top of the list.
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Finally, the Send & Receive Wizard enables you to receive hours and applications as well as send and
receive messages. You will normally leave these checked so that you get the newest data entered by
your volunteers. After you click on the Finish button, the Reporter will communicate with the Web
Assistant server via the Internet and send and receive your data. Any data received will automatically be
shown on the various tabs of the Web Assistant screen.
Approving Data
Any time you receive data from the Web Assistant server, it will be shown on the various tabs -- New
Hours, Applicants, and Placements. When you approve any of this data it is immediately entered into
your Reporter data without any further data entry. For hours, only those above the limits you chose on
the Settings screen wait for your approval. Hours under the limits are automatically entered into your
Reporter data.
When you approve applicants, the information from the online application is entered in volunteer data. If
you want to change any of the information, approve it, then go to Volunteers and change it there.
Placements are jobs that either existing volunteers or applicants have expressed interest in. You can
either approve them or delete them, one at a time. If it is a placement for a new applicant, you must
approve the applicant before you can approve the placement.
Messages
You can use messages to communicate with your volunteers. When your volunteers enter hours they
can also enter a message for you and you can reply to them. They'll see your reply the next time they
log in to the Web Assistant. If they entered a message along with hours that they entered, you'll see an
"X" in the "Msg" column on the New Hours tab. If you click on Read Message while that hours record is
highlighted, it will pop you over to the Inbox tab so you can read the attached message.
This simple message system is not a replacement for email because your volunteers only get their
messages when they log in to the Web Assistant. Also, there is no way to save or catalog messages.
You can only read incoming messages, reply to them, and create new messages.
Security
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Volunteer Reporter
Your data is very safe and secure on the Web Assistant server and during transmission over the Internet.
First, our data server is in a data center with redundant power and internet connections, biometric
security protocols, and it is backed up every night.
Secondly, the Volunteer Reporter is never transmitting sensitive information over the Internet. Your data
remains always under your control on your computer or internal network. The only data that is sent over
the Internet are volunteer's names, their job placements, and hours they have served. No addresses,
phone numbers, social security numbers, or other identifying characteristics.
The one exception to this is when new applicants are applying on line. You have the option to collect
social security numbers from them. If you choose to do so, that information will be sent once over the
Internet from the Web Assistant to you. If you are worried about the small potential for this information
being stolen, don't collect social security numbers on your online applications.
Firewalls
A firewall is a protective program in your computer that prevents unauthorized communication in or out
from your computer. It is designed to prevent hackers from attacking your computer via the Internet.
A firewall offers great protection, but it can prevent the Reporter from communicating with the Web
Assistant. You may find that your firewall pops up a message similar to the one shown here. Usually, it
will happen the first time you click on Send & Receive. If it does, it means your firewall is concerned that
an unknown program is trying to communicate with the outside world. The unknown program in this case
is the Reporter which will be referred to as PlusRun.exe by your firewall.
If this happens, you must tell your firewall to always allow the Reporter to communicate, as shown here.
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Reports
5.10.1 Reports in General
The Volunteer Reporter includes over 80 separate reports, each of which can be limited, filtered, and
sorted in several different ways. This enables you to get answers to almost any question you have about
your volunteers and what they're doing. Every report can either be viewed on the screen, printed, or
exported in various formats.
For each report, the program asks for limitations and options that enable you to get the specific
information you want on the report. Just select the information you want and how you want it displayed
from the drop down lists. Once you've made your selections and chosen an optional filter, you can either
preview, print, or export the report.
Layout
The Layout button enables you to adjust how the report is displayed including:
An optional header and footer.
Page number position.
The option to print the date and time.
The option to center the report headings or align them on the left margin.
In turn, these changes will be the default settings for later reports as well the current report.
Preview
When previewing a report, thumbnails of each page are displayed on the left side and the current page is
shown on the right. Expand this window to its maximum size in order to enlarge the page. You can also
drag the vertical divider between the two panels either left or right in order to devote more area to either
panel. The buttons along the top of the preview screen
enable you to (in
order) jump to the first page; move back one page; move forward one page; jump to the last page; zoom
in; zoom out; revert back to normal size; print the current page only; and close the preview.
Print/Export
The Print/Export button enables you to print specific pages or the entire report, export the report as
another file type, and email the report. When printing, you can select a specific printer, the starting page
number, which pages to include, and how many copies to print.
To export or email, first select the export format from the drop down list.
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HTML -- This creates a web document that is opened by Internet Explorer or another browser. It is a
common used format that every computer can understand and is a good choice for emailing reports, but
not as good as PDF.
Adobe PDF -- This is the best format for emailing. It is a common format that most computers can read
and understand. Please note that this file format cannot be edited as it is read-only.
Bitmap, JPEG, Multi-TIFF, TIFF -- These files are all "pictures" of the report that cannot be edited. Most
of these formats create a separate file for each page of the report. For example, the result for a twenty
page report will be twenty separate files. Due to this, it may be useful for sharing just one page of a
report with others.
Rich Text Format (RTF) -- This is a word processing document that can be opened by Word,
WordPerfect, or any other word processor. Although the report's data will be in a table on every page, it
isn't difficult to edit.
Text -- This creates a comma delimited text file which is probably not very useful except in some
unusual cases to export some data to another program.
Microsoft Excel -- This produces a spreadsheet document that can be opened and edited in Excel. By
default, only the data will be exported. The column headings will not be exported, so be sure to print at
least one page of the report in order to label the columns once you've opened the file in Excel.
For each export type there is a properties button
located to the right of the drop-down list which
enables you to set some (usually obscure) properties of the file type.
After choosing the export type, click on the Start button which opens the "Save As" screen. From here
you can select where to save the exported file and change the default file name. In the lower left of this
screen are two check boxes:
The first one is normally checked and tells the Reporter to not only create the exported file, but
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immediately open it so that you can view it. The second checkbox enables you to email the report. If it is
checked, your email program will open with the exported file already attached to a blank email. Checking
either of these checkboxes is optional and the Reporter will still export the report without either being
checked. The exported report is saved as a file on your computer which you can open at a later time or
attach to an email you create later.
Emailing Problem
If you use Outlook Express or Outlook, you may receive an error when attempting to email a RTF file or
an Excel spreadsheet when both boxes are checked. Outlook Express will not open as it should and
the error "Mail couldn't be sent (Errorcode - 1016)" will be displayed. You can avoid this error message
by removing the first checkbox or emailing the report as a PDF or any other format.
Specific Reports (Not every report is mentioned)
Statistics
Hours Served Reports
Volunteer Reports
Station Reports
Job Reports
Timesheets
Letters and Envelopes
DYMO Labels
5.10.2 Statistics
These are very useful reports that give you a complete overview of your project. These reports give overall
counts, totals, and percentages of your volunteers and their service broken down into every conceivable
category.
Total Enrollment and Hours
This is a very concise two page listing of your volunteer service with detailed explanations of every
number.
Impact Job Counts
This report includes only jobs marked as being impact jobs.
5.10.3 Hours Served Reports
These reports are affected by the Hours field called "Wants Reimbursement This Time?". If it is
unchecked, that volunteer will have hours, but no reimbursement on this report. All their reimbursement
will be counted as In-kind. On the Volunteer screen there is a default field for this same information.
Also, the Preferences section called "Reimbursement Limits" is used by these reports to determine how
to split monies between reimbursement and in-kind donations.
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Reimbursements
This report list the names, addresses, and reimbursement amounts of all volunteers needing to be
reimbursed during a period of time. It does not include volunteers with zero reimbursement. The same
information is included in the Reimbursements Merge File and the Reimbursements spreadsheet.
Reimbursements Merge File
This produces a comma-delimited merge file of names, addresses, and reimbursement amounts of
volunteers needing to be reimbursed. You can import this file into an accounting program in order to print
reimbursement checks.
The merge files are standard, comma-delimited text files where each field is surrounded by quotation
marks and separated from the next field with a comma. Many, but not all, accounting programs will
import this information. You'll need to reference your accounting program's manual to see if this is
possible for you.
5.10.4 Volunteer Reports
Addresses, Phones, Birthdays, and Ages Report
In previous versions of the Reporter, you could print this report without addresses, just phones and
birthdays. Instead, you can get the identical information on the report titled "Birthdays and Ages".
Email Messages
Letters and Envelopes
Mailing Labels
The name to include on labels can be either the mailing name field from the volunteers screen or a
combination of the volunteer's salutation, first, and last names. You can also choose to print the last
name first.
Formatting can be either "Postal Regulations" or "Personalized". Postal Regulations formatting is all
upper case without any punctuation while Personalized is upper and lower case letters (as long as you
have entered the data as upper and lower case) with a comma inserted between the city and state.
To prevent a volunteer from receiving a mailing label, edit the volunteer record and uncheck the field
"Needs Mailing Label?". At the same time, you might want to edit the volunteer's spouse's record to
change the field, "Mailing Name" to include both volunteers names as in "Mr. and Mrs. Jones". Then
when printing labels, make sure the field "Only those marked as needing label" is checked.
An example of when you would want to uncheck the field "Only those marked as needing label" is when
printing labels for upcoming birthdays. In that case you want to prepare labels for each individual with an
upcoming birthday regardless of whether they are marked as needing a label or not.
Use the "Include Current Resident" check mark to include the phrase "or Current Resident" on the label.
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You can also limit every other report to just those volunteers needing a mailing label by using the normal
report filters. For example, if you want to prepare a merge file for only those volunteers needing a
mailing label, you must use a filter where "Needs Mailing Label" is Yes.
DYMO Labels
Merge File
This produces a comma-delimited merge file of names and addresses that you can use in a word
processor. With this you can merge a letter in your word processor with names and addresses from the
Volunteer Reporter in order to send individually addressed letters to your volunteers.
The merge files are standard, comma-delimited text files where each field is surrounded by quotation
marks and separated from the next field with a comma. Every word processor can use these files, but
you'll need to refer to your particular word processor's manual to see how.
Terminated Volunteers Report
This report obviously includes all terminated volunteers, but every filter, by default, excludes terminated
volunteers. So, if you include any filter with this report, it will come up blank without any records. In order
to use a filter with this report, edit the filter and include terminated volunteers on the "Vol Codes" tab.
5.10.5 Station Reports
Email Messages
Letters and Envelopes
Mailing Labels
Formatting can be either "Postal Regulations" or "Personalized". Postal Regulations formatting is all
upper case without any punctuation while Personalized is upper and lower case letters (as long as you
have entered the data as upper and lower case) with a comma inserted between the city and state.
Merge File
This produces a comma-delimited merge file of names and addresses that you can use in a word
processor. With this you can merge a letter in your word processor with names and addresses from the
Volunteer Reporter in order to send individually addressed letters to your stations.
The merge files are standard, comma-delimited text files where each field is surrounded by quotation
marks and separated from the next field with a comma. Every word processor can use these files, but
you'll need to refer to your particular word processor's manual to see how.
5.10.6 Job Reports
Email Messages
Letters and Envelopes
Mailing Labels
Formatting can be either "Postal Regulations" or "Personalized". Postal Regulations formatting is all
upper case without any punctuation while Personalized is upper and lower case letters (as long as you
have entered the data as upper and lower case) with a comma inserted between the city and state.
Merge File
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This produces a comma-delimited merge file of names and addresses that you can use in a word
processor. With this you can merge a letter in your word processor with names and addresses from the
Volunteer Reporter in order to send individually addressed letters to your stations.
The merge files are standard, comma-delimited text files where each field is surrounded by quotation
marks and separated from the next field with a comma. Every word processor can use these files, but
you'll need to refer to your particular word processor's manual to see how.
Job Descriptions
This prints a job description for several or all jobs at one time with each job on a separate page. You can
also print this same report for a single job from the job screen.
Impact Job Statements
This prints an impact statement for all impact jobs at one time with each job on a separate page. You
can also print this same report for a single job from the job screen.
Job Description List for Web
This special report creates a table of job descriptions in a form that can be dropped easily onto your web
site. It creates a computer file in HTML format which is the language of the Internet.
After you choose which job fields to include and apply any filters you'd like, the Reporter creates a file
that contains all of the chosen job data. The data is in a table format. A web designer can easily copy
and paste this information into your web site which enables you to update your web site with new job
opportunities on a regular basis.
Since the table can be very wide, you can decide how you want it to display. If you choose to have the
entire table show fully on anyone's computer, the result might be squeezed and cramped for some
people with small monitors using large fonts. In most cases it will probably be better to create a table
that is 1000-2000 pixels wide even though visitors to your web site will have to scroll right in order to see
all of it.
You might choose to create several smaller tables of job listings instead of one large one. For example,
you could create a table of "Administrative" jobs and another one for "Education" jobs. Create different
filters based upon service categories, job skills, or a "user-defined" code in order to separate your jobs
into categories. Your web designer can post these separate tables onto separate web pages under the
corresponding titles.
Documents on the web do not normally display indented paragraphs. Because of this limitation, any
paragraph indents in your job descriptions won't translate to the final web file. You should separate
paragraphs in your job descriptions by a blank line so they display clearly on the web.
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5.10.7 Timesheets
Timesheets are a special type of report that include pre-printed names on a form that a volunteer or
supervisor can use to record the hours served by a volunteer during a month. At the end of the month,
you can use these completed timesheets as the data entry forms for entering hours into the Reporter.
The Reporter includes three different types of timesheets with almost unlimited flexibility. You should be
able to find a timesheet that meets your needs.
Pre-Made Timesheets These are the easiest to use, but offer the least customization. Examples are
"Timesheet by Volunteer" and Timesheet by Job".
Do-It-Yourself Timesheets These allow quite a bit of customization, but are still structured and don't
meet the needs of everyone.
Word Timesheets Go wild and design exactly what you want using Microsoft Word in combination with
the Reporter. You can do it all, but not without some practice and false starts. We try to help with
samples and explanations, but these are not for the faint of heart.
All the different timesheets take into account the starting and ending dates for volunteers and jobs. If
either is not active as of the date of the report, they won't be included on the report. This is useful in
order to put a temporary hold on either a volunteer or a job. For example, if a volunteer is going to be
gone for a couple of months, terminate the volunteer during that time away so that the volunteer's name
will not be printed on timesheets.
In addition, this report takes into account the volunteer field "Needs Timesheet". If the volunteer is
marked as not needing a timesheet, then that volunteer's name will not be printed.
Do-It-Yourself Timesheet
This is more than just a single type of timesheet. It is an entire module that lets you design your own
timesheet formats and then print them with your current volunteer information. It is similar to Filters in
that you can design as many timesheets as you need and reuse them over and over again. Once you
have designed a good timesheet layout, you can use it month after month.
To create a new timesheet, click Add and fill in all the fields. Each timesheet needs a unique name
which describes it well. Base the layout on either one volunteer, job, or station per page. Enter
information on every tab including the page header, what column headings to include and the page
footer. During the design phase, use the "Sample" button often to see what it will look like and adjust
your layout.
When you are pleased with the design, print the timesheets with the "Print" button just like any other
report or timesheet.
Word Timesheets
This is an entirely different type of timesheet. You use Microsoft Word to create a timesheet template
and then the Reporter will merge all of the data into the Word template to create a final timesheet. It is
very powerful because you can use Word to design and format the template just like you want it and
then let the Reporter fill in all the volunteers and jobs.
Overview
You probably know that Word enables you to merge a form letter with many names and addresses in
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order to prepare the same letter for each person. We use a variation of that theme to produce a custom
timesheet for each volunteer, station, or job.
You design a blank timesheet in Word that contains your chosen layout and markers (merge codes)
indicating where the names should appear. In the Reporter, you tell it to merge all the names (which can
be filtered) into the timesheet you have designed. The Reporter then prepares a single timesheet for
each volunteer, station, or job depending on how you designed it.
In the Reporter you can either prepare timesheets one at a time for any individual volunteer, station, or
job by clicking on the Print button on the individual's screen, or you can prepare a batch of timesheets at
once from the Reports menu.
Viewing vs. Printing
In the Reporter you can choose to either view the timesheet (with all of the data inserted) or print it.
If you are preparing timesheets one at a time from either the volunteer, station, or job screen and you
choose to view it, Word will be opened with the resulting merged timesheet on the screen. After you
check it over, you can print it directly from Word. If you instead choose to print it from the Reporter by
clicking on the Print button, it will go directly to the printer without opening Word.
However, if you are preparing a batch of timesheets by clicking on the Reports menu, you can only
choose to view a sample and not all of the timesheets before printing. There is a quirk in Word that
prevents us from opening Word with all of the prepared timesheets. If we tried to open Word with all of
the timesheets shown, there would be no page break separating the timesheets. Instead all the pages
would run together which would be unacceptable.
So for that reason, when preparing a batch of timesheets at once from the Reports menu, you can only
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view a sample (the first timesheet in the batch) or print them directly. You should probably prepare
timesheets one a time until you are confident that your design works as you expect.
File Locations
Because the Reporter and Word have to work together in order to produce these timesheets, they must
agree on the location of the files that are to be shared between them. You'll also want to share
timesheets among the various users in your office so you want the files in a location that can be shared
by everyone.
By default, the Reporter puts these files in a subfolder of your shared data folder called "Shared
Documents". For example, if your shared data is on drive F: in a folder called "F:\reporter\data", these
files will be in "F:\reporter\data\Shared Documents". Click on Help | About the Reporter to view the
location for these shared files.
Tables
You'll notice that all of the sample Word timesheets that we supply use tables extensively. You don't
technically need to use a table in a timesheet, but it's the only way to get columns and rows of blank
spaces waiting to be filled in with hours and reimbursements. When using a table, create it to just fill
one page and then it will be repeated automatically as many times as needed for each merge.
Make sure to leave enough space for the data in the table. Remember that some volunteers, stations,
and jobs have long names. Either make the rows tall enough to allow the names to wrap to a second line
in the cell, or use a small font for the merged data.
Designing Tips
The best way to understand this is to study and refer to the samples we provide. Find a sample that is
close to what you want and then modify it. Remember to "Save As" a new document in order to preserve
the original.
When designing a timesheet, first decide whether you want it by volunteer, job, or station. If designing by
volunteer, you'll have just one volunteer at the top of every page and then all the jobs or stations for each
volunteer listed in a table. Similarly, if designing by station, you'll have just one station printed at the top
of every page with all of the volunteers listed in a table.
Next you'll pick a data source. We've supplied three data sources to be used during the design. They
are VolunteerData.vrd, StationData.vrd, and JobData.vrd. You must use one of these three files as
the data source. If you are designing a timesheet by volunteer use VolunteerData.vrd, by station use
StationData.vrd, and by job use JobData.vrd. These data sources contain all of the available fields and
are used only during the design phase. When you actually prepare the timesheet from within the
Reporter, the correct data source will be substituted. In order for the data source substitution to work
correctly, you must use one of the three data source files that we supply.
Merge Codes
This is not a normal type of merge because we are including many names on a single page. Remember,
a typical merge starts a new page for every record like a new letter for every person. Here, however, we
want ten or twenty volunteers or jobs all listed on one page and only start a new page when the first one
is filled. It's not hard to do, it's just a little different.
The trick is to use the <<Next Record>> merge code which is also sometimes referred to in Word as
the <<Next>> merge code. When you look at the sample timesheets you see that we use the <<Next
Record>> merge code extensively in the tables. It tells Word to grab the next record of information
without starting a new page.
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Follow these rules for using the <<Next Record>> merge code:
1. Use it only in the table.
2. Don't use it on the first row of the table.
3. Use it on every following row.
4. It must always be the first code in the row.
In the samples you'll see that the first row of a table might contain the field:
<<VFIRSTLAST>>
but every other row has the fields
<<Next Record>><<VFIRSTLAST>>
This tells Word to put the first volunteer's name in the first row, then skip to the next record before
inserting the volunteer's name on every other row. If you follow these simple rules you'll never get any
duplicate names and will never skip any names.
Available Merge Fields
All of these fields are available for every Word timesheet although It would be almost impossible to use
them all on a single timesheet. A timesheet is normally divided into two main sections, the page heading
area and the table. In the page heading you will insert merge fields about either the station, job, or
volunteer that will be printed just once at the top of every page. For example, if you are designing a
timesheet with all volunteers listed for each station, you'll include the station name, contact, and phone
number in the page heading.
In the table, you will probably insert just merge fields about each individual. Using the same example of
a timesheet designed for a single station, the table will contain just the volunteer's names. All the other
volunteer fields won't be used in this example.
MONTHOF - a heading like "Month of April" which is set every time you run the timesheet.
Volunteer Codes:
VNO - number
VFIRSTLAST - first and last name
VLASTFIRST - last name followed by a comma and the first name
VADDR1 - first street address
VADDR2 - second street address
VCITYSTZIP - city, state, and zip
VPHHM - home phone
VPHWK - work phone
VPHOTH - other phone
VEMAIL - email address
Station Codes:
SNO - number
SNAME - station name
SFIRSTLAST - contact name
SADDR1 - first street address
SADDR2 - second street address
SCITYSTZIP - city, state, and zip
SPHONE - phone
SFAX - fax
SPHOTH - other phone
SEMAIL - email address
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SWEB - web address
Job Codes:
JNO - number
JNAME - job name
JFIRSTLAST - supervisor name
JBHN - service category
JPHONE - phone
JPHOTH - other
JEMAIL - email
Page Numbering
This is a little tricky, but not hard. Normal page numbering in Word won't work because Word numbers
every merged page as page one. We don't know why and it doesn't make sense to us, but that's the way
it is. However, Word refers to every page as a new "section" and we can use the section number as a
perfectly good replacement for a page number.
1. The section number must be in either a header or footer, not the main document. It won't work unless
it is in either a header or footer. Again, we don't know why.
2. Insert the field "Section" into either the header or footer. You can format it like any other character
(font, size, bold, etc.), you can align it to the left or right, and you can add other text like the word
"Page". To insert the section field, first open the header or footer (View | Header and Footer), then
click Insert | Field | Section to insert the field named "Section". It will be inserted as the number
one, but during the merge it will advance correctly for every page.
5.10.8 Letters and Envelopes
The Reporter enables you to print form letters for individual volunteers, stations, and jobs as well as for a
group of each at one time. You create the form letters in Microsoft Word and then merge the data into
the form letter automatically. You can also produce envelopes this way as well as any other document
where only a single volunteer's, station's, or job's information is printed on each page.
Overview
You design a blank letter in Word that contains your chosen layout and markers (merge codes)
indicating where the names should appear. In the Reporter, you tell it to merge all the names (which can
be filtered) into the letter you have designed. The Reporter then prepares a single letter for each record.
In the Reporter you can either prepare letters one at a time for any individual volunteer, station, or job by
clicking on the Print button on the individual's screen, or you can prepare a batch of letters at once from
the Reports menu.
File Locations
Because the Reporter and Word have to work together in order to produce these letters, they must agree
on the location of the files that are to be shared between them. You'll also want to share letters among
the various users in your office so you want the files in a location that can be shared by everyone.
By default, the Reporter puts these files in a subfolder of your data folder called "Shared Documents".
For example, if your shared data is on drive F: in a folder called "F:\reporter\data", these files will be in
"F:\reporter\data\Shared Documents". Click on Help | About the Reporter to view the location for these
shared files.
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Samples
We supply several sample letters and envelopes for you to study and experiment with. Find a sample
that is close to what you want and then modify it. Remember to "Save As" a new document in order to
preserve the original.
When designing a letter for volunteers, use the LetterVolunteerData.vrd file as a data source. Use
LetterStationData.vrd as a data source when designing letters for stations, and LetterJobData.vrd for
jobs. The actual names will be inserted by the Reporter, but in order for the data source substitution to
work correctly, you must use the data source that we supply when you design your letter.
How to Create Your First Letter
1. Always start with one of our sample letters. It's easier to remove unwanted text from a sample than to
start from scratch. Highlight a sample letter on the Word Letters and Envelopes screen and click
on Open for Editing in Word.
2. In Word, rename the sample to become your own letter. Click on File | Save As and give it a new
name. It must remain in the Shared Documents folder. Leave the extension as .doc.
3. The data source will already be opened as long as you start with one of our sample letters. If not,
select a data source to use while designing the letter. Different versions of Word do this in slightly
different ways, but in general you go through the Tools menu to either a Mail Merge wizard or toolbar.
Either will enable you to "Open a Data Source". Select the data source listed at the top of the sample
letter. Usually this will be LetterVolunteerData.vrd which is also located in the Shared Documents
folder. By selecting this data source, you ensure the data will match exactly when you perform the
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actual merge from the Reporter. The data source consists of just a few sample records that you can
use to design your letter. Your real data will be inserted later when performing the merge from the
Reporter.
4. Make any changes you want to the letter. Remove the sample text and insert your own.
5. Insert merge fields in the appropriate locations. In most versions of Word, click on the toolbutton to
Insert Merge Field.
6. Test merge your letter with the sample data. Click on the Merge toolbutton.
7. Save your new letter and exit from Word.
8. Back in the Reporter, add your new letter to the list of available letters. Click on the Add button on
the Word Letters and Envelopes screen. Give it a descriptive file name which can be anything and
then the actual file name you saved it as in Word. The samples we supply use the same name for
both descriptive and actual, but there's no reason to do that for your real letters.
9. Try out your finished product. Click on View to open Word with your data merged with your new
letter.
Available Merge Fields
All of these fields are available for every Word letter.
Volunteer Codes:
NO - number
FIRSTLAST - first and last name or group name if it is a group
LASTFIRST - last name, first name or group name if it is a group.
MAILNAME - mailing name
SALUTE - salutation
FIRST - first name
LAST - last name
ADDR1 - first street address
ADDR2 - second street address
CITYSTZIP - city, state, and zip
CITY - city
STATE - state
ZIP - zip
COUNTRY - country
PHHM - home phone
PHWK - work phone
PHOTH - other phone
EMAIL - email address
STARTSHORT - starting date in a short format like 04/06/2002
STARTLONG - starting date in a long format like April 6, 2002
ENDDTSHORT - terminated date in a short format like 04/06/2002
ENDDTLONG - terminated date in a long format like April 6, 2002
ENDCAUSE - termination cause
SERVEDTIME - years and months of service as of today
DOBSHORT- birth date in a short format like 04/06/2002
DOBLONG - birth date in a long format like April 6, 2002
AGE - age as of today
DRLICENSE - driver's license
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DRLICEXP - driver's license expiration in a short format
SSNUMBER - social security number
SEX - M/F
ETHNIC - ethnicity
RACIAL - racial group
LIFEPLEDGES - lifetime pledges
LIFEDONATIONS - lifetime donations
LIFEHOURS - lifetime hours
PIN - Touch-Screen Assistant PIN
USERNAME - Web Assistant Username
PASSWORD - Web Assistant Password
DISABLED - person with disability (Y/N)
STIPENDED - stipended volunteer?
OVERINCOME - Turned away as over income?
UNDER60 - Turned away as under 60?
SCLEADER - Senior Companion Leader?
SCFROMSCL - Senior Companion Recruited by a Senior Companion Leader?
VOLFROMSCL - Community Volunteer Recruited by a Senior Companion Leader?
WANTSPAY - wants reimbursement (Y/N)
TIMESHEET - needs timesheet (Y/N)
NEEDSLABEL - needs mailing label (Y/N)
CODE01 - code field 1
CODE02 - code field 2
CODE03 - code field 3
CODE04 - code field 4
CODE05 - code field 5
CODE06 - code field 6
CODE07 - code field 7
CODE08 - code field 8
CODE09 - code field 9
CODE10 - code field 10
CODE11 - code field 11
CODE12 - code field 12
CODE13 - code field 13
CODE14 - code field 14
CODE15 - code field 15
TEXT01 - text field 1
TEXT02 - text field 2
TEXT03 - text field 3
TEXT04 - text field 4
TEXT05 - text field 5
DATE01 - date field 1
DATE02 - date field 2
DATE03 - date field 3
DATE04 - date field 4
DATE05 - date field 5
DATE06 - date field 6
NUMBER01 - number field 1
NUMBER02 - number field 2
NUMBER03 - number field 3
NUMBER04 - number field 4
Station Codes:
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NO - number
STATION - station name
FIRSTLAST – Contact 1’s first and last names
LASTFIRST – Contact 1’s last and first names.
SALUTE – Contact 1’s salutation.
FIRST – Contact 1’s first name.
LAST – Contact 1’s last name.
TITLE – Contact 1’s title.
FIRSTLAST2 – Contact 2’s first and last names
LASTFIRST2 – Contact 2’s last and first names.
SALUTE2 – Contact 2’s salutation.
FIRST2 – Contact 2’s first name.
LAST2 – Contact 2’s last name.
TITLE2 – Contact 2’s title.
ADDR1 - first street address
ADDR2 - second street address
CITYSTZIP - city, state, and zip
CITY - city
STATE - state
ZIP - zip
COUNTRY - country
PHONE - phone
FAX - fax
PHOTH - other phone
EMAIL - email address
WEB - web address
MOUSHORT - memorandum of understanding originally signed date in a short format like 04/06/2002
MOULONG - memorandum of understanding originally signed date in a long format like April 6, 2002
RENEWSHORT - memorandum of understanding last renewed date in a short format like 04/06/2002
RENEWLONG - memorandum of understanding last renewed date in a long format like April 6, 2002
DUESHORT - memorandum of understanding next renewal date in a short format like 04/06/2002
DUELONG - memorandum of understanding next renewal date in a long format like April 6, 2002
ENDDTSHORT - terminated date in a short format like 04/06/2002
ENDDTLONG - terminated date in a long format like April 6, 2002
STATYPE - station type
HEALTHCARE - health care facility (Y/N)
CODE01 - code field 1
CODE02 - code field 2
CODE03 - code field 3
CODE04 - code field 4
CODE05 - code field 5
CODE06 - code field 6
CODE07 - code field 7
CODE08 - code field 8
CODE09 - code field 9
TEXT01 - text field 1
TEXT02 - text field 2
TEXT03 - text field 3
DATE01 - date field 1
DATE02 - date field 2
DATE03 - date field 3
NUMBER01 - number field 1
NUMBER02 - number field 2
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NUMBER03 - number field 3
Job Codes:
NO - number
JOB - job name
FIRSTLAST – Client’s first and last names
LASTFIRST – Client’s last and first names.
FIRST – Client’s first name.
LAST – Client’s last name.
STATION - station name
ADDR1 - first street address of station
ADDR2 - second street address of station
CITYSTZIP - city, state, and zip of station
CITY - city of station
STATE - state of station
ZIP - zip of station
COUNTRY - country of station
PHONE - phone
PHOTH - other
EMAIL - email
FIRSTLAST1 – Contact 1’s first and last names
LASTFIRST1 – Contact 1’s last and first names.
SALUTE1 – Contact 1’s salutation.
FIRST1 – Contact 1’s first name.
LAST1 – Contact 1’s last name.
TITLE1 – Contact 1’s title.
FIRSTLAST2 – Contact 2’s first and last names
LASTFIRST2 – Contact 2’s last and first names.
SALUTE2 – Contact 2’s salutation.
FIRST2 – Contact 2’s first name.
LAST2 – Contact 2’s last name.
TITLE2 – Contact 2’s title.
STARTSHORT - starting date of the job in a short format like 04/06/2002
STARTLONG - starting date of the job in a long format like April 6, 2002
ENDDTSHORT - terminated date in a short format like 04/06/2002
ENDDTLONG - terminated date in a long format like April 6, 2002
REQUESTED - number of volunteer requested
FILLED - number of volunteers currently placed here
VALUEWAGE - value wage
STIPENDED - Is this a stipend job?
STIPENDRATE - The stipend rate.
SERVICECAT - service category
SKILL01 - skill 1
SKILL02 - skill 2
SKILL03 - skill 3
SPECIALNEED - special need of the client or job.
DOBSHORT - date of birth of the client in a short format like 04/06/2002
DOBLONG - date of birth of the client in a long format like April 6, 2002
AGE - age of the client
SEX - sex of the client
ISPRIVATEHOME - is it a private home?
MOBILIZES - do volunteers at this job mobilize other volunteers?
MOBILIZECOUNT - number of volunteers mobilized
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PRISONCHILDCOUNT - number of children of prisioners served
FOSTERCHILDCOUNT - number of foster care children served
MENTOREDCOUNT - number of children mentored
EXOFFENDERCOUNT - number of adult ex-offenders served
IMMIGRANTCOUNT - number of immigrants served
INDEPENDENTCOUNT - number of seniors receiving independent living services
RESPITECOUNT - number of caregivers provided with restpite
CODE01 - code field 1
CODE02 - code field 2
CODE03 - code field 3
CODE04 - code field 4
CODE05 - code field 5
CODE06 - code field 6
CODE07 - code field 7
CODE08 - code field 8
CODE09 - code field 9
TEXT01 - text field 1
TEXT02 - text field 2
TEXT03 - text field 3
DATE01 - date field 1
DATE02 - date field 2
DATE03 - date field 3
NUMBER01 - number field 1
NUMBER02 - number field 2
NUMBER03 - number field 3
5.10.9 DYMO Labels
DYMO (www.dymo.com) makes several specialized label printers called LabelWriters. They only print on
special label stock that comes on rolls. These label printers can be handy for printing single labels and
also for larger label runs.
The Reporter enables you to print either single mailing labels or full label runs on any DYMO label
printer.
If you are running the Reporter on Windows 10, you need the most recent version of the Dymo Label
Software, version 8.5.3 or later. You can download this software for free from the Dymo website.
Single Labels
To print a single label for a volunteer, station, or job, click on the DYMO button on the toolbar or click on
Edit | Print DYMO Label. These options will only be available if a DYMO LabelWriter is installed on
your computer.
On the DYMO LabelWriter screen, select which label you are using and where to print a Postnet
barcode. Click on the Print button to print the label immediately or click on the Open DYMO button to
open the Dymo LabelWriter Software where you can make more changes before printing.
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Full Label Print Jobs
To print mailing labels for groups of volunteers, stations, or jobs, open the normal Mailing Labels Report
from the Reports menu. Normally, the Reporter will print these labels to a full-page printer, but you can
choose to print them on your DYMO LabelWriter by selecting the Printer Type.
After changing the printer type to your Dymo printer, select which label you are using and where to print
the Postnet barcode. When you click on Print, all the labels will be sent to the DYMO LabelWriter.
You cannot preview labels after selecting the DYMO LabelWriter as your printer.
Don't try to print any other report to the DYMO LabelWriter or you'll get very unusual results.
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Spreadsheets, Codes, & Filters
5.11.1 Spreadsheets
This enables you to create Excel spreadsheets containing your data. The process is simple and flexible
allowing you to use your data in Excel in order to perform any manipulations with your data.
The process is also very safe since it is a one-way only process. You cannot import data from Excel into
the Volunteer Reporter, only export it from the Reporter into Excel. The Volunteer Reporter has many
built-in checks and balances to assure that your data is always accurate so you'll always use the
Reporter to add and edit data, but you can use Excel to manipulate a copy of your data for even more
power.
When you prepare a spreadsheet, it is just as if you are printing a report except that the report data
ends up in Excel instead of on a piece of paper. With the data in Excel you can sort it any way you want
and print other reports that we've never thought of. Another big difference between spreadsheets and
reports is that spreadsheets include much more data for each record. For example, a spreadsheet of
volunteers includes every volunteer field! That's more data than could ever fit on a piece of paper.
The process of creating a spreadsheet is very straightforward although it can be rather slow because of
the large quantities of data being prepared. Once the spreadsheet is prepared, Excel automatically
starts with the spreadsheet already loaded. This is a copy of your data and you can manipulate and save
it just as you would any spreadsheet.
Sorry, but we can't supply technical support on how to use Excel.
Do-It-Yourself Spreadsheets
You can create any number of custom spreadsheets for volunteers, stations, or job. Give your new
spreadsheet a unique name and move any columns into it. You can also rearrange the columns by
moving them up or down in the list. After you have all the information you want included, click on
Prepare SS to create the spreadsheet in Excel. Just like Filters, Do-It-Yourself Spreadsheets are
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shared among everyone in your office.
Tip: Remember that when you choose columns to include, you are not deciding which records to
include. You do that with a Filter. For example, if you want a spreadsheet of just drivers, first you include
the appropriate fields like drivers license and expiration date, then when you prepare the spreadsheet,
you need to use a filter that will only include those volunteers who actually have drivers licenses.
Otherwise, you'll get everyone whether they have a drivers license or not.
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5.11.2 Reference Codes
The Volunteer Reporter depends heavily upon the use of codes to represent a variety of information
stored for each volunteer, station, and job. Codes are ways to categorize volunteers, stations, and jobs.
In this section of the Volunteer Reporter, you can edit codes, add new ones, delete unused ones, and
print lists of them.
Reference codes are accessed from two separate spots in the Reporter. Donation codes are accessed
from the Reference Codes menu while volunteer, station, and job codes are accessed from the Field
Lists. All codes can be changed by you to match your needs. We have included some sample codes to
get you started, but you can change them or make new ones at any time.
Customizing Codes
Almost all codes can be customized to suit your needs. You can rename the code and add all possible
choices. Let's work through a simple example. Let's pretend that we want to keep track of the marital
status of our volunteers. First, we pick an unused code and rename it. Here, we have renamed code field
9 to "Marital Status". To rename a code, just click in the name column, delete the existing name, and
retype the new one.
Next, we check it as being used (it takes two clicks). Finally, we click on the Edit List button to add our
possible choices. Here, we have added three choices for marital status, but you can add as many as
you need.
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Now, when you add a new volunteer or edit an existing one, you can choose any of those three options
for the volunteer's marital status.
Deleting Codes
You cannot delete a code if it is being used elsewhere. For example, if some volunteers still use a code
for a particular location, you cannot delete that location code until you remove it from all the volunteer
records. In order to find out which records still refer to a particular code, create a filter that includes that
code.
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5.11.3 Filters
Filters limit which records are shown and printed on reports. A simple example is a filter which includes
only men. Once we create such a filter, we can use it when looking at our volunteer data or when printing
any report or spreadsheet.
Filters are very powerful for several reasons. They are reusable -- often you can use the same filter
month after month either with no change or with a small change to update it with new dates. Filters also
can be shared among everyone using the Reporter. Once you create a good filter, it can be used by
everyone. In addition, the same filter can be used anywhere in the Reporter. You can create one filter
and use it when viewing a report on the screen, when printing mailing labels, and when preparing a
spreadsheet.
There are two parts to using filters -- creating the filter and using the filter.
Creating Filters
To add or edit a filter select "Filters" from the top menu. Every filter must have a name, but the name can
be anything which describes the filter. Every filter can have a lot of different limitations. Try to use as few
limitations as possible. Usually only one or two limitations will produce your desired results and not slow
down the processing with unnecessary filtering. Double click on a limitation in order to set it.
Also be sure to not cancel out one limitation with another. For example, if you ask to include only
volunteers with certain zip codes and also ask for only volunteers in a particular county, but those zip
codes are not located in that county, the Volunteer Reporter will produce a blank report.
Remember, a filter does not modify what will be shown on a report, it only limits which records will be
shown on the report. For example, the report showing birth dates will always show birth dates no matter
what limitations are in the filter. A filter will only limit which people are shown on the birth date list.
A filter needs only one or two limitations to work well, almost never more than four.
Filters are very powerful, but they can't do everything. Each limitation on a filter is considered individually
from every other limitation. For example, you can include a limitation of just people who served at a
particular job and you can also include a limitation of just people who served a certain number of hours
during a period of time, but the filter will not combine the two in order to include just people who served a
certain number of hours at a single job. Instead, it will include anyone who served at that job and who
also served that certain number of hours, even if those hours were served at a different job.
Using Filters
On every report and spreadsheet is a field showing the current filter. Normally the filter is "All Records"
which means that all records will be included on the report.
To use a filter, select it instead of "All Records" and it will automatically be used. Only records meeting
the limitations included in that filter will be shown. This all happens automatically -- you don't have to do
anything except select the filter.
To once again see all the records, reselect the filter called "All Records" which is always at the top of
the list of available filters.
If you select a filter and suddenly no records are shown, you may have created a filter with two
limitations that cancel each other out. Edit the filter and try a different limitation.
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File Utilities
5.12.1 Backup
Please backup your files often. Daily is best and easy to accomplish.
It's a fact of life, learned the hard way too often, that hard disks and other computer components fail. If
you have recently backed up data files when this happens, you'll be home free. If you don't have current
backups, you stand to lose all your work stored in the data files since your last backup.
Backups are easy to do with the Volunteer Reporter utility Backup Data Files. You may want to keep
several versions of your backups so that, for example, you always have today's data backed up as well
as yesterday's data also backed up.
The Backup Data Files routine copies your data files to USB flash drives, external drives, or any
networked drive. Simply follow the directions on the screen.
Normally, only your data files are backed up, but not any associated documents that you attached to
volunteers, stations, and jobs. If you choose to include documents with your backup by checking that
option, your resulting backup file will be much larger. It's a good idea to backup those documents, but
the trade off is a much larger backup file.
You might also consider using an external drive or cloud storage to backup everything on your hard disk,
not only the Volunteer Reporter data.
The backup file made by the Volunteer Reporter is a standard zip file.
Be careful about putting your only backup on your internal hard drive because if it fails, so does your
backup. You should usually make backups onto a USB flash drive or other external drive.
The Reporter backs up only the currently selected data set, so if you are using several data sets, be
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sure to backup each one individually and keep them clearly labeled. For every data set, the backup file
is named VRData.zip.
5.12.2 Restore
Careful, this is a utility that can destroy your data files if not used with care. This utility replaces your
working data files with backups that might not have up-to-date data. You'll use this routine only rarely, if
for some reason you've lost your current data.
Never use this routine to restore your backup files unless the original files on your hard drive are
worthless. If you do have to use this routine, just follow the prompts.
The Reporter restores data to the currently selected data set even if that is the not the data set from
which the backup was made. Be sure to keep your backups clearly labeled and select the correct data
set before restoring data.
5.12.3 Reindex Data
This utility remakes the indexes associated with your data files and checks your data for errors. It also
recovers disk space being used by deleted records.
Reindex if the indexes should become corrupted. You should suspect that your indexes are corrupted if
your reports are out of order, you cannot find a record that you know is there, or if you get error
messages during normal operations.
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If your data files are very large, making indexes can take a long time, but normally it will only take a few
minutes.
This is a "safe" utility, and the first thing you should try if the Volunteer Reporter is not functioning
correctly.
5.12.4 Passwords
You can use passwords to restrict access to certain parts of the Reporter. Every person using the
Reporter can have their own user name, password, and individualized access levels for every section of
the Reporter. For example, you can restrict one person to just entering hours while another can only
print reports.
When you first click on Passwords, you are asked whether or not you want to use passwords. If you
don't want to use passwords no one will be asked for their username and password when starting the
Reporter and everyone will have full access to all data and the entire program.
At first, there are no users listed and you need to click on the Add User button. Each user can have their
own user name and password. Only you can change either their user name or password which prevents
them from choosing simple passwords that might be easy to guess. You can add an unlimited number
of users, of course. The default levels are the access given to each section to begin with, but then you
can adjust each one.
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Access levels for every section of the Reporter can be customized for each user. You can give a user
"read only" access to certain parts of the Reporter and no access at all to others sections. It is fully
customizable for every user. Read Only access means that a user can look at the data, but not change
it. No access means that they can't even look at the data in that section.
There is no Read Only access to the sections Backup, Restore, Reindex Data, Passwords, and Delete
Old Data. For those sections Read Only is the same as None and although you can assign someone
Read Only access to those sections, they won't have any access.
When starting the Reporter, users are asked for their user name and password which are not case
sensitive so they can have Caps Lock on or off.
Finally, there are two important facts about passwords you need to know:
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1. If you forget your password, there is no way to start the Volunteer Reporter.
2. Passwords will not protect you from a computer expert who is determined to break into your
data.
5.12.5 Preferences
Screen
These preferences affect each individual computer. If on a network, these screen preferences are
separate for each workstation.
Save Window Positions
When checked, each window (Volunteers, Stations, Jobs, etc.) will open in the same position it was in
when last closed. When unchecked, each window will open in the center of the screen. This is probably
most useful to those using larger monitors at higher resolutions.
Toolbar
When unchecked, the toolbar will not be shown. This is probably most useful when using smaller
monitors at 640 x 480 resolution.
Enter key moves to next field
When adding or editing data, you move to the next field by pressing the tab key. If this is checked, you
can also move to the next field by pressing the Enter key.
Show Tooltips
Tooltips are the little descriptions that pop-up when you hover your mouse pointer over a toolbutton for a
couple of seconds. If you don't like seeing the tooltips, remove this check mark.
Automatically check for live updates
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The Reporter can go out to the web and check on a regular basis for any upgrade patches. If there are
any, they will automatically load into the Reporter.
Default folder for merge files and report files
This is the default location where merge files and report files (printer and HTML files) will be created.
General
If you are on a network, these preferences affect every workstation.
Numbering Style
Normally, the Volunteer Reporter will expect you to number stations, jobs, and volunteers with a number
in the form of "V-0001", a letter followed by a dash and four numbers. This works well for most people,
but some prefer a different numbering method such as "V00001" or "XYZ001". Choosing the alternative
numbering style with this utility will allow you to use any combination of letters and numbers in station,
job, and volunteer codes.
Make this decision once and stick with it. Either style will allow for almost unlimited number of
volunteers, stations, and jobs. Switching back and forth will work ok, but you'll have problems trying to
enter numbers entered under a previous style.
Refer to Choosing a Numbering Scheme for more information.
Mileage Reimbursement Amount
Set the amount you will reimburse volunteers for each mile they drive. When you change it, only new
records will be affected, old records stay the same.
Start of Century
All dates in the Volunteer Reporter allow for four digits in the year although you only have to enter two
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digits and the Volunteer Reporter fills in the rest. For example, when you enter "97" for the year, the
Volunteer Reporter expands it to 1997.
This works fine until the year 2000. In the year 2000, when you enter "00" for the year, the program will
think you mean 1900, not 2000.
Use this utility to change that behavior and tell the program that "00" means the year 2000.
A good compromise value is 1920. That enables you to enter 09 for 2009, and 70 for 1970
Remember, you can always enter all four digits for a year to tell the Volunteer Reporter exactly what
year you mean.
Start of Fiscal Year
Set the month at the start of your organization's fiscal year. This will automatically give you an easy
option when running reports to limit the report to just that period of time. For example, if your budget
year starts in April and you set that here, on Hourly reports you will have the option to select "This AprilMarch" and "Last April-March".
Stipends
You can specify that you will be paying stipends to some of your volunteers at some jobs. The default
stipend amount that you enter here can be overridden for each job. For stipends to be calculated by the
Reporter, the volunteer needs to be checked as a stipended volunteer and the job needs to be checked
as a stipend job. If you don't pay any stipends, remove this check and you won't see any other
references to stipends throughout the Reporter.
Assign Serial Numbers
Use this to assign the next record number to be used for volunteers, stations, and jobs. The Volunteer
Reporter will advance all future numbers from here.
Default Value Wage for Jobs
Whenever you change this value, all jobs marked as using the default value wage will automatically be
updated.
Duplicate Check
If you don't want to check for duplicate volunteers already on file when adding new volunteers, remove
this check mark.
Reimbursement Limits
This preference lets you adjust the defined limits to reimbursement amounts for your particular project.
Many offices have a policy of only reimbursing volunteers up to a predefined amount which this
preference enables you to handle automatically.
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It works like this: Here, in the Preferences section, you tell the Volunteer Reporter your monthly
reimbursements limits. When entering an individual volunteer's hours, don't worry about your
reimbursement limits because the Volunteer Reporter will handle it later. Enter all the reimbursement
claimed by each volunteer.
Later, when printing reports, the Volunteer Reporter adds up the amount claimed by the volunteer for
each expense category (car, bus, van, taxi, meals, parking, other) and checks the total against your
defined limits. All monies less than your defined limits are counted as reimbursement, while all monies
over your defined limits are counted as an in-kind contribution made by the volunteer.
Date Limits
This section enables you to set limitations on date entry fields in order to prevent data entry mistakes
with dates being too far in the past or the future. You can set limitations on any or all date fields by
simply checking the options and filling in the limiting length of time. For example, you can choose to
allow hours to be entered up to three months ago or only one month ago.
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You can also choose to not check dates at all or to check them only when adding new records, but not
when editing existing records. Each date field in the Reporter is included so that you can choose to
check or not to check each individual date field.
These limitations do not apply when entering dates for reporting periods so that you can still run reports
and spreadsheets for any period of time.
Customize
Turn on or off major sections of the Reporter. If off, you won't see any reference to it anywhere while
using the Reporter. You can turn sections back on, but for the most part, you should set this once when
you first start using the Reporter and then leave it.
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If your organization is a RSVP, FGP, or SCP, indicate which one. If none of those, remove the check
mark. Those three organizations must have stations turned on, everyone else can choose to use
stations or not.
Service Categories are an outdated classification for jobs. We recommend you turn it off.
Country
The Reporter can be set to use any country's address, telephone, date, and currency formats. The date
format and currency symbol are set on your Windows Control Panel and those settings are followed by
the Reporter.
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If you are in either the U.S. or Canada, simple select that country on this tab and all the other settings
will be correct for you. If you are in any other country, set each format individually. In the U.S., everyone
has a "social security number" and in Canada, an "insurance number". You can use that same field for
any identification number used in your country.
Performance
Since the Reporter is a database application, it relies heavily on underlying technology to access your
data quickly and efficiently. That database technology is called the Borland Database Engine (BDE).
Normally, the BDE runs very efficiently on every computer, but if you want to try to squeeze a little more
speed out of it, you can adjust its settings here. These settings are automatically adjusted to match the
amount of memory inside your computer, but you might find a different setting runs faster on your
particular computer. Only trial and error will tell.
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If you choose a setting that is too high or low for your computer, you might notice a slowdown with the
Reporter. There's a very slight possibility that you could slow it down so much that the Reporter won't
run. In that unlikely case, reset it back to the lowest level by pressing F11 when starting the Reporter.
5.12.6 Field Lists
The Volunteer Reporter comes with many more fields than you could ever want. Each field is a separate
piece of information like city, state, and zip. Many fields are pretty standard (address, phone, email), but
we supply many more in order to meet everyone's needs. For example, we supply fields for 6 different
phone numbers, 20 different codes, and 9 alternate addresses for every volunteer.
On this screen you can turn off fields you don't need, put them in an order that makes sense to you,
rename any, and set default values. Throughout this screen, the cells shown in white can be changed,
the ones in yellow (or some other color), cannot. For example, since the Reporter requires that every
volunteer has a first and last name, you can't turn those fields off.
Volunteers, Stations, and Jobs
All of these sections work the same way in regards to working with the field lists. Once you understand
how to work with one of them, it's easy to adjust fields for the others.
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Turn Off Fields
To turn off a field that you don't want to use, remove the check mark in the Use? column. Notice that it
will still be assigned an order number, but it won't appear on any other screen, report, or spreadsheet.
You can turn it back on if you need to later.
Rename Fields
You can change the name of any field in the Displayed Name column. Mostly this is used to rename
generic fields like "Check Mark 1" to "Photo Release". You can also change the name of a field to
match your country or language such as changing "Zip" to "Postal Code". If you change your mind, click
on the "Use Standard Name" button to return the field to it's normal name.
Reuse Fields for New Purposes
You may be tempted to use a field for a completely different, unintended purpose. For example, you may
decide to take the unused "Country" field and reuse it for "Spouse's Name". This is a bad idea because
the Reporter still thinks this field is being used for the name of a country and will print it on mailing labels
which would look pretty funny. Instead, use one of the many generic fields (farther down the list). For
example use one of the "Text Fields" for "Spouse's Name".
Reorder Fields
By moving fields up or down in this list, you will change the order that they are shown to you on data
entry screens as well as on some reports and spreadsheets. Move fields up or down with the various
buttons, up or down 1 at a time, 10 at a time, or to the top or bottom. There is no need to put unused
fields at the bottom because they won't be shown if they don't have a check mark in the Use? column.
The "Comments" field is a special case because it will always be shown on a separate tab no matter
what position you move it to. You can choose not to use it, but if used, it will always display on its own
tab.
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Arrange and Organize Fields
By putting a check in the column Divider After you tell the Reporter to insert a horizontal line across
the data entry screen below this field. Use this to group the fields in logical sections. For example, put a
divider after the Zip field to visually indicate an end to the address fields.
Set a Default Value
Enter a value in the Default Value column and that value will automatically be entered when you add a
record. For example, if you enter Missoula and MT into the city and state default values, when you add a
new volunteer, they will be filled in already. You can only enter default values in the white, non-colored
cells.
Set How Many to Show
For some fields (mostly near the bottom of the list), you can tell the Reporter how many to show by
entering a number in the Show Count column. For example, if you enter 3 to show for Skills, the
Reporter will show the first 3 skills for every volunteer. You can still enter an unlimited number of skills,
but it will only show the first 3 without you having to scroll the list. You could instead set the show count
for skills to be 20, but then it will take up a lot more space on the screen, even if a volunteer only has a
few skills. It's a trade off that you get to adjust.
For the volunteer fields "Multiple Addresses" and "Contacts" the show count number indicates how
many addresses to show, up to 9. For example, you could show 3 additional contacts, one each for
beneficiary, emergency contact, and physician.
Specify Code Values and List Items
For code and list fields like Skills, Awards, and Counties, click on the Edit List button to change the list
of available values. These are the values that are available when adding a new record. Add new values,
edit existing ones, delete unused ones, or print a list of them. The Edit List button is grayed out and not
available except when you are positioned on a code or list field.
5.12.7 Check Service Categories
Service Categories are an outdated measurement that was used by Retired and Senior Volunteer
Programs (RSVP), Foster Grandparent Programs (FGP), and Senior Companion Programs (SCP). They
have been replaced by Service Activities. Service Activities are kept up to date by the Reporter
automatically.
Both Service Categories and Service Activities are grouped into Focus Areas, but even the Focus Areas
have changed. This means we are left with older, legacy Focus Areas and current ones.
Turn off Service Categories in Preferences unless you have been using them for a long time and want
to continue to use them while transitioning to Service Activities.
Service Categories and Focus Areas are predefined by the Corporation for National and Community
Service (CNCS). In the past, the CNCS occasionally changed them and this wizard ensured that your
codes conformed to the current, official list.
If you are not one of these three types of organizations, you don't have to classify jobs by service
category, nor bother with keeping this list up to date. You can turn service categories off in Preferences
so that you won't be bothered with them.
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5.12.8 Check Statiion Types
If you are a Retired and Senior Volunteer Program (RSVP), Foster Grandparent Program (FGP), or
Senior Companion Program (SCP), you are required to classify stations by their Station Type.
Station Types are predefined by the Corporation for National and Community Service (CNCS).
Occasionally, the CNCS changes Station Types and this wizard will confirm that your codes conform to
the current, official list.
If you are not one of these three types of organizations, you don't have to classify stations by station
type, nor bother with keeping this list up to date. If you don't use Stations (you can turn them off in
Preferences), you won't see this option.
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5.12.9 Select Data Set
The Reporter enables you to keep track of multiple, separate sets of volunteers. Each data set has its
own volunteers, stations, jobs, and hours with no overlap. You can have an unlimited number of data
sets.
For example, you can keep a data set called “RSVP” and a separate data set called “FGP”. Or you can
track data sets called “Franklin County”, “Teenage Volunteers”, or “Mandated Volunteers”. Each data set
is completely separate and you cannot transfer people from one to another. If you have the same person
entered into two data sets and you need to change their telephone number, you'll have to change it in
both data sets. Therefore, these data sets are not designed to replace the “grouping” feature built into
the Reporter, but as an additional method to track unique sets of data.
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Switching between data sets is very easy. On the File menu is an option called “Select Data Set”. From
here you can switch between data sets as well as create new data sets. When first installed, you have
two data sets named “Default” and “Sample Data”. The default data set is empty while the sample data
set has about a dozen volunteers to experiment with.
If you want to change the name of your main data set from “Default” to something more meaningful, feel
free to do so. When any data set other than “Default” is selected, its name is shown on the top title bar
of the Reporter. For example, if you have selected your “Madison County” data set, the title bar will read
“Volunteer Reporter – Madison County”.
Each data set is installed into a separate folder on either your computer or another computer on the
network. To create a new, empty data set, simply give the data set a name and tell it where to create
the empty tables. If you assign the new data set a folder location that doesn't exist yet, the Reporter will
create it for you. For example, your existing data may be in a folder called C:\Reporter\Data and you
could create a new data set named “Teenagers” into a new folder called C:\Reporter\Teenagers.
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Each data set consists of a number of data tables that have the extension .dbf and .dbt. Those tables
also have matching indexes with the .mdx extension. Another category of file used in the Reporter is
"shared documents". These are Word templates used to print letters, envelopes, and timesheets. For
example, you may have developed a "New Volunteer" letter that you print and send to every volunteer
when they first sign up. Since you want anyone on your staff to be able to print that letter, you need to
keep it in a location that is shared by everyone instead of keeping it with other, personal Word
documents on your private hard drive.
For any new data set, the Reporter creates a "Shared Documents" folder as a subfolder of the data
folder. Following the previous example of a new data set named "Teenagers" with the data folder of C:
\Reporter\Teenagers, the Reporter would normally create the folder C:\Reporter\Teenagers\Shared
Documents for your shared Word documents.
When you backup your data by clicking on File | Backup, you are backing up just the current data set
and when you restore data, you are restoring to the current data set as well. Because of this, you can
transfer all data from one data set to another by backing up one, switching to the other data set, and
restoring.
There is no way to combine data sets together into one. For example, if you keep data from two
separate counties in two data sets and you want to know how many hours were served in both counties
combined, you have to run reports from each data set separately and manually add them together.
There is also no way to transfer a single volunteer from one data set to another. If a person is moving
from your “Under 55” data set to your “Over 55” data set, you have to terminate the person in one and
manually add them into the other.
5.12.10 Bulk Replacements
This wizard enables you to enter a field value into many records at once. Here are some examples of
how you can use it.
Enter a county or location for all volunteers at once.
For everyone with a training renewal date of today, advance that date a year.
For anyone with a missing zip code, enter one.
Switch every station from one station type to another.
Raise the value wage on every job.
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The wizard is easy to use as it guides you through the process. In order to limit the replacement to just
of subset of all of your data, select an appropriate filter. You may have to cancel this wizard and create
the filter first, unless you have planned ahead. You can only make one replacement at a time.
5.12.11 Delete Old Data
This is a dangerous utility because you can delete good data. Always make a current backup of your
data before using this utility so that if something goes wrong, you can restore your data.
Delete data that is several years old that you no longer need to use. The program deletes information
about the number of hours served by a volunteer and old, outdated placements, but will not delete
individual volunteers, stations, or jobs which you need to delete one at a time using the appropriate
sections of the program.
If you have just started to use the Volunteer Reporter and have 30 or fewer volunteers on file, you have
the option to delete all of your data in order to start over.
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Frequently Asked Questions
6.1
How do I back date some data?
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If the Reporter tells you that you can't enter a date because it is too far in the past, you need to make a
simple adjustment. Click on File | Preferences and then the Dates Limits tab. On this screen you'll
see lots of settings designed to help you avoid making silly data entry mistakes like entering 1905 when
you meant 2005.
Of course, these helpful limits can also prevent you from correctly entering some older dates. You can
turn off checking on certain dates or increase the valid time period. You can even turn off all date
checking. Whichever you choose, remember to return here and reset the checking after you are finished
entering the older data or you may end up with volunteers who have been serving 103 years.
6.2
What's the difference between stations and jobs?
A station is an organization that needs volunteers and is further broken down into one or many jobs. For
example, a hospital is a station that might have several jobs. A volunteer serves hours at a job so each
station needs at least one job even if you name it the same as the station.
You can access jobs either from the main menu or from the station screen where you will see just the
jobs for a single station.
6.3
I want to change the list of counties. How do I do it?
Use the Field Lists section to change any of the available codes. You can also change the heading
name.
6.4
How do I keep track of other people besides volunteers?
Use Volunteer Groups to assign people to various groups they belong to. For example, a person might
be a volunteer and also serve on the Advisory Committee. You can assign the person to both of those
groups, then print labels for either group and the person's name will be included. If you choose to print
labels for both groups at the same time, the person's name will only be printed once.
Volunteer Groups is a tab on the Volunteer screen. A person can belong to one or several groups. You
can change the list of groups from the Reference Codes menu.
6.5
My volunteers attend a yearly training session. How can I keep
track of that?
Use one of the user-defined date fields to enter the date when each volunteer next needs to attend the
training class. Then create a filter of just those volunteers who need training in the next month or two.
Using the same filter, you can print a list and mailing labels of everyone needing training next month.
6.6
Why do volunteers have termination dates? Why not just delete
them when they move away?
We want to know how many hours our volunteers served during past periods of time. If we deleted
volunteers who left, we wouldn't know how many hours they served for us last year. By terminating them
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instead, we still know how they served us in the past and the Reporter automatically keeps them out of
the way when printing mailing labels or trying to find suitable volunteers for a new job. Once we delete
hours that are several years old, we can also delete the terminated volunteers who served those hours.
6.7
How do I avoid sending duplicate mailings to my volunteering
couples?
Edit either one of the couple's records and uncheck the field "Needs Mailing Label?". Then edit the other
pair of records and change the "Mailing Name" field to read "Mr. and Mrs. Jones." When printing labels,
limit the report to only include those marked as needing a label so that the couple will receive only one
label addressed to both of them.
6.8
A name is not alphabetized correctly. How come?
If you mistakenly type a space before the first letter of a person's last name, that record will be
alphabetized before all others at the beginning of any list.
6.9
On the Hours Served Report some volunteers have zeros for
reimbursement.
If the field "Wants Reimbursement This Time?" on the Hours screen is unchecked, they will have hours,
but no reimbursement on the Hours Served report. All their reimbursement will be counted as in-kind. On
the Volunteer screen there is a default field for this same information.
Another problem might be incorrect settings on the "Reimbursement Limits" tab under Preferences.
6.10
On Timesheets, some volunteers and jobs are missing. Why?
This report takes into account the termination dates for volunteers and jobs. If either is not active as of
the date of the report, they won't be included on the report. In addition, this report takes into account the
volunteer field "Needs Timesheet". If the volunteer is marked as not needing a timesheet, then that
volunteer's name will not be printed.
6.11
What format is the data stored in?
The format of the data is dBase, version 7.
The data files all have the extension .dbf with a few having an additional file with the extension .dbt. The
indexes (which can be remade) have the extension .mdx.
6.12
How do I copy a report into my word processor?
Export it as a RTF file which is a universal word processing format.
6.13
I can't see the bottom edge of the Volunteer screen.
Ideally, your screen resolution should be set at 800 x 600 or higher when running the Reporter. On 14"
and 15" monitors this may be impossible and you may have to run at 640 x 480 resolution. Screen
resolution is set using the Display Properties from the Control Panel of Windows.
The Reporter will run at 640 x 480, but you may have to make some compromises. Following are some
setting you may want to change:
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From Preferences, do not save window positions and turn the toolbar off.
From the Control Panel | Display, set the font size to small.
By right clicking on the taskbar, set the taskbar properties to "Auto Hide".
6.14
On my networked computer, I'm not seeing the correct data.
Since the data is located in a shared location on the network, each workstation needs to be pointed to
the data so that the Reporter can find the data correctly.
If you're not seeing the correct data, your workstation is pointing to the wrong place and needs to be
changed. It is probably pointing to your C: drive when it needs to be pointing to the server drive that has
the real data.
To do this, click on File | Select Data Set. Edit your data set which is probably named "Default" and
enter the location of the data on the network. Use the folder button at the right to open a map of your
entire network and point to the data folder.
6.15
I use Quattro, not Excel. Can I create spreadsheets?
Currently the Reporter only creates Excel spreadsheets.
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What's New
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New in Version 4.2
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Email/Web
The Reporter now has email fields for volunteers, stations, and jobs. Stations also have web site address
fields. You can click on an email button on the toolbar and automatically start an email message to
anyone on file.
Telephone Numbers
Each volunteer, station, and job has a new, additional phone number. You can identify it as any type of
phone such as "Cell", "Mobile", or "Pager". It can be a different type of phone for each person. Now you'll
be able to keep track of all those various phone numbers.
Hours
You can now change the work date while adding hours. This avoids having to exit from the "Add Hours"
screen in order to back date some old hours. When entering work dates, you have a pop-up calendar
that you can use to point to the correct date. You can also add hours by station as well as by volunteer
and by job. When adding hours one at a time, you can now pick off a list which is much more efficient
than the previous drop down list.
Do-It-Yourself Timesheets
This new module enables you to design your own timesheets and re-use them month after month. You
decide what columns to include and what header and footer to print on every page. Headers and footers
are free-form so that you can include return addresses, signatures, or waivers as required. You can
design them with one volunteer, station, or job per page in order to fit your unique needs.
This presents a lot of flexibility to allow you to collect hourly and reimbursement information as required
by your individual project. Do-It-Yourself Timesheets are shared automatically across your network so
that once you have designed a good layout, anyone can print the timesheets when needed.
Filters
You can now include the placement date into filters. This enables you to print reports showing just
volunteers who started at new placements during a period of time.
You can also include the limitations:
Active volunteers from __________ through ___________
Inactive volunteers from __________ through ___________
New Reports
Stations Profile
This report is a chart of information about stations including addresses, MoU dates, number of
volunteers, and BHNs. It fulfills a requirement on the grant application that RSVP's must complete for the
Corporation for National and Community Service.
Reimbursements
This lists just those volunteers who need reimbursement during a period of time. It includes their
addresses as well as the amount of reimbursement.
Reimbursements Merge File
This merge file includes the same information as on the Reimbursements report, but in a commadelimited text file suitable for merging with accounting programs. In addition to names, addresses and
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reimbursements, it includes all information about volunteers that could possibly be useful when printing
checks include SS numbers and user-defined text, date, and number fields.
Volunteer Groups
Similar in format to the Volunteer Skills report, this lists all the volunteers belonging to each group.
New Spreadsheets
Reimbursements
This new spreadsheet includes the identical information as the Reimbursements Merge File, but in an
Excel spreadsheet format.
Reports
Reports are now automatically viewed full screen which enables you to see as much as possible of every
page. You can override this behavior in Preferences if you want.
Total Enrollment, Hours, and Reimbursement
This report now always reports the correct number of active volunteers.
Volunteer Addresses, Phones, Birthdates, and Ages
You can now print this report in order by birthdate month and age.
Spreadsheets
The spreadsheets Volunteers, Stations, & Jobs and Stations, Jobs, & Volunteers now include the
placement starting date. All the spreadsheets that have included names and addresses now include the
new email, phone, and web fields.
Date Limits
A new tab on the Preferences screen includes options that enable you to avoid data entry mistakes by
preventing the entry of dates that are too far in the past or too far in the future. You can set limitations on
any or all date fields by simply checking the options and filling in the limiting length of time. For
example, you can choose to allow hours to be entered up to three months ago or only one month ago.
You can also choose to not check dates at all or to check them only when adding new records, but not
when editing existing records. Each date field in the Reporter is included so that you can choose to
check or not to check each individual date field.
Preferences
You can now turn tooltips off if you don't like them. Tooltips are the little descriptions that pop-up when
you hover your mouse pointer over a toolbutton for a couple of seconds. You can choose to view reports
at full screen size or not. You can set a default folder for merge files and report files. The default folder is
now C:\My Documents unless you change it.
Data Utilities
This new program is automatically installed in the "RSVP Reporter 4" folder and combines together
some separate utilities. Using it you can now set the location of your data folder without manually editing
your Rsvp.ini file as well as backup and restore your data without starting the Reporter.
Sample Data
The installation program now installs a separate icon which accesses some sample data that we supply.
This enables you to use sample data for learning and training while keeping your real data separate and
protected.
Data Protection
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The Reporter now prevents reindexing if someone else is using Reporter and also prevents backing up or
restoring data if someone else is using Reporter. This ensures that your backups are complete and your
data is always clean and protected.
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7.2
Volunteer Reporter
New in Version 5.0
New Name
The RSVP Reporter and Volunteer Reporter Professional have been combined together into one program
called the Volunteer Reporter. It contains all the features of both previous Reporters which means that
everyone can schedule volunteers, track impact jobs, assign Basic Human Need codes to jobs and can
have several jobs for a single work station.
You can turn major sections on or off so that the Reporter is as easy to use as possible. You'll find a
"Customization" section under "Preferences" where you can turn on or off entire parts of the program.
For example, if you don’t want to schedule your volunteers, you can turn that section of the program
completely off so that you never even see it.
Faster
The Reporter is much speedier. It now starts 200% faster that before.
Group Volunteering
A “volunteer” can now consist of a group of people all under one record. For example, you can have a
single volunteer called “Boy Scout Troop 35" and keep track of the number of hours the entire troop
serves. To accomplish this, you can indicate with a checkmark that a volunteer is a group and then give
it a group name.
Separate Active/Inactive Lists
You can choose to look at only the active or inactive records. At the top of the volunteer list are three
buttons: All, Active, and Inactive. Click on one of them to see just the active or inactive volunteers. This
makes it much easier to manage your volunteers because all of the terminated volunteers are on a
separate list. As soon as you terminate or un-terminate a volunteer, they move to the other list
automatically.
Don't be confused about the terms "Active" and "Inactive". As we are using them here, an “active”
volunteer is anyone without a termination date, no matter how much time the person has served.
Read-Only Password
The Reporter now has an addition read-only password so you can have some people just look at your
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data without changing any of it.
Redesigned Hours Screen
The hours screen is completely reworked to make it easier and more efficient. You can add hours
quickly, change the workdate immediately, and add missing placements without leaving the hours
screen. You can choose to list a volunteer's placements either by job or by station and you can jump
between different views of your data very easily.
If you don't reimburse for some items (as indicated on the Preferences screen) those items are
completely left off the Hours screen to avoid confusion.
An additional checkmark indicates whether the volunteer drove a car or not. This information is used on
the new Car Drivers report. Another new field is the entered date which shows when the hours were
actually entered into the Reporter and is kept up to date automatically. The new Hours Data Entry List
uses this date to produce a cross check for your data entry.
Electronic Manual
We now supply the manual in an electronic form instead of a printed copy. It comes as a PDF file which
stands for Portable Document Format and is easy to read on-screen and easy to print. On the screen,
you can jump from section to section and then zoom in on any page to enlarge the type. If you still want
a printed copy to refer to, you can print out just the pages you need without wasting a lot of paper.
The new manual is installed along with the Reporter. To read it click on Start | Programs | Volunteer
Reporter 5 | Volunteer Reporter Manual.
Almost all computers already have the necessary software to use PDF files, but if yours doesn’t yet, you
can download the Acrobat Reader free from www.adobe.com. Just follow the links that say “Get
Acrobat Reader”.
Two Impact Counters
You can now track two additional impact counts for every job instead of just one. For example, it might
be important to keep track of the number of teenagers that were counseled as well as the number of
counseling sessions provided by your volunteers serving at a impact job.
Better Color Highlighting
The list of names is now highlighted in color so that you can more easily navigate through your data. No
more of not knowing where your cursor is when you press the up or down keys.
New Ethnic and Racial Codes
The federal government has standardized on how to report on ethnic and racial codes by splitting it into
two codes, Ethnicity and Racial Groups. Ethnicities are only Hispanic or Not Hispanic while racial
groups are the more common codes of White, Black, Asian, etc. It is designed so that a person could
be both Hispanic and White or Hispanic and Black, for example. The Reporter now follows this federal
standard.
Your existing ethnic codes are transferred to these new codes automatically when you upgrade.
Because these codes replace your previous ethnic code, you now have one additional user-defined code
for volunteers which used to hold the ethnic information.
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New BHN and Station Type Codes
To match the requirements from the Corporation for National and Community Service for RSVP’s, the
Reporter now includes the most up to date Basic Human Need codes as well as Station Type. All of
your existing codes for these items are automatically upgraded to the new codes. Both codes are
lengthened to allow for the longer codes and the codes themselves are separated from the descriptions
to make it super easy to upgrade them yourself the next time the Corporation changes them.
Transferring the station type frees up an additional user-defined code for each station.
Restarting Volunteers
You can now start and stop a volunteer multiple times. Instead of just one starting date and one
termination date, you can start and stop a volunteer as often as needed. No matter how many times a
volunteer starts and stops, the Reporter correctly calculates the years and months of service which is
shown right on the volunteer screen as well as on the Years of Service report.
Lifetime Hours
You can now keep track of hours served by each volunteer over a lifetime. This new field is on the
volunteer screen and is kept up to date automatically every time you add new hours.
When you upgrade your data the first time, the Reporter populates the lifetime hours for every volunteer
with a total of all the hours on file. Since you may only have a few years of data in the Reporter right
now, you can edit the lifetime hours for any volunteer to make it accurate with hours from previous years
that aren’t in the Reporter. These lifetime hours are now included on the Years of Service report.
Driver's License Expiration
This is a new field for volunteers so you can remind your volunteers when their driver's license needs to
be renewed.
Health Care Facilities
Stations now have a checkmark indicating whether the station is a health care facility or not. This
information is used on the stations profile.
New Filter Options
You can now filter by the number of hours a volunteer has served over a period of time, Driver's License
Expiration, Lifetime Hours, the new Ethnicity and Racial Groups, and whether a Station is a Health
Facility or not.
Placements Improvements
Click on the column headings for Volunteer or Job in order to sort the list and when adding placements,
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you can view either jobs/stations or stations/jobs.
Schedule Improvements
On the Details tab, click on the column headings for Volunteer or Job in order to sort the list.
Timesheet Improvements
You can choose to not print columns for impact counts on timesheets.
On Timesheets by Job the columns for impact counts are printed as the actual item being counted
instead of just "Count". They are also automatically left off if not used for that particular job.
Better underlining makes for more readable timesheets.
Report Improvements
You can now print the Stations Profile report for a period of time. It is up to date with all the requirements
of the Corporation for National and Community Service including phone, email, and health care facilities.
It also totals the number of active volunteers for the period.
The Years of Service report now includes lifetime hours.
On the Volunteer Description report skills and groups are always listed in alphabetical order.
On the Hours Served by Detail reports you now have the option to print subtotals.
The two reports, Station Hours by Volunteer and Job Hours (which is only available when stations are
turned off), both now total the number of volunteers at the station or job.
You can now print the Job Description report in order by station as well as by job.
All of the Volunteer Address and Phone reports can include comments now.
On the Volunteers and Jobs report the total count of volunteers is included.
Car Drivers is a new report that lists people who drove during a period of time. It uses the new
checkmark on the Hours screen called "drove car". You can use this for insurance purposes.
Hours Data Entry List is a new report showing the hours entered today. It is based upon what date the
hours were entered into the Reporter, not the date the hours were served. Use this report as a cross
check on your data entry. For example, after adding a batch of hours for the day, compare the printed
data entry forms with this report to catch any data entry mistakes.
Spreadsheet Improvements
On the Reimbursement spreadsheet there are now columns for the breakdown of reimbursement, not
just the total. There are now columns for mileage, meals, bus, etc.
On all Hours spreadsheets you now have the option to include details about either the volunteer, station,
or job.
All Hours spreadsheets now include the value wage.
There is a new spreadsheet called Volunteer Skills that shows all skills for each volunteer.
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Volunteer Reporter
New in Version 5.1
New BHN Codes
The Reporter includes a conversion utility to upgrade your BHN codes to match the current, official list
from the Corporation for National and Community Service. They recently added 29 new BHN codes and
changed the numbering of 79 others, leaving only one code unchanged. This only applies if you are an
RSVP, FGP, or SCP project, otherwise it is probably not important.
To upgrade your BHN codes, start the "Volunteer Reporter Data Utilities", a separate application
installed with the Reporter. Click on Start | Programs | Volunteer Reporter 5 | Volunteer Reporter
Data Utilities.
Word Timesheets
The Reporter has always offered up many different styles of timesheets for your choosing including Do-ItYourself Timesheets, but now we've added the ultimate in creative timesheet design -- integration with
Microsoft Word to produce any timesheet you require. By combining the flexibility of Word to layout your
timesheet and the automation of the Reporter to merge in your data, you can produce any possible
timesheet for your volunteers, stations, or jobs.
We've already done a lot of the work for you by supplying over a dozen sample timesheets from which to
build. Start with one of the samples, make a few changes, and you'll end up with a great timesheet you
can use every month.
We use several obscure features in Word to produce timesheets, so even if you are a Word expert, you'll
want to read about how to create Word Timesheets under Job Reports.
Accurate "Last Page" When Previewing Reports
Now, when previewing any report, the "last page" button takes you to the exact last page of the report
every time. The Reporter used to estimate the last page in order to jump ahead more quickly, but was
often inaccurate. Now the Reporter takes a little longer, but always jumps ahead to the exact last page.
If you liked it better before, you can use the new "Settings" button to do it the old way.
Bad Filter = Canceled Report
When you get that dreaded message, "Sorry, but this filter yields no records", the report now cancels
immediately instead of showing all the records. You still need to adjust your filter, but at least you don't
have to wait for the report to finish. Now if we could just make the Reporter read our minds and create
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the filter for us...
Letters and Envelopes
Through integration with Microsoft Word, you can now create form letters to use at various times. For
example, you can create a letter for new volunteers, one as a reminder for a monthly board meeting, and
another for volunteers needing a renewal. Then from within the Reporter print the letter addressed to an
individual without leaving the Reporter. You can print the letters one at a time or for a filtered group of
volunteers.
Creating a form letter is not difficult. We supply several samples for you to start with when creating new
ones. After you create the letter in Word, the Reporter automatically merges in the volunteer's name,
address, and any other information you specify and then prints it. It's quick and simple. Once you create
a good form letter you can reuse it whenever needed and you can share it automatically with everyone
else in your office.
Have you ever wanted to quickly print an envelope for a single volunteer? Now you can with one click of
your mouse. It's just like printing a letter, but easier. We've already supplied the form needed for a
standard business size envelope so you're all set to go.
Monthly Hours Reports
These handy new reports show the hours served for every month over any twelve month period of time.
You can use this to discern service patterns for your volunteers, stations, or jobs over an entire year.
Better Color Usage
All screens and components of the Reporter now display correctly when the computer is using the color
scheme "High Contrast Black", which can be useful for some people with low vision.
Group Email Messages
Since version 4.2, you've been able to send email messages to individuals, but now you can also easily
send the same email to a group of people at once. You can apply any filter to a group of volunteers,
stations, or jobs and then automatically open your email program and paste all of those selected email
addresses in either the TO: or BCC: fields.
Scrolling Comments
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You can now scroll through long comments without having to edit the volunteer, station, or job record
first.
Placements Improvements
You can now add new placements from the volunteer screen. On the "Placements and Hours" tab, you
can click on the New Place button to add placements for this volunteer.
When adding new placements, whether from the placements, hours, or volunteer screens, the Reporter
maintains alignment on the same volunteer record so you don't have to go searching a second time for
the same volunteer.
Job Description List for Web
This is a new "report" that doesn't ever get printed on paper. It is designed as a quick and easy way for
you to post job opportunities on your web site. It is a short, concise list of jobs in a table format that you
can easily copy to your web site at regular intervals. For example, you can prepare this report and
update your web site with it every week. It's so simple you can do it in five minutes, tops.
You choose which columns to include, select several size and dimension settings, and create a file on
your hard disk in the format of the web (HTML). Copying this file to your web site is a simple process
called FTP. Your web designer can show you how to do it, but it's basically as easy as copying a file
from one computer to another on your network.
Hours Improvements
The date limits you set in Preferences prevents hours from being added too far in the future or the past.
When you edit a volunteer's name, the new name immediately appears in the Hours screen without
having to reindex the files.
DYMO LabelWriter Support
If you own a DYMO LabelWriter, the Reporter enables you to print mailing labels on it. DYMO (www.
dymo.com) makes several models of LabelWriters which are specialty printers that print just labels that
come on rolls. They are handy for printing labels one at a time or for larger groups of labels. The Reporter
now supports this popular label printer and will automatically detect if one is attached to your computer.
Report Improvements
You can create a HTML file directly on a floppy drive without having to first save it to the hard drive.
The report Volunteer Addresses, Phones, Birthdays, and Ages can print the volunteer's name either with
or without the salutation.
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The Volunteer Description report can now be printed for a group of volunteers from the Reports menu as
well as for a single volunteer from the Volunteers screen. Also, sometimes strange characters were
printed in the comment fields on this report as well as on the Job Description report, but no more.
On the Stations Profile report there were some extra zeros printed in the volunteer column that meant
nothing, but were confusing. They're not there any more.
The Inactive Volunteers report has been changed to correctly categorize a volunteer who has no active
placements as of the end of the time period, but who served hours during the time period.
All reports have been optimized and many will now run faster.
Duplicate BHN Codes Removed
When upgrading from a previous version of the Reporter sometimes all the BHNs would be duplicated
with 999 codes. Now that doesn't happen and the duplicates are removed automatically.
Windows XP Improvements
The Reporter already ran perfectly under Windows XP, but now it always finds the "My Documents"
folder used for HTML and merge files no matter which user is logged in.
Reimbursement Limits
You've always been able to indicate monthly limits for reimbursement amounts on the Preferences
screen, but until now you could not indicate that all requested reimbursements should be counted as inkind. You have had to include at least one penny as a monthly limit, but now by checking that you have
a monthly limit, but the monthly limit is zero, all requested reimbursements will be counted as in-kind
contributions.
Closer Reference Manual
You can now open the reference manual right from within the Reporter. Just click on Help | Reference
Manual to open the electronic manual.
Miscellaneous Improvements
The term "Handicapped" is now "Person with Disability".
It used to be that if you reassigned a job to a different station, the change didn't show up on the
placements screen until you reindexed the files. Now it does.
The spell checker worked intermittently on some computers. Hopefully, we have this licked.
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7.4
Volunteer Reporter
New in Version 5.2
Extra Space for Long Names
We’ve given you more space to enter long volunteer names, station names, job names, as well as street
addresses and cities. This means less creative abbreviating for you.
Two Addresses for each Volunteer
Each volunteer now has two mailing addresses available and you can choose which one to use for
mailings. This makes it very easy to keep track of your mobile volunteers. You’ll find a new tab called
“Addresses” on the Volunteer screen where you can enter a second address for each volunteer and
switch which address is to be used for mailings.
For example, when a volunteer leaves for the winter, you can switch them to their “winter” address so
that they will continue to receive mailings from you while they are gone.
Additional Contacts
You can now keep track of three additional contacts for each volunteer such as emergency contacts,
parents, beneficiaries, or physicians. You can choose to keep track of different types of contacts for
each volunteer. For each of these contacts, you can enter their address and two phone numbers. You’ll
find these additional contacts on the new “Addresses” tab. Print a volunteer's addresses and emergency
contacts with the Volunteer Description report.
Years of Service Report
You can now print this report as of any date, not just today.
Letters and Envelopes Improvements
You can now print letters and envelopes for stations and jobs as well as for volunteers. You can also
print a letter for a single, terminated volunteer if you need to. In addition, letters and envelopes now work
with fields that include quotation marks such as Robert “Billy” Anderson and you can print two or more
different letters for a single volunteer.
Performance Measurement
Impact jobs now include both intermediate and end outcomes as specified by the Corporation for
Community and National Service for performance measurement.
Service Categories
Basic Human Needs (BHN) have been renamed to Service Categories. The codes are the same as there
have been no changes made by the Corporation for Community and National Service in the past year.
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Pop-Up Calendars
Every date field in the Reporter now includes a pop-up calendar. When you click on any date field, a
calendar button appears next to the field. Click on that button to pop-up a calendar to use to enter the
date.
The pop-up calendar only appears when you click or tab into a date field and disappears as soon as you
leave the field. As a shortcut, you can also double click on the date field or press the letter “C” (for
calendar) to open the calendar.
A volunteer’s birth date is the only exception that doesn’t have a pop-up calendar. It is not practical to
enter birth dates by using a pop-up calendar because birth dates are so many years in the past.
Phone Number Extensions
All telephone numbers can now have extensions. Each phone field has been lengthened to enable you to
enter an extension after the number.
International Settings
For our international neighbors, the Reporter can now be customized for any country’s address,
telephone, date, and currency formats. For example, the Reporter can now handle dates in the DMY or
YMD formats instead of just MDY. In addition, you can change the “Social Security Number” to match
any country’s universal insurance or identity number. On the Preferences screen is a new “Country” tab
where you can set all of these options.
Data Sets
The Reporter now enables you to have multiple, separate sets of volunteers. You’ve always been able to
categorize people into separate groups like “volunteers” or “advisory board”, but now you can maintain
totally separate sets of data. You can have an unlimited number of data sets each with its own
volunteers, stations, jobs, and hours.
For example, you can keep a data set called “RSVP” and a separate data set called “FGP”. Or you can
track data sets called “Franklin County”, “Teenage Volunteers”, or “Mandated Volunteers”. Each data set
is completely separate and you cannot transfer people from one to another. If you have the same person
entered into two data sets and you need to change their telephone number, you’ll have to change it in
two data sets. Therefore, these data sets are not designed to replace the existing “grouping” feature built
into the Reporter, but as an additional method to track unique sets of data.
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Switching between data sets is very easy. On the File menu is a new option called “Select Data Set”.
From here you can switch between data sets as well as create new data sets. Your existing data has
been put into a data set named “Default” and if you have sample data installed on your computer it has
been put into a “Sample Data” data set. You can switch to the sample data in order to train new users of
the Reporter.
You can change the name of your main data set from “Default” to something more meaningful. When
any data set other than the “Default” data set is selected, its name is included on the top title bar such
as “Volunteer Reporter – Madison County”.
Each data set is installed into a separate folder on either your computer or another computer on the
network. To create a new, empty data set, simply add a new set, name it, and enter a folder location.
The Reporter will create the folder and fill it with empty data if it doesn’t exist. For example, you could
create a new data set named “Teenagers” into a new folder called C:\Reporter\Teenagers.
When you backup your data by clicking on File | Backup, you are backing up just the current data set
and when you restore data, you are restoring to the current data set as well. Because of this, you can
transfer all data from one data set to another by backing up one, switching to the other data set, and
restoring. Make sure to keep your backup disks clearly labeled so that you know which data set is on
the diskette because the actual backup file from any data set is always named “VrData.zip”.
There is no way to combine data sets together into one. For example, if you keep data from two
separate counties in two data sets and you want to know how many hours were served in both counties
combined, you have to run reports from each data set separately and manually add them together.
There is also no way to transfer a single volunteer from one data set to another. If a person is moving
from your “Under 55” data set to your “Over 55” data set, you have to terminate the person in one and
manually add them into the other.
New Speller Module
The speller module didn’t work on some computers. We’ve now switched to a new speller technology
that works well for everyone.
Miscellaneous Improvements
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If you create a backup on an Iomega Zip Drive or other removable media other than a floppy disk, it no
longer erases the disk before creating the backup. On floppy diskettes, the Reporter still erases the
entire floppy before creating the backup.
Volunteer numbers of less than six digits now advance correctly. For example, a volunteer number of
2000 will now correctly advance to 2001.
On the Do-It-Yourself Timesheet, if the first 20 characters of two separate stations were the same, the
timesheet didn’t print correctly. Now it does.
On the Monthly Hours by Volunteer Report, if you chose to “include volunteers with zero hours”, the
Reporter incorrectly excluded some volunteers with zero hours.
The Reporter now prevents two filters from sharing the identical name which caused inaccurate results
because you would think you were using one filter while the Reporter would sometimes use the other
one. Please check your existing filters and change the names of any duplicates.
In Word Timesheets if a volunteer, station, or job had no valid placements you got an error from Word.
Now you don’t.
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7.5
Volunteer Reporter
New in Version 5.3
In version 5.3 of the Volunteer Reporter, we spent most of our time improving and expanding reports, as
they are the primary method of retrieving and compiling vital information. We upgraded the creation,
viewing, and presentation of reports. We also developed numerous new reports and modified existing
reports. Below is an overview of the upgraded reporting features as well as other valuable additions to the
Volunteer Reporter all designed to make it more powerful and user-friendly.
MORE HELP
For more details on these new features, click on Help and then either Help Topics or Reference Manual.
Both the on-line help (Help Topics) and electronic reference manual (Reference Manual) are identical. In
either one, refer to Reference | Reports in order to learn more about the new reporting features and how
best to use them.
UPDATING THE REPORTER
One of the most exciting new features is “live update”. You may be familiar with this feature through your
anti-virus software. With a single click from within the Reporter, you can automatically check on the
Internet for new changes, fixes, or upgrades to the Reporter. It's free and easy.
Click on Help | Live Update and the Reporter will check for updates. If found, the update will be
automatically downloaded, installed, and distributed to every other computer on your network. This
exciting new feature enables us to easily pass on changes and improvements mid-year between our
annual updates. It also allows us to fix any problems found in the Reporter.
EXPORTING / EMAILING REPORTS
You are no longer limited to just printing reports. They can now be exported in numerous file formats
including:
PDF (Adobe Acrobat Reader)
Word (RTF)
Excel
HTML
Bitmaps
This option will allow you to share reports with others. In addition, you can now email reports. These two
upgrades work hand-in-hand as you can now export a report as a specific file type and email it to others.
QUICKER PREVIEWS AND IMPROVED SCROLLING
Improvements have been made to the preview screen of reports. When you choose to preview the report,
a preview screen will appear with thumbnails of the report in the left column. These thumbnails represent
each page of the report which allows you to easily choose the specific page you would like to view.
The reports themselves are also easier to read as lines have been added to separate rows and columns.
By using your mouse's wheel, you can also easily scroll to the top or bottom of these reports for easier
viewing.
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CUSTOMIZING REPORTS
By clicking on the new Layout button available on every report, you can now add an optional header and
footer, allowing you to customize reports with the name of your organization, for example.
You can also change the page layout with options to:
Include the date and/or time printed.
Either center the headings or left align them.
Print the page number at either the top or bottom.
These layout changes will affect all reports so that every report from your office has the same layout.
NEW REPORTS
Mileage by Volunteer.
Volunteer Email List.
Volunteer Phone and Email List.
Station Phone and Email List.
Station Email and Web List.
Job Email List (only if you have stations turned off).
Job Phone and Email List (only if you have stations turned off).
Station Address, Phone, and Email List.
Totally Inactive Volunteers.
Partially Inactive Volunteers.
Volunteers without Placements.
MODIFIED REPORTS
We made numerous improvements to existing reports. The following list outlines these newest features:
Either a volunteer's first or last name can now be listed first on most volunteer reports. You can also
choose whether or not to include the salutation.
An additional phone number column was added for cell phones, pagers, etc.
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The Volunteer Groups report now includes email addresses.
As you know, there are several different types of inactive volunteers. Therefore, we split the confusing
Inactive Volunteers report into three separate reports: Totally Inactive, Partially Inactive, and
Volunteers Without Placements.
A comments box was added to many station reports.
The Years of Service report can now be sorted alphabetically by volunteer.
You can now specify which fields to include in Volunteer Description, Job Description and Station
reports. This offers flexibility in how these reports are displayed. You can produce a one page listing
for each volunteer showing just the exact fields you want to include. It's a very powerful addition.
The Job Description report provides space to include the impact elements.
As with Volunteer and Job reports, you can now print the Station Description report for all stations as
well as just for one station.
The Total Enrollment, Hours, and Reimbursement report has been split into two separate reports:
Total Enrollment and Hours and Total Reimbursement and In-k ind Contributions.
The new Total Enrollment and Hours report has been extensively modified to give you the most
important numbers about your project all on one report.
The Project Profile report has been split into three reports: Volunteer Statistics, Station Statistics, and
Job Statistics.
The Data Entry List has been split into three reports: by Volunteer, by Station, and by Job.
The list of Service Categories and Station Types can be printed in order by code as well as in
alphabetical order.
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The Do-It-Yourself Timesheets no longer contains extra space between columns, allowing you to
widen each column.
Both the Reimbursements spreadsheet and the Reimbursements merge file now include the number of
miles driven by each volunteer.
USABILITY IMPROVEMENTS
If your display is set at 800 x 600 or higher, you can now widen the Reporter's screens as wide as your
screen will allow for complete viewing of longer names.
Entering hours has never been easier. The numbers you enter will be automatically formatted for the
space, allowing you to enter hours without having to use the backspace or delete keys.
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7.6
Volunteer Reporter
New in Version 5.4
Web Assistant
The Web Assistant is a new subscription service that enables your volunteers to enter their hours from
home and also enables interested people to apply to be volunteers online.
Update Look and Feel
If you use Windows XP, you'll notice the Reporter is now more attractive with brighter colors, rounded
corners, and better highlighting.
Mailing Labels for Birthday Cards
We made it easier to produce mailing labels for birthday cards, since this is so common. You don't have
to use a filter any more if all you want is mailing labels for people with birthdays in a certain month. You
can also choose to print the birthday month and day right on the label to make it easier to mail them at
appropriate times.
Find a Volunteer
Finding a volunteer is now a completely searchable grid. Now, when you click on the Find button of the
volunteer screen...
...you are presented with a full screen grid of all of your volunteers. Click on any column heading like
"1st Name" in order to sort the volunteers by that column. This makes it very easy for you to find a
person by any of their information including phone number, email address, and social security number.
Statistical Reports
We changed all the "statistics" reports to have the option to "include records with 0 hours". These five
reports, Volunteer Statistics, Station Statistics, Job Statistics, Station Type Statistics, and Service
Category Statistics, all now have an additional check mark you can use to include records with zero
hours. Normally, we want to see statistics for just active volunteers who served hours during the time
period, but this new option can be useful if you don't keep track of hours with the Reporter or have a lot
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of volunteers without current hours.
Filters
We made the creation of filters more intuitive and easier to understand. All of the limitations for
volunteers are located on a single tab and setting or clearing any single limitation is more
straightforward.
More Volunteer Date Fields
We added four more user-defined date fields for volunteers for a total of six. You can use these for any
purpose like keeping track of various expiration or due dates. Just as with all user-defined fields, you can
rename any of these, too.
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Station Mailing Labels
Just like with volunteers, you can now easily choose to not include some stations when printing mailing
labels. On the Stations screen, you can mark any station as needing a mailing label or not.
Then when printing labels for stations, normally only those with a check mark will be printed.
Performance Adjustments
On the Preferences screen, we included a new Performance tab where you can adjust settings that can
speed up the Reporter.
Station Roster Spreadsheet
To match new requirements from the Corporation for National and Community Service, the Reporter now
automatically generates a correctly formatted file name for your station roster spreadsheet which is
based upon the name of your project, the type of project, and your state. The Reporter saves this
spreadsheet in your "My Documents" folder.
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The Station Roster spreadsheet no longer wraps after line 96. This corrects an error with the original
spreadsheet supplied by the Corporation for National and Community Service.
On the Station Roster spreadsheet, if you neglect to enter your project name when asked, the Reporter
no longer pops open an error message, but instead just leaves the project name blank on the resulting
spreadsheet.
Miscellaneous Improvements
The electronic manual is formatted better for printing with a table of contents and page numbers.
Data in spreadsheet cells are no longer padded with extra spaces.
If a volunteer has two placements at the same station, terminating one will not remove both from the
Hours entry screen.
For clarification, the Years of Service report now includes a notation that the lifetime hours listed are
calculated as of today, not the "as of" date. The years of service are calculated as of the date you
choose, but the lifetime hours are not recalculated, but taken straight from the Volunteer screen. This is
not a change, just a clarification.
In Reimbursements Merge files the Car Miles and Reimbursement columns are now correctly delimited
by a pair of quotation marks.
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7.7
Volunteer Reporter
New in Version 5.5
Passwords and Security
We have replaced the simplistic, four password security scheme with a full, customizable password
system where every person using the Reporter can have their own user name, password, and
individualized access levels for every section of the Reporter. As always, you can choose to not use
passwords at all when starting the Reporter, but for those who need it, this enables custom security
access for every user.
Each user can have their own user name and password. Only you can change either their user name or
password which prevents them from choosing simple passwords that might be easy to guess. You can
add an unlimited number of users, of course.
Access levels for every section of the Reporter can be customized for each user. You can give a user
"read only" access to certain parts of the Reporter and no access at all to others sections. It is fully
customizable for every user.
When starting the Reporter, users are asked for their user name and password. Neither user names nor
passwords are case sensitive so you don't have to worry about your users getting stuck because they
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have Caps Lock on. Based upon the access you've given them, certain sections of the Reporter will be
completely turned off or available for them to only read the data without changing it.
User Defined Fields
The Reporter has always enabled you to change the names of some fields. These are called user
defined fields and are located on the Codes tab of volunteers, stations, and jobs. Now we have enhanced
these user defined fields in four ways.
1.
2.
3.
4.
There are many more user defined fields.
You can turn off unused user defined fields that you're not using.
You can rearrange the order that user defined fields are shown on the screen.
For user defined number fields, you can choose how many decimal places to show.
We have added enough user defined fields that you will never run out. For volunteers, you have fifteen
code fields, five text fields, six date fields, and four number fields. For both stations and jobs, you have
nine code fields, and three each of text, date, and number fields.
With all these additional user defined fields the screen can feel crowded, so we have given you the
option to turn off fields that you are not using. If you are only using five user defined code fields for
volunteers, you can "uncheck" the other ten so they are not shown on the screen. For the user defined
fields that you are using, you can choose the order they are listed on the screen in order to match your
paper intake forms, for example.
User defined codes are always in the left hand column while user defined text, dates, and numbers are
in the right hand column so that you can align a code field with a matching text, date, or number field.
For example, you can line up a code field for a required training class with the due date for the same
class.
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For user defined numbers you might want to only allow the entry of whole numbers sometimes so we
enable you to choose how many decimal places to use for each field.
Age Groupings
The Corporation for National and Community Service has changed the requirements for reporting
statistics based upon age groups. The requirements are different for RSVPs and FGP/SCPs so we
include options for everyone on the Volunteer Statistics report. If you are not managing one of these
types of federal programs, you can still use the normal breakdown of every five years which counts all
volunteers from the youngest to the oldest.
Placements History Report
We developed a new report under statistics to show placements that were active during a period of time.
For example, if you choose to run this report for last year, it will include placements that are terminated
today, but were active during any part of last year. It can help you get a handle on what your volunteers
are doing currently compared with what they were doing previously.
In addition, we enable you to sort this report in any of seven different ways. You can change the sort
order to focus on placements from the viewpoint of volunteers, jobs, or stations. It's like having seven
different reports and really enables you to get a handle on your placements.
Volunteer Description Report Includes Placements
The volunteer description report now includes each volunteer's current placements.
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Additional Station and Job Contact People
We added an additional contact person for both stations and jobs. This enables you to keep track of two
people for each station and job which has been a common request. We also added an optional title for
both contacts to enter the person's job title or description.
Additional MoU Date
We added a third Memorandum of Understanding Date for stations and slightly renamed the original two
in order to make it easier to track when each station's MoU next needs to be renewed. You can use any
of these dates in filters in order to find exactly the stations you're looking for.
Adding New Jobs is Easier
When adding a new job, the Reporter now enables you to copy some data directly from the station. You
can have the phone numbers, email address, and contact names duplicated from the station without
having to reenter the same information.
Faster Filters
We concentrated on improving the speed of filters. These internal changes don't change the way you
create or use filters, but will speed up reports when you use large or complicated filters.
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Additional Windows XP Support
We have continued to include more support for the look and feel of Windows XP throughout the Reporter
which include color schemes, font selections, button shapes, and screen designs. These are subtle
changes, but will carry over directly into the next version of Windows due to be released next year called
Vista.
Previewing Reports
When previewing any report on the screen you can now jump ahead to any page as well as moving
forward one page at a time as you've always been able to do. You can also zoom in the preview even
more than before, up to 3000%, where a single letter fills the entire screen.
Minor Changes
We have removed the three digit codes for Service Categories as well as the two letter codes for Station
Types. Now you refer to both Service Categories and Station Types by name which makes it much
easier to find the one you're looking for. Both of these codes were holdovers from past requirements of
the Corporation for National and Community Service.
When you terminate a volunteer, the number of positions filled for the job is now correctly reduced by
one.
When you change a station's name the change immediately is reflected throughout the Reporter.
When finding a volunteer, station, or job by typing it's name, the selected record now always shows and
is no longer sometimes just off of the bottom of the list.
All MoU dates are always shown on the Stations Profile report even if one of them is empty.
In the Web Assistant, the counted number of volunteers about to be sent is now always correct and
terminated jobs are not sent.
When running any of the Hours Served reports with zero hours included, terminated placements are not
included.
On the Addresses tab of Volunteers, the first address line for each additional contact is renamed to
"Name" instead of "Add 1".
The Stations and Jobs spreadsheet no longer includes terminated jobs.
Whether a station needs a mailing label or not is now available for filtering.
All filtering limitations are listed in the same order as they are on the screen.
All new user defined fields are available for merging into Word letters.
User defined text fields are lengthened from 15 characters to 40 characters.
User defined number fields lengthened to accept numbers up to 999,999.99.
On the Stations screen the "Dates, Info, & Codes" tab was split into two tabs, "Dates & Info" and
"Codes".
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New in Version 5.6
Web Assistant Improvements
The Web Assistant now enables station supervisors to enter hours for all of their volunteers. This new
feature is in addition to enabling volunteers to enter hours from home. Now, one supervisor can scroll
through a list of their volunteers and enter hours for each in turn. When you receive the hours, you can
see who entered the hours, either the volunteer or the supervisor before you approve them. Then you can
choose to approve just hours sent by supervisors, by volunteers, or all hours at once. You give each
supervisor that you want to enter hours their own username and password. It's very intuitive and easy to
use for both you and your station supervisors.
In the Web Assistant settings, when entering screen messages, the Reporter stops you when you reach
the limit of what will fit (254 characters).
Donations
You can now track monetary and non-monetary donations made by either volunteers or stations. Enter
the details about donations right from the Volunteer and Station screens on a new tab. We've included
over a dozen new reports and spreadsheets to help you manage and track these donations. The
Reporter now keeps track of lifetime donations and pledges for volunteers in the same way it keeps track
of lifetime hours.
Mailing Labels
Like all other reports, mailing labels now can be previewed, printed or exported as Pdf, Word, or Excel
files. They have the same look and feel as all other reports. We have also added many more label sizes
for you to choose from. Volunteer labels can now be printed with the last name first. For those of you
using a Dymo labelwriter, it's now easier to print a batch of labels on it.
Name Badge and File Folder Labels
You can now print name badges and file folder labels for your volunteers, stations, and jobs. Name
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badge labels can be used for luncheons and meetings while file folder labels fit perfectly on file cabinet
folders.
Automatic Live Updating
You can now have the Reporter automatically check for new live updates every few days. This means
that whenever we fix a mistake or make an improvement, you'll receive it automatically. By default, the
Reporter will check every 10 days for a new live update, but you can change this In Preferences
Awards and Available Times
For volunteers, you can now keep track of awards they have received and times they are available. Every
volunteer can have as many awards and available times as needed. We've set up some samples for you,
but you can create your own just as with every other type of code.
Touch-Screen Assistant
For those of you using the optional Touch-Screen Assistant, you can now administer it right from within
the Reporter without having to open another program. It works the same as always, but is easier and
more efficient for you to administer since it is inside the Reporter. You'll find it on the top menu under
Assistants where it is grouped with the Web Assistant.
Record Count
The Reporter now displays a count of the number of volunteers, stations, and jobs above the list of
names.
Volunteer PINs and Passwords
You can edit a volunteer's Touch-Screen Assistant PIN and Web Assistant password on the info tab of
the Volunteer screen. The same applies to Web Assistant passwords for station supervisors. You can
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also still edit these from the Touch-Screen Assistant and Web Assistant screens.
Faith-Based and Disaster Services Stations
You can track which stations are faith-based and which offer disaster services. These are used on the
Stations Profile report and counted on the Station Statistics report. They are also included on station
spreadsheets.
Station Roster Spreadsheet
We fixed a problem where phone numbers without an area code displayed incorrectly as negative
numbers. You can now choose to include any of the three Memorandum of Understanding dates for each
station. The spreadsheet now includes total counts for stations, unduplicated volunteers, and number of
PFI stations. We also fixed a problem where the last row was not wrapping correctly.
Minor Changes
You can now filter on actual birth dates as well as birthday months and ages. This will enable you to
prepare reports and spreadsheets for just people born in a particular decade or era.
When you click on Help | About the Volunteer Reporter, it shows you the location of your data, program,
and shared documents. This can help us debug any problems you have accessing your data.
When you terminate a volunteer, station or job, the next record in the list is now highlighted instead of
the first record.
The on-line help file has been changed to a format suitable for all versions of Windows including Vista.
When entering new reference codes you now see how much space you have left for the code with a blue
progress bar across the bottom of the field.
We included the newest age groupings for RSVPs, SCPs, and FGPs on the Volunteer Statistics report.
We removed any extra, trailing dashes in zip codes.
You can now correctly use an ampersand (&) character in user-defined fields.
When you terminate the job, the number of filled placements is now set to 0.
When you change the format of telephone numbers in Preferences, the phone numbers for emergency
contacts of volunteers are also changed.
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Volunteer Reporter
New in Version 5.7
Touch-Screen Assistant Messaging
If you use the optional Touch-Screen Assistant, you can now send messages to your volunteers
whenever they sign in or out. You can send messages to individuals, filtered groups, or everyone. You
can set messages that will be sent throughout the year whenever any type of volunteer's renewal date
comes due. Birthday messages will also be sent automatically, if you choose.
Jobs as Clients
Sometimes volunteers serve with a particular person instead of at a job. We have modified Jobs in order
to accommodate serving with individual clients. You can track a clients name, address, birthday, age,
sex and several other items specific to Foster Grandparent and Senior Companion programs.
Bigger Screens
You can drag screens longer as well as higher in order to see more information on one screen.
Double-Click Jumping
You can quickly jump from one section of the Reporter to another by double-clicking. For example, from
the Job/Client screen, double-click on the station field and you jump straight to that station's record.
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Stipends for Volunteer
You can choose to pay a stipend to some or all of your volunteers for their volunteer service. Stipends
are calculated automatically when entering hours although you can change the amount. In order for a
stipend to be calculated, the volunteer must be checked as being a stipended volunteer and the job must
be checked as being a stipend job with a default stipend amount for each job. This enables you to
restrict stipends to only some volunteers at some jobs. You can also set an overall default stipend in
Preferences.
More Powerful Filters
For every filter limitation, you can now select whether the item is blank or not blank as well as a specific
value or range of values. For example, you can create a filter of just volunteers who don't have a birth
date.
New Reports
Volunteers Without Any Placements During a Period of Time.
Three new reports for the Web Assistant. Hours and Reimbursements Waiting for Approval, by station,
job, and volunteer.
Stations by Issue Area.
Client Counts by Special Need.
More Flexible Backups
When making backups, it remembers where the last backup went and it will add the date to the filename
if you choose.
Minor Changes
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Email and web address fields are tripled in length.
Trailing dashes at the end of zipcodes are removed.
Stations can be searched on a grid like volunteers.
All Hours Served reports allow for totals over 1 million hours.
When switching between the All, Active, and Inactive lists, it stays on the same record.
If the Reporter is already running when you try to start it, it switches to the open one instead of telling
you that it's already open.
Schedules can be duplicated a year in advance.
You can filter by the date a volunteer was inactive or active.
On hours served reports you can choose to not include stipends, reimbursements, and in-kinds
columns.
On hours spreadsheets, if you don't reimburse at all, no reimbursement columns will be shown. The
same goes for impact counts and stipends.
On Hours Served, Detail spreadsheets, you now have the option of including subtotals.
Service Categories are now optional for jobs.
The Touch-Screen and Web Assistant screens can be opened along with other forms.
Typos fixed on Job Daily and Condensed Schedule and Timesheets.
Volunteer spreadsheets include Touch-Screen PINs and Web Assistant usernames and passwords.
The Touch-Screen Assistant will get live updates downloaded by the Reporter.
All reports with email and web address now correctly wrap email and web addresses instead of
truncating them.
Fixed filters for station donations. They weren't working right.
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New in Version 5.8
Volunteer Photos
You can drag photos from your computer onto the volunteer’s record, then print, rotate, crop, and export
them.
Check for Duplicates
When adding a volunteer, perform a duplicate check to prevent duplicates from being entered.
Do-It-Yourself Spreadsheets
Create an unlimited number of custom, reusable spreadsheets that include just the columns you want.
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Update the Value Wage
Update the value wage for all or most jobs at once. You can set the default value wage in Preferences.
Restart Jobs and Placements
When restarting a station you can choose to also restart jobs and placements for the station.
Include "Current Resident" on Mailing Labels
Include “or current resident” as an option when printing labels.
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Automatically Extend the MoU Renewal Data
When adding or editing the Memorandum of Understanding Last Renewal date, you have an option to set
the next renewal date to 1, 2, or 3 years in advance.
Display Filter Limitations
On the filter screen click on the new "Display Filter" button to see all selected limitations for this filter.
New Report
Hours Served, Detail by Station and Volunteer. This report does not include jobs, just all volunteers
who served time at a station during a period of time. At the same time, we renamed the report, Hours
Served, Detail by Station to be Hours Served, Detail by Station, Job, and Volunteer.
Minor Changes
You can delete schedules for just one volunteer at one job.
On the Total Enrollment report you have the option to only include those over 55.
Users with readonly access to datasets can no longer add, edit, or delete datasets, just select one.
Enable setting Web Assistant time out setting to 900 seconds.
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On Drivers License List, you now have the option to include those with blank licenses.
We included a new filter limitation on whether a driver license is blank or not.
In the error log, we now include important folder locations and also removed some useless, confusing
information in order to make it easier to get help when you have a problem.
Changed the New Volunteers report to allow it to include terminated volunteers.
Changed the Volunteers Without any Placements During the Period report to enable including
volunteers who terminated during the period. This allows this report to match the Total Enrollment
report.
A new station could sometimes show a volunteer. Also a new volunteer could show a job or some hours.
Sometimes volunteers would be shown on the Hours tab for a non-existent job.
Fixed filters to correctly filter on blank (and not blank) skills, groups, awards and available times.
The Job Activity Status report now includes jobs with 0 filled and no placements.
When adding a new data set while in a password protected data set, it was asking for your password
after reindexing.
Names like DiVito were not alphabetized correctly on the Hours by Station screen.
The Totally Inactive Volunteers report was including volunteers who were terminated during that time,
but are now non-terminated.
We changed the Total Enrollment report for volunteers who re-started by now, but were inactive during
reporting period. They were counted as active.
On both the Hours Served by Service Category and Service Category Group reports we added a
line for "unspecified" or jobs with blank service categories.
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New in Version 5.9
Hours Grid
You can now enter hours into a large grid instead of the traditional lists. Both methods are efficient.
Choose one or the other in Preferences.
Hours and Minutes
In the new hours grid, you can enter hours and minutes instead of the traditional hours and tenths of
hours.
Upgrade Wizard
The new upgrade wizard guides you through the process of upgrading your data to a new version.
Touch-Screen Assistant History
The Reporter now keeps a historical record of every time a volunteers signs in or out on the TouchScreen Assistant.
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Dymo Label Printers
The Reporter has always been able to print labels on Dymo printers and now it continues that by
enabling you to use the newest models.
Smarter Filters
New, more powerful filters almost read your mind to give you exactly what you need on any report. The
Reporter examines a filter and adjusts the result based upon all of your choices at once, even if you
enter some conflicting limitations. It also includes some new limitations so you can request just those
stations or jobs where hours were served during any period of time as well as whether a volunteer has a
photo or not.
Speed
The Reporter has been optimized to speed up intensive operations like upgrading and indexing.
More Job/Client reports
Even more reports are available for jobs and clients that list addresses, phones, and emails.
Backup Your Data
Making backups has been improved and streamlined.
Live Updates
You now have the option to be informed whenever new, free updates are available without automatically
downloading them. This will help a few of you that have firewalls that prevent automatic live updates.
Make this choice in Preferences.
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Lifetime Hours
The Years of Service report now reports lifetime hours as of the date of the report even if the report is
being run for a long ago period.
Touch-Screen Assistant "Who's Here" Report
We have a new report to print who is currently signed in on the Touch-Screen Assistant. You print it right
from the "Who's Here" tab on the Touch-Screen Assistant screen.
Touch-Screen Assistant Time Out Interval
There is a new setting that enables lengthening the timeout interval. This can be useful if your volunteers
have trouble selecting a job before the default 30 seconds is up.
New Job Spreadsheets
Three new job spreadsheets including the popular Do-It-Yourself spreadsheet option.
Birthday Lists
On the Volunteer Do-It-Yourself spreadsheet, you can now include three separate columns for birth date
month, day, and year. This can be handy if you want to produce a list of birthdays in a coming month
without listing the year or age of your volunteer.
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7.12
Volunteer Reporter
New in Version 6.0
Volunteer Interface
All of a volunteer's data is displayed on one tab. The efficient display means you don't have to switch
between tabs looking for the information you want to find.
Placements and Hours
You can now add and edit placements and hours right from the Volunteer screen.
Additional Volunteer Fields
We added 3 more phone fields, a specific field for keeping track of veterans, 10 new check marks, 5
more codes, 5 more text fields, 4 more date fields, 6 more number fields, and 10 more lists. You can
also have up to 9 different addresses and 9 different contacts for each volunteer.
Customize Fields
We added a lot more volunteer fields, but instead of overcrowding the volunteer screen, you can now pick
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and choose which fields you want to use. You can rename fields and rearrange them so that they are
displayed in an order that makes sense to you. Do all of this from the new Fields List screen.
Default Values
For most volunteer fields you can set a default value that will be entered automatically when adding new
volunteers. You set default values from the Field List screen.
Longer Fields
We lengthened several important fields including salutation to 10 characters and all codes and lists to 50
characters. No longer will you have to abbreviate counties, termination causes, or disabilities.
Lists with Dates
For lists like awards, you can now keep track of when they received the award. This can be useful for
things like trainings or vaccinations. We’ve given you 5 new lists with dates to use for any purpose.
Easier Termination and Restarting
We have made it easier to terminate and restart a volunteer or a placement. Each one can be done in
just one step instead of several because there are separate buttons for both terminating and restarting
volunteers and placements.
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Long Comments
We also made it easier to work with long comments by putting them on a separate tab, enabling you to
jump to the top or bottom, and inserting today’s date with a single click.
Fiscal Year
In Preferences you can set the start to your fiscal or budget year. The Reporter will use that month when
running reports to enable you to select that period of time. For example, if your budget year starts in
April, the Reporter will enable you to set the reporting period to Last April-March and This April-March
.
Mailing Label Improvements
When printing station and job mailing labels, you can choose to have it addressed to either the first or
second contact.
Service Categories and Station Types Wizards
If you are an RSVP, FGP, or SCP, you can use these wizards to ensure that your codes are up to date
and match the official lists from the CNCS.
Copyright 2015 Volunteer Software, Inc.
What's New
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7.13
Volunteer Reporter
New in Version 6.1
New Interface for Stations and Jobs
Following changes to volunteers, all the profile information for stations and jobs is shown on one scrolling
screen in order to make it easier and more efficient to use.
Station Volunteers
You can now see all of a station's volunteers on one screen.
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Hours Entry
You can add new hours from either the station or job screens without having to jump over to the Hours
screen.
Easier Termination and Restarting
We have made it easier to terminate and restart stations and jobs. Each one can be done in just one
step instead of several because there are separate buttons for both terminating and restarting.
Active Only Placements
You can now choose to view just active placements by just clicking a box.
You can also print a list of active only placements right from the volunteer screen via the Print button.
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More Fields for Stations and Jobs/Clients
We have included 10 new check marks, 11 more codes, 7 more text, date and number fields. Each
contact person has their own cell phone number and email address. As with volunteers, you can turn off
fields you don't use, rename them, rearrange them, and set default values for them, all from the Field
Lists screens.
Faster List Navigation
When editing a long list like skills, you can now type the first letter of the skill you want to jump to.
Selected list items are indicated with an intuitive checkbox.
Performance Measurements
For our customers associated with the Corporation for National and Community Service (CNCS), we
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have included new features to assist in collecting, tracking, and reporting on performance.
In Preferences, we have now enable you to indicate whether you are a RSVP, FGP, or SCP.
For Jobs, we have included two new fields for jobs called Objective and Service Activity. The choices
for Objective are based upon whether you have indicated that you are either a RSVP, FGP, or SCP.
After you choose an objective, your choices for Service Activity are limited to just those applicable to
your chosen objective. These codes are kept up to date by the Reporter. You can use the Copy/Paste
buttons to quickly duplicate the objective and service activity from one job to another.
Also in Jobs is a new checkbox “Works with Veterans?”.
Primary Placements
On the Station Roster Spreadsheet, the CNCS now requires that volunteers be counted only once, no
matter how many different jobs they perform. To meet this requirement, each placement can now be
marked as being “primary.” The Reporter ensures that each volunteer has only one primary placement
and makes it easy to set the primary placement from either the Placement, Volunteer, or Job screen
either by clicking on the Make Primary button or by simply double clicking on the Primary checkbox.
On the Jobs screen, click on the Make Primary button and you have the option of making all
placements at this job the primary placement at once.
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Use the new Volunteer report, Primary Placements, to quickly find volunteers who don't yet have a
primary placement assignment.
Several Statistical reports can now be run to include only primary placements. These reports include
Station Statistics, Job Statistics, Service Activity Statistics, and Focus Area Statistics.
New Reports
We have included a number of new reports. Most of them deal with the new performance measurements.
Service Activity Statistics
Focus Area Statistics (to help determine your primary focus area)
Hours Served, Summary by Service Activity
Hours Served, Summary by Objective
Volunteer Primary Placements
Station Roster Spreadsheet (new version)
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New in Version 6.2
Hours Sorting
On the hours grid, the newest are always shown at the top instead of the bottom.
Bulk Replacements
We created a new, easy to use wizard which enables you to update a single field for many (or all)
records at once. For example, for every volunteer missing an entry for County you could enter "Franklin".
The wizard guides you every step so that you can efficiently fill in gaps or errors that may have worked
into your data over the years.
Placement Counts and Details
We added two new reports, but since each report can be run multiple ways, it's really like nine new
reports. The new Placement Counts report shows the number of placements during a period of time and
how many were actively served. The new Placement Details report shows when each placement started
and ended along with the number of hours served during the period. Running in order by Job could be
very useful to see which volunteers are the most (and least) active.
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These two new reports replace the previous Inactive Volunteer reports. The new ones show more
information and are more flexible in how they can be run. At the same time, we grouped these and some
others similar reports into a new menu section of Placement Reports.
Primary Placement Report
This report now has an option to include, "Only those who served hours."
Active Only Placements
On the Placements screen, you can now choose to view just active placements by just clicking a box.
More Lists for Jobs/Clients
We have included 5 new lists to be used for Jobs/Clients. These are similar to the skills list where you
can check more than one skill for each job/client. For example, if you want to keep track of the special
needs required by individual clients, you could set up one of these new fields to track items like
bathroom, dressing, feeding, transportation. You could check as many as needed for every client. Of
course, you can leave them turned off unless you need them, rename them, rearrange them, and set the
values for them, all from the Field Lists screens.
New Service Activity Reports
We added two new statistics reports, Service Activity Counts and Service Activity Details. These reports
can be very handy to help complete grant applications. They show the number of volunteers and hours
served at each service activity splitting them out by whether it is an unduplicated volunteer at their
primary placement or not.
Job/Client Do-It-Yourself Spreadsheet
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You can now include the client's first and last names as separate fields.
Moving Hours
If you mistakenly enter hours for the wrong volunteer or job/client, you can now just move them to the
correct one. On both the volunteer and job/client hours tab, there is a new button called "Move Hours".
You can use it to move a single hours record to either a different volunteer (from the job/client screen) or
to a different job/client (from the volunteer screen).
Counting Volunteers and Hours by Number of Placements
The Volunteer Statistics report now includes a breakdown of the number of volunteers (and their hours)
who served at no placements, just one placement, and two or more placements.
Reporting Flexibility
The Profile reports for volunteers, stations, and job/clients now enables you to choose which fields to
include. This is similar to the older, retired description reports.
Job Skills Report
We included a new report called "Job/Client Skills".
Touch-Screen Assistant Bar Code Sign In
Your volunteers can now sign in by scanning their Name or ID Badge instead of with a PIN. The TouchScreen Assistant will accept input from any kind of scanner such as bar code, magnetic strip, or RFID
reader. On the Settings screen, you easily can set this up for any type of bar code or magnetic strip that
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you use.
Touch-Screen Assistant Welcome Message
You can specify a welcome message for use when signing in. If you've enabled them to scan their ID
badge, you could set a welcome message of "Scan your ID badge to sign in.".
Touch-Screen Assistant Mini Surveys
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As your volunteers sign in on the Touch-Screen Assistant, you can ask them questions and get
responses from them. You can ask a question of a single volunteer, a group, or from everyone. You
define the limited responses that they can choose from and can then view and print a list of their
responses.
Touch-Screen Assistant Easier Scrolling
When signing in on the touch-screen monitor, a volunteer with many jobs can now more easily scroll the
list and select at which one he/she is serving today.
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Touch-Screen Assistant Automatic Sign Out
For those volunteers who forget to sign out, you can now specify an automatic sign out at any time of
day. For example, you might decide to sign them out automatically at 2am and assign them 2 hours.
Touch-Screen Assistant Group Counts
Now, when a group of volunteers arrives, the group can sign in on the touch-screen monitor as a group
and specify how many of them are present today. You can see the group count in the Reporter and
when the group signs out, the group's hours are multiplied by the number in the group.
Touch-Screen Assistant Impact Job Counts
When a volunteer signs out of an impact job, they now can enter counts for the optional two impact
count fields. You can specify whether or not to enable this feature on the Touch-Screen Assistant
Settings screen.
Touch-Screen Assistant New Sign Out Color
You can set a different color for the sign out screen in order to try to help prevent mistakes.
Touch-Screen Assistant Hours and Minutes
We now show lifetime hours to the volunteer as hours and minutes instead of hours and tenths of hours.
We also show you hours and minutes on the Approve Hours tab.
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New in Version 6.3
Electronic Documents
Now you can attach documents to volunteers, stations, and jobs in order to move towards a more
paperless office. Drag documents onto the grid to add them or click the Add Document button. Double
click on a document to open it. Right click to open a popup menu. You can attach any kind of document
to a volunteer, station, or job including pdfs, images, photos, Word letters, and Excel spreadsheets.
When making a backup of your data from within the Reporter, you can choose to include these
documents in the backup, but if you do, it will make your backup file much larger.
Automatically Update Jobs
When a station's address or contact information changes you can choose to automatically update all of
the station's jobs with the same change. If the contact's phone changes, make the change for the
station and then click on the Update Jobs button to pass that change on to all of the station's jobs.
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Hours Active Only Checkbox
On the Hours grid screen and the Hours tab of the Volunteer, Job, and Station screens, a new
checkbox Active Only limits the display to only those hours served at placements that are currently
active. For example, if a placement was terminated last month, any hours served at that placement will
not be listed. They are still included on all reports, just not shown on the screen.
Placements Pop-Up Menu
On the Placements tab of the Volunteer and Job screens, a right click opens a shortcut menu to work
with the current placement.
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Hours Pop-Up Menu
On the Hours tab of the Volunteer, Job, and Station screens, a right click opens a shortcut menu to
work with hours.
New Hours Served report, Primary Placement vs. Non-Primary
This new report splits out hours into two columns: hours served at a volunteer’s primary placement and
hours served at placements that are not primary. This report meshes well with the new report in 6.2,
Service Activity Statistics. You can run that report to include just primary placements or not. This new
report shows where the differences are when running the Service Activity Statistics with and without the
primary placements checked. This example is in order by Service Activity, but it can also be run in order
by Volunteer, Station, Station and Job, and Job and Station.
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New Focus Area Objectives and Service Activities
For RSVPs, the Reporter includes one new Focus Area Objective and twenty one new Service Activities
from the Corporation for National and Community Service. For Senior Companion Programs, there is now
one new Focus Area Objective and seven new Service Activities and for Foster Grandparent Programs
there are three new Focus Area Objectives and fifteen new Service Activities.
President's Volunteer Service Award Spreadsheet
Changed the spreadsheet so that it writes "Adults" instead of "Adult". This was to meet a requirement
from the Corporation for National and Community Service for federal projects using this spreadsheet.
Primary Placements Report
This report can now be run for just primary placements. In addition, it now only includes active, nonterminated volunteers.
Job Counts
Until now, job counts could only be kept for impact jobs. Now you can collect two additional counts
when entering hours for any job, whether it is an impact job or not. The statistics report called Impact
Job Counts has been renamed to Job Counts. It includes any job with additional counts whether or not
they are impact jobs. This report is available now whether or not impact is turned on in preferences.
Hours Spreadsheets will include columns for job counts no matter whether impact jobs are turned on.
On hours grids, it doesn't matter whether impact jobs are turned on, just whether they are using job
counts as to whether the count columns are showing. Timesheets no longer care whether impact jobs
are on or off, just whether we are using count fields.
Placement Changes
The Placements screen has been reworked to closely match the capabilities on the placement tabs of
the volunteer and job screens. You can now uncheck any placement as being the primary placement. It
used to be that every volunteer had a primary placement, but now you can make it so that a volunteer
has no primary placement. When adding placements, you can mark is as primary.
Fully Compatible with Windows 10
The Volunteer Reporter will correctly work on Windows Vista, 7, 8, or 10.
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Dymo Labels
If you have a Dymo label printer and you are running the Reporter on Windows 10, you can only print to
your Dymo printer if you have the most recent version of the Dymo Label Software, version 8.5.3 or later.
You can download this software for free from the Dymo website, www.dymo.com.
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Additional Help
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Additional Help
8.1
Tutorials
213
Learn how to use the Reporter by reading tutorials on our web site at www.volsoft.com.
8.2
Free Support
Web/Email
www.volsoft.com
support@volsoft.com
We keep answers to common problems up to date on our web site. You can always ask email
questions for free.
Telephone
(800) 391-9446 or (406) 721-0113
With your original purchase you receive one year of free telephone technical support and software
upgrades. After a year, you can still receive telephone help with the purchase of a Technical Support
Plan.
Fax
(303) 265-9288
Mail
Volunteer Software
628 South Second Street West
Missoula, Montana 59801-1830
8.3
Technical Support Plan
With your original purchase you receive a year of free telephone technical support and software
upgrades. After that, you can purchase unlimited toll-free telephone help and software upgrades on a
yearly basis. This ensures you get the most out of your Reporter because you always have the newest
version and you can call whenever you need an answer.
And, of course, the call is free. Our toll free number is 800-391-9446
Unlimited toll-free telephone support.
All software upgrades are sent to you free.
At least one software upgrade guaranteed.
The Support / Upgrade Bundle is optional, but it’s the only way to receive telephone technical support or
to upgrade the Reporter. You cannot buy either support or upgrades separately because we’ve found
you’ll be most productive when you have the latest version of the Reporter and when you feel free to call
and ask questions.
You can always ask questions for free via email at support@volsoft.com. We try to respond as quickly
as possible, but if we experience a backlog, our telephone support gets first priority.
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Sorry, but we can only offer technical support for the Reporter, not general computer questions or
problems.
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License and Warranty
9
License and Warranty
9.1
License and Warranty
215
ENCLOSED IS THE VOLUNTEER REPORTER PROGRAM CD AND DOCUMENTATION FOR THE
PROGRAM. USING THIS PROGRAM INDICATES YOUR ACCEPTANCE OF THE TERMS AND
CONDITIONS BELOW AND CREATES A LEGAL AGREEMENT BETWEEN YOU AND VOLUNTEER
SOFTWARE, EVEN WITHOUT YOUR SIGNATURE.
IF YOU DO NOT AGREE WITH THESE TERMS AND CONDITIONS, RETURN ALL PRODUCT
MATERIALS, IN SALABLE CONDITION AND WITH THE PACKAGING INTACT, TO THE PLACE OF
PURCHASE WITH YOUR RECEIPT WITHIN 30 DAYS, AND YOUR MONEY WILL BE REFUNDED.
In consideration of your accepting the terms of this Agreement and payment of a license fee as part of
the price you paid for the Volunteer Reporter, Volunteer Software grants you non-exclusive license as
follows:
You may use the Volunteer Reporter program contained on the CD and the associated documentation
solely in accordance with the provisions of this license.
You may use the Volunteer Reporter on any number of computers within a single office. Any number
of people within that single office may use the Volunteer Reporter at the same time. You may use the
Volunteer Reporter to access any number of data sets within that single office.
You must purchase an additional copy of the Volunteer Reporter for use in each additional office. Each
additional office is defined by either being in a separate building or having a separate telephone
number. It does not matter if the additional office is on the same computer network, or shares the
same set of data, or is staffed by the same people, or shares the same funding source, if it is in a
separate building or has a separate telephone number, you must purchase an additional copy of the
Volunteer Reporter for it.
Other than as stated above, you may not copy, alter, translate, decompile, or reverse-assemble the
programs or documentation; nor transfer, rent, lease, sub-license, or otherwise distribute the programs
or documentation; nor remove (or cause not to be displayed) any copyright notices or startup
message contained in the program.
Volunteer Software reserves all rights, including copyrights, not expressly granted to you by this
license.
Volunteer Software warrants the Volunteer Reporter to conform substantially to the documentation,
provided that the program is used on compatible equipment as set forth in the documentation. You
acknowledge that because of the complex nature of computer programs, such programs, including the
Volunteer Reporter, may never be completely error-free. Volunteer Software warrants the physical CD
enclosed in this package to be free from defects in materials and workmanship that prevent you from
operating the program under normal use. The warranties extend for 90 days from the date of purchase.
Volunteer Software will replace defective CDs free of charge during that period. You must return the
defective items to Volunteer Software, postage prepaid, with a dated proof of purchase within those 90
days (contact Volunteer Software for shipping instructions before sending). In the event that Volunteer
Software is unable to replace the defective CDs or documentation, or correct the substantial program
errors, Volunteer Software will refund your purchase price and the license will terminate. These are
your sole remedies for any breaches of warranty.
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Other than as stated above, the Volunteer Reporter is licensed, and the documentation and the files on
the CD are provided, "AS IS," without any warranty as to performance, accuracy, or freedom from error,
or as to any results generated through use of such material, including, without limitation, any implied
warranties of fitness for a particular purpose. You assume the entire risk as to the results and
performance of this product. Volunteer Software specifically does not warrant that the program will meet
your requirements or operate without interruption or error. Volunteer Software's obligation to replace
defective media, documentation, and programs as provided above shall be your sole and exclusive
remedy for any and all claims against Volunteer Software arising out of or in connection with this
product, whether made or suffered by you or any other person and whether based in contract or tort.
Under no circumstances, whether in contract or in tort, shall Volunteer Software be liable for indirect,
consequential, special, or exemplary damages such as, but not limited to, loss of revenue, data,
anticipated profits, lost business, or other economic loss arising out of or in connection with this
Agreement or your use or inability to use the CDs, the documentation, or the programs. In any event,
any liability of Volunteer Software arising out of or in connection with this Agreement or your use or
inability to use this product, whether based in contract or tort, shall not exceed the amount you paid, if
any, for this product.
Some states do not allow the exclusion of implied warranties, so the above exclusion may not apply to
you. This warranty gives you specific legal rights and you also may have other rights, which vary from
state to state.
The license granted hereunder shall terminate upon your failure to comply with the terms and conditions
of this Agreement.
The Agreement shall be interpreted by the laws of the State of Montana, and any dispute resolution shall
have venue in Missoula County, Montana.
You may not assign this Agreement without the written consent of Volunteer Software. This Agreement
shall be binding upon the respective successors and assigns of the parties.
This Agreement sets forth the entire agreement of the parties and supersedes all prior understandings
and agreements, written or oral.
BY USING THIS PROGRAM, YOU ACKNOWLEDGE THAT YOU HAVE READ THIS AGREEMENT,
UNDERSTAND ITS CONTENTS, AND AGREE TO BE BOUND BY ITS TERMS AND CONDITIONS.
Volunteer Software, 628 S 2nd St W, Missoula, MT 59801-1830, (406)721-0113
Copyright 2015 Volunteer Software, Inc.
Index
Index
-EEmail
22
Envelopes
113
Errors
128
Excel
121
-AAccess
129
Accuracy
16
Active
20
Alphabetical
148
Approve Hours
84
Assign PINs
84
Assistant
82
-FField Lists
138
Fields
16
File Utilities
127, 128, 129, 131, 142, 145
Filtering Records
19
Filters
125
F-keys
23
Focus Areas
140
Format of Data
148
-BBack date
147
Backup
127
Restore
128
Bulk Replacements
144
-CChecks and Balances
16
Clients
46
Codes
18, 123, 138, 147
Colors
21, 84
Copy and Paste
21, 148
Corrupt Data
128
-DData Folder
149
Data Format
148
Data Sets
142
Date Fields
16, 147
Date Limits
131
Dates
147
Dates Hierarchy
16
Default Values
138
Delete Old Data
145
Deleting Records
19, 147
Do-It-Yourself Timesheets
109
Donations
66
Duplicates
148
DYMO
119
Copyright 2015 Volunteer Software, Inc.
-GGetting Started
9, 82
Groups
25, 147
-HHardware
77
Help
213
Hours
60
Hours Served Report
-IImpact Jobs
46, 107
Inactive
20
Indexes
128
In-kind
60
Install
3, 76
Network
149
Internet
96
Issue Areas
140
-JJobs/Clients
46
105, 148
217
218
Volunteer Reporter
-K-
-Q-
Keystrokes
16
Quattro
149
Quick Start
9
Quit PIN
84
-LLetters
113
License and Warranty
215
Lifetime Hours
84
Limiting Records
125
Live Update
20
-MMailing Labels
106, 107, 119, 148
Match
25, 46
Merge
109, 113
Merge File
106, 107
Mileage Reimbursement
131
Monitor Resolution
148
Multiple Copies
81
-NNetwork Installation
149
New Features
151, 154, 158, 162, 166, 170, 174,
179, 182, 185, 189, 192, 196, 201, 207
Non-Volunteers
147
Numbering Scheme
20
Numbering Style
131
-OOverview
15
-PPasswords
129
Placements
57
Pledges
66
Preferences
131
Program Description
Project Profile
105
-RRecords
16
Reference Codes
18, 123, 138, 147
Refresh
84
Reimbursement
60, 131, 148
Reindex Data
23, 128
Reports
103
Requirements
77
Resolution of Monitor
148
Restore
128
-SSample Data
14
Scanner Settings
84
Schedules
64
Screen
131, 148
Select Data Set
142
Serial Numbers
131
Service Categories
46, 140
Set the Data Folder
149
Share
8
Shared Documents
142
Shortcut Keystrokes
16
Skills Bank
25, 46
Spreadsheets
121
Starting
9, 82
Startup Options
23
Station Types
141
Stations
36
Difference from Job
147
Support
213
-T15
Technical Support Plan
213
Terminating Records
15, 19, 147
Timesheets
109, 148
Toolbar
131, 148
Copyright 2015 Volunteer Software, Inc.
Index
Tooltips
131
Touch-Screen
84
Touch-Screen Monitor
Troubleshooting
23
Tutorials
213
77
-UUpgrading
3
User-Defined
147
Usernames
129
-VVersion 4.2
151
Version 5.0
154
Version 5.1
158
Version 5.2
162
Version 5.3
166
Version 5.4
170
Version 5.5
174
Version 5.6
179
Version 5.7
182
Version 5.8
185
Version 5.9
189
Version 6.0
192
Version 6.1
196
Version 6.2
201
Version 6.3
207
Volunteer Fields
138
Volunteer Reporter
77
Volunteers
25
Non-Volunteers
147
VRData.zip
127
-WWeb Assistant
96
Welcome
1
What's New
151, 154, 158, 162, 166, 170, 174,
179, 182, 185, 189, 192, 196, 201, 207
Who's Here
84
Word Letters
113
Word Processor
148
Word Timesheets
109
Work Dates
84
Copyright 2015 Volunteer Software, Inc.
-YYear 2000
16, 131
-ZZip Code Style
131
219
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