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Volgistics Help
Assignments, Sites, and Places Overview

Initializing search
 * Basics
   Basics
    * Getting Started Guide
    * Basic Account Setup
    * Advanced Account Setup
    * Contact Support

 * Application Forms
   Application Forms
    * Application Form Overview
    * Receive Applications From Mailbox
    * Main Setup Page Settings
    * Customize Application Form Content
    * More...

 * Assignments (Sites & Places)
   Assignments (Sites & Places)
    * Assignments, Sites, and Places Overview Assignments, Sites, and Places
      Overview
      Table of contents
       * Assignments
       * Sites & Places
          * Places
          * Sites
          * Do you need Sites or Places?
          * Understand your organization first
      
       * How Assignments appear in Volgistics
       * Why Assignments Are Important
       * Related Help
       * Related Videos
   
    * Add an Assignment
    * Assignment Roles
    * Interconnection of Assignments, Volunteers, and Coordinators
    * More...

 * Awards
   Awards
    * Award Overview
    * Create an Award
    * Award Ground Rules
    * Enter Past Awards
    * More...

 * Checklist Items
   Checklist Items
    * Checklist Overview
    * Create a Checklist Item
    * Find Volunteers Due for a Checklist Item
    * Mark Checklist Items Complete
    * Filter Reports for Specific Checklist Dates
    * More...

 * Coordinators
   Coordinators
    * Coordinator Overview
    * Get Started With Coordinators
    * Coordinator Guide for VicNet
    * More...

 * Messaging
   Messaging
    * Send an Email Message Overview
    * Message Preferences Overview
    * Get Started With Text Messaging
    * Schedule Reminder Message Overview
    * Track Message History
    * More...

 * Opportunity Directory
   Opportunity Directory
    * Get Started With the Opportunity Directory
    * Customize Themes for the Opportunity Directory
    * More...

 * Payment Information
   Payment Information
    * Payment Options
    * Change Account's Service Level
    * Create an Invoice
    * Make Account Dormant
    * More...

 * Reports
   Reports
    * Create Custom Reports
    * Create Automatic Reports
    * Stock Report Overview
    * Service Details Report Overview
    * Volunteer List Report Overview
    * More...

 * Schedule
   Schedule
    * Schedule Overview
    * Schedule Settings
    * Add Schedule Openings
    * Scheduling Volunteers
    * Self-Scheduling Rules
    * More...

 * Service
   Service
    * Methods of Posting Service
    * Service Tracking Ground Rules
    * Service Measure Set Up
    * Merit Hours Set Up
    * Service Tab Overview
    * More...

 * Site Level Access
   Site Level Access
    * Site Level Access Overview
    * Enable Site Level Access
    * Assign Volunteers to Site
    * Account Recommendations for Multi-Site Organizations
    * More...

 * System Operators
   System Operators
    * System Operator Overview
    * Add a New System Operator
    * Delete a System Operator
    * Account Administrator
    * Limit Operator Rights or Access
    * More...

 * VicDocs Document Storage
   VicDocs Document Storage
    * VicDocs Overview
    * Getting Started With VicDocs
    * Document Uploads on Application Forms
    * Upload Documents in VicNet
    * More...

 * VicNet Volunteer Portal
   VicNet Volunteer Portal
    * VicNet Overview
    * Getting Started With VicNet
    * Volunteer Guide for VicNet
    * Coordinator Guide for VicNet
    * More...

 * VicTouch Time Clock
   VicTouch Time Clock
    * VicTouch Overview
    * Getting Started with VicTouch
    * Options to Launch VicTouch
    * Volunteer Guide for VicTouch
    * More...

 * Volgistics Platform
   Volgistics Platform
    * System Requirement
    * Volgistics Updates
    * Event Log Overview
    * Save Volunteer Information Locally
    * More...

 * Volunteer Records
   Volunteer Records
    * Archived Versus Non-Archived Records
    * Methods to Add New Records
    * Sets Overview
    * Volunteer Record Structure
    * Using Group Records
    * More...

Table of contents
 * Assignments
 * Sites & Places
    * Places
    * Sites
    * Do you need Sites or Places?
    * Understand your organization first

 * How Assignments appear in Volgistics
 * Why Assignments Are Important
 * Related Help
 * Related Videos

URL Hyperlink
2099 Site place assignment jobs schedule scheduling positions department
district branch position positions event events Sites Places Assignments
location department event


ASSIGNMENTS, SITES, AND PLACES OVERVIEW¶

Assignment Tracking Overview



When to Use Sites and Places



Creating Sites, Places, and Assignments



In most volunteer programs, volunteers perform a variety of tasks. And most
volunteer leaders like to keep track of what task each volunteer performs.
Tracking Assignments is important if you want to use Volgistics to produce job
rosters or schedules, run reports that show the number of hours served in each
Assignment, keep track of what task each volunteer performs for your
organization, determine where volunteers are needed, send messages to volunteers
who work in a certain area, etc.

Setting up Assignments properly is important to unlocking the power of
Volgistics. This help topic provides an overview of how the Assignments page
works, spells out the three options you have for organizing Assignments in
Volgistics, and helps you to determine how your agency organizes volunteer jobs.


ASSIGNMENTS¶

Assignment is the term Volgistics uses to describe the various tasks volunteers
perform in your organization. Some people use the terms job, work area, project,
opportunity, or position to mean the same thing.

Volgistics provides a variety of features for tracking your volunteer
Assignments, and coordinating volunteer efforts within them. For example, you
can keep job descriptions; inventories of the skills or certifications required
to serve in the Assignment; lists of qualified, interested, and assigned
volunteers; volunteer schedules; and more.

How many of these Assignment tracking capabilities you use may depend on the
needs of your organization. At the very least you should plan on entering the
name of each Assignment.


SITES & PLACES¶

In addition to tracking information about volunteer Assignments, Volgistics
gives you ways to arrange Assignments into organizational groups, or locations,
if you need to.

Volgistics provides two organizational features called Sites and Places to help
you do this. Exactly what Sites and Places will represent in your organization
is something you can choose, depending on your needs. You may choose to use only
Places, you may choose to use both Sites and Places, or you may not need to use
either. The balance of this help topic explains more, and can help you choose
what's best for you.


PLACES¶

If your volunteer Assignments occur at more than one location, or if your
organization has multiple internal departments or divisions, you may want to
arrange your volunteer Assignments accordingly. Volgistics lets you define
multiple Places for this purpose. Once you define a Place you can begin adding
volunteer Assignments under it. Here's a simple organizational chart that shows
an example of a volunteer program with two Places (A and B). In this example
Place A and Place B each has three Assignments (A, B, and C).



Although Places might be different physical locations (such as branch locations,
parks, counties, states, provinces), they don't have to be. They can also be
organizational units such as departments or agencies.

You can create the same Assignments under different Places, different
Assignments under different Places, or any combination of the two.

Why organize Assignments this way?

 * It makes it easier to identify or locate Assignment records
 * You can send email or text messages to (or run reports for) all of the
   volunteers who have an Assignment at a specific Place.
 * You can sort some volunteer, service, and schedule reports according to Place
 * You can let visitors to your web site search for volunteer opportunities by
   Place

These are some examples of how organizations might arrange their volunteer
Assignments into Places:

 * A Parks department creates a Place for each park, and then organizes its
   Assignments by park. Visitors to the department's web site can search for an
   Assignment by park.
 * A Hospital creates a Place for each internal department, and then organizes
   Assignments by department. The hospital can generate volunteer service
   reports by department.
 * A performing arts center creates a Place for each venue, and then organizes
   Assignments by Venue. The center can run a volunteer schedule for each venue.
 * A political campaign creates a Place for each district, and then organizes
   Assignments by district. They can send email or text message announcements to
   volunteers according to the district they serve.


SITES¶

While tracking Assignments according to Place may be adequate for many volunteer
programs, others may need an additional level of organization. This is known as
the Site in Volgistics. Sites provide one higher level of organization, as
illustrated in this organizational chart:



If the Assignments where the volunteers serve occur at more than one location,
in different agencies, or are for different programs at your organization,
consider using Sites.

You can create the same Places and Assignments under different Sites, different
Places and Assignments under different Sites, or any combination of the two.

Why organize Places and Assignments this way?

 * It makes it easier to identify or locate Assignment records
 * You can send email or text messages to (or run reports for) all of the
   volunteers who have an Assignment at a specific Site.
 * You can sort some volunteer, service, and schedule reports according to Site.
 * You can let visitors to your web site search for volunteer opportunities by
   Site.
 * You can use the Site Level Access feature so that some of your System
   Operators only see the volunteers assigned to a specific Site.

These are some examples of how organizations might arrange their volunteer
Assignments into Sites and Places:

 * A city government creates a Site for each city department, and a Place for
   each location where Assignments occur within each department. For example,
   the Parks department creates a Place for each park, and then organizes its
   Assignments by park. Visitors to the city's web site can search for an
   Assignment by department, as well as location. Volgistics System Operators in
   each department see just the volunteers assigned to their department.
 * A health care network creates a Site for each hospital in its network. Each
   of these hospitals creates a Place for each of their internal departments,
   and then organizes Assignments by department. The health care network can run
   volunteer service reports by Hospital (and each hospital's departments). The
   System Operators at each hospital see just the volunteers assigned to their
   hospital.
 * A volunteer center creates a Site for each agency that has volunteer
   Assignments. Within each agency they create Places for the various programs
   or departments where Assignments occur. Visitors to the volunteer center's
   web site can search for Assignments by Agency, and then program. The
   volunteer center can report the number of volunteers referred to each Agency.
 * A convention and visitor's bureau creates a Site for each event they
   coordinate. Within each event they create Places for the various activities
   associate with the event, and within each activity they list the Assignments
   performed. The bureau can produce volunteer schedules by event, activity, or
   individual Assignment; and they can easily communicate throughout the year
   with the volunteers associated with individual events.

Tips!

Here's some tips that may help with using the Site, Place, and Assignment
structure in your account.

Collapse Site Records

Once you get all of your Site records in the account, your Assignments page may
appear busy and require you to scroll up and down to find a specific Site,
Place, or Assignment. To make the page easier to use, you can set your account
to have each Site's Places and Assignments collapsed by default. Or you can
choose to have one Site expanded and the other Sites collapsed. The settings for
this are on the Assignment Tracking Ground Rules page.

Link Assignments From Different Sites and Places

There may be times when you need to pull information for Assignments that fall
under different Sites and Places. For example, a hospital may have Sites for
different campuses, Places for the departments at the campuses, and Assignments
that relate to different focus areas such as administrative tasks, patient care
activities, maintenance related jobs, and so on. Volgistics has a feature called
Assignment Clusters that can help with this. Create Assignment Clusters for
assistance with setting up this feature.


DO YOU NEED SITES OR PLACES?¶

What if your organization does not have Sites and/or Places? You'll need to have
at least one Site to represent your organization, and you can just use the
default Volunteer Services Place, but you do not have to create additional Site
and Place records if they do not apply to your organizational structure.

In very simple volunteer programs there's often no need to organize volunteer
Assignments any further than a single list. For example, a small animal adoption
center with a single location might have just three or four volunteer
Assignments, like these:

 * Veterinarian
 * Adoption counselor
 * Animal care
 * Fund raiser

In this kind of organization there is probably no need to make more than one
Site or Place record.

Other organizations may be very focused and their volunteers only work in one
role. For example, a house that hosts families while children are hospitalized
may only have a House Volunteer position where the volunteers assist with a
variety of tasks to keep the house running smoothly. In this case, it's
perfectly fine to just have one Assignment record in the account.

In both these cases, there's still plenty to be gained by tracking just the
Assignments. See the Why Assignments Are Important section below for more
details.


UNDERSTAND YOUR ORGANIZATION FIRST¶

If your organization has more than a few dozen volunteers or Assignments,
multiple locations, or if it encompasses other agencies, understanding the
different ways of organizing volunteer Assignments is very important to making
the most of Volgistics and working efficiently with your information. Also,
since you should organize your volunteer database to reflect or compliment the
actual structure of your organization, you need to understand - or define - your
organization's structure before you setup your Assignments in Volgistics.

Before continuing you should decide

 1. If you will initially track Assignments only; Places and Assignments; or
    Sites, Places, and Assignments. Start with what you need now, you can always
    grow to another level later.
 2. If you want to track Places, you should have an initial list of Places, and
    which Assignments will go under each Place. You can always add more Places
    and Assignments later.
 3. If you want to track Sites, you should have an initial list of what your
    Sites are, and which Places will go under each Site. You can always add more
    Sites later.
 4. If you are unsure of how to set up your Site, Place, and Assignment
    structure, don't let that stalemate you. While it is easiest to set the
    account up how you want to start, you can move or merge Place and Assignment
    records later if the structure you choose isn't working.


HOW ASSIGNMENTS APPEAR IN VOLGISTICS¶

To view the volunteer Assignments in your Volgistics database, choose
Assignments from the menu. If you're just getting started, your Assignments list
will look something like this:



By default, every new Volgistics system includes one initial Site, titled with
your organization's name, and one initial Place called Volunteer Services. If
you choose not to track Places or Sites in your database, simply leave these
default entries as they are, and click Add a new Assignment to begin adding
Assignment records.

If you choose to track Places in your database, you can re-name the default
Place record to suit your needs. You can create additional Place records by
clicking the Add a new Place link. To add new Assignment to a particular Place,
click the Add a new Assignment link that appears beneath the name of the Place.

If you choose to track Sites in your database, you can re-name the default Site
record to suit your needs. To add new Site records click the Add a new site
button. To add a new Place record to a particular Site, click the Add a new
place link that appears beneath the name of the Site.

Volgistics lists the Assignments you enter alphabetically, as shown here:



If you track Places in your database, the Assignments list shows each of your
Places, sorted alphabetically. The list of Assignments at each Place appears
indented, beneath the Place name. The following illustration shows an
organization that has two Places, Direct Services and Support Services, with
several Assignments under each Place:



If you track Sites in your database, the Assignment list shows each of your
Sites sorted alphabetically. The list of Places at each Site appears indented
beneath the Site name. The following illustration shows an organization with two
Sites (Northside and Southside) along with Places and Assignments. The types of
records are labeled to help you identify how the different records appear in
your account.



Tips!

As you work with your Assignments you may see some things that seem odd, or need
to move between Assignment records. Here are some hints that may explain what
you're seeing and help you move between records.

Duplicate Assignment Names and Missing Assignments

If two Assignments with the exact same title are added under a Site and Place,
the system will add a number to the end of the Assignment's name to
differentiate the two records. Also, if you make an Assignment inactive, the
Assignment will not appear on your list unless you check the Include inactive
assignments box at the top of the Assignments page. Inactive Assignments are
listed with (Inactive) behind the name so you can easily identify them.



Navigating Between Assignments

If you are working with your Assignments and need to move to another Assignment
under the same Site and Place, you do not need to select Assignments from the
menu. Instead, you can use the Next and Previous buttons to navigate through
your Assignments. These buttons appear at the top and bottom of your Assignment
records.



If you have more than one Site or Place record, the Site and Place names at the
top can help you keep track of where the Assignment is located in your Site,
Place, and Assignment hierarchy.




WHY ASSIGNMENTS ARE IMPORTANT¶

Assignments are an essential building block in your account because they provide
links to other records and features.

You can use Assignments to build a directory to advertise the opportunities for
volunteering with your organization.

Each Assignment can have a separate schedule to show when volunteers are
expected to serve. The individual Assignment schedules come together to form the
master schedule for your account. You can learn more in
/help/schedule/schedule-overview.

Assignments can also be associated with service entries for your volunteer
records. This is important because it allows you to pull Service Details and
Service Summary reports organized by Site, Place, and Assignment areas so you
can see hours served in the different departments, locations, or programs that
make up your organization.

In addition, Assignment records provide links between volunteers and their jobs
through the volunteer's Role in the Assignment. This in turn provides a way to
link Coordinator records with volunteers and Assignments. This relationship is
essential to keeping your account organized in a useful way.



See the Related Help section below if you need assistance working with your
Site, Place, and Assignment records in your account and the associated tracking
features they provide.

Assignment Tracking Overview



When to Use Sites and Places



Creating Sites, Places, and Assignments




RELATED HELP¶

 * Create Assignment Clusters
 * Methods of Posting Service
 * Schedule Overview
 * Site Level Access Overview
 * Add Assignment Descriptions to Applications
 * Assignment Roles
 * Add an Assignment
 * Add a Place
 * Add a Site
 * Reorganize Sites, Places, or Assignments
 * View Volunteers for a Site
 * View Volunteers for a Place
 * View Volunteers for an Assignment
 * Update Assignment Name
 * Update Place Name
 * Update Site Name
 * Interconnection of Assignments, Volunteers, and Coordinators
 * Make Assignment Inactive
 * Get Started With the Opportunity Directory
 * Schedule Report Overview
 * Service Details Report Overview
 * Service Summary Report Overview
 * Assignment Profile Report Overview


RELATED VIDEOS¶

Volgistics 101: Tracking Assignments and Scheduling



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