You can capture a thorough volunteer profile, including participation history, and view it all from the person editor screen within the VSys One volunteer management system. From this screen you will be able to access their contact information, participation history, completed hours and availability.
The additional data section enables you to identify contact preferences, include comments, specify primary and additional languages. You can also capture the skills, needs and preferences for your volunteers enabling you to make the most of their volunteer experience and match their skills with your needs. VSys also stores photos, which you can use for volunteer identification cards or event credentials.
Track any number of addresses, phone numbers and e-mail addresses for each volunteer, and use shared addresses to minimize mailing expenses when sending to more than one person in the same family.
Of course track everyone's assignments - one-time, recurring and special rules. VSys understands holidays (and you can add your own), along with job associations and availability.
VSys helps you store all you know about your volunteers. Recording the relationships that exist among your volunteers such as family, business, or referral as well as the multiple affiliations each volunteer has within your organization. Using the mandates tool, you can track, report and confirm mandatory community service hours to other organizations such as schools, courts, or religious organizations.
With VSys you can improve volunteer relations with customized communication and recognition. You can send 'Thank You' letters after volunteer events, track volunteer milestones, acknowledge birthdays and generate award reports to recognize your volunteers for their service history.
VSys gives you the freedom to customize your data entry to fit your needs exactly. You have access to include or exclude any of the fields in VSys, including your own custom fields. Streamline your data entry with custom applications that allow you to easily set up screens that are identical to your paper forms. By including only the fields that you will use, you will no longer have to scroll or tab past fields that are not applicable to your organization. Use the section tabs option to group different parts of your data entry and work with a more organized screen.
Save even more data entry time with online web registration! Have your volunteers enter their own information online using custom applications then download all completed applications submitted right into VSys. Screen submitted online registrations for duplicates, accept or reject registrations and generate confirmation e-mails or request more information right from VSys. You can automate confirmation emails that are immediately generated when your volunteer submits their online registration. Your volunteers can then track their hours, assignments and mandates online, even enter their own hours online if you allow them.
Contacting your volunteers is easy with a combination of built-in mailing labels, mail merge options and advanced export features. VSys can even include address bar codes in your mailing labels, which can qualify you for discounts with the US post office. Choose from a wide range of available filters to narrow your data selection and include only the volunteers that meet your criteria. Use the VSys basic word processor to merge, print or email letters to volunteers without ever having to leave VSys One to use another word processor or e-mail program.
Easily set up a wide range of mailings including save-the-date notices, birthday cards or thank you notes. Export to a variety of file formats including HTML, Microsoft Excel and Access. Use contact flags to specify preferred methods of contact for your volunteers. With the letters sent window, you always have access to your correspondence history that is automatically compiled by VSys. View whether it was an e-mail, mail or web mail letter, when it was sent, the description and related project.
With Intellilists you can create special lists of people based on specific filters you choose. Select the filter criteria within a list manager and people who meet that criteria will be added to the list automatically. You can also add specific people to lists directly from the person editor. Whenever you generate the list, all of the volunteers who meet the criteria will be included. A great tool to use to organize volunteers for committees or special assignments.
Send your letters and e-mails straight from VSys One! Registration acknowledgements, thank-you letters, "Save the date", renewals, plus just about anything else you can come up with. VSys now has its own built-in word processor and merge tools so you can write and send your letters in one place. After merging and printing the letters, print mailing labels directly from the mail merge results in the same order as your letters for quick mailing. Once you've sent them, see all of the letters, e-mails and other mailings sent to your volunteers, including the complete text.
Save money on postage and e-mail your communications with the e-mail robot. These are the results of the same mail merge process, looking to your volunteers just like the printed letters you send by mail. The letter body will be used as the email and, with the click of a button, VSys will send them to all of the people on your list with an e-mail address. You can then print and send on paper the ones that couldn't be e-mailed. A variety of built-in mail merge letter templates can get you started today, and you can customize them to fit your specific needs.
Let your volunteers sign in and out with a touch screen/kiosk. They can type in their PIN, swipe an ID card (VSys understands magnetic stripe and barcode readers), then see their hours, assignments, statuses, and even run reports for themselves. They'll get personalized messages like birthdays and TB test reminders, along with holiday greetings, and news.
Find all of the tools you need to organize your volunteers at events. Create jobs with required skills and VSys will automatically match volunteers based on skills, availability and/or job preferences. You can also specify the number of volunteers to recruit and track the status of your volunteer assignments.
Use the placeholder people tool to specify groups of volunteers whose names you don't yet have and assign these with generic names to your open jobs. They will show up in summary reports but can be suppressed from mailings or other reports.
For completed job assignments, you can credit hours directly to the volunteer or to all volunteers in a specific job. An assignments crediting report will confirm the volunteers and hours credited. VSys will not credit hours to a volunteer for a specific job assignment more than once and the report will include a comment when this conflict occurs. Use the volunteer hours report to review your volunteer assignments and the total hours completed by each volunteer. Overall, a variety of project reports will help you use all of the information you entered to conduct a successful volunteer project from start to finish.
Easily manage your volunteer screening process with VSys. Conduct manual background checks and record results or send automatic background check requests to three major vendors: ChoicePoint, Lexis/Nexis, and Intellicorp. The completed background check results from these three vendors can be downloaded into VSys using an automated 'send and receive' feature. You will then have the choice to assign the volunteer participation status as green/unrestricted, yellow/restricted or red/disallowed based on these results. VSys provides encryption for all sensitive personal information so your volunteers can feel secure.
Schedule interviews for your volunteers, assign interviewers and document the results. Ban people who are no longer allowed to volunteer. People are flagged in red or yellow to indicate restrictions based on background checks or bans. You can view the reason for the flag by placing your mouse over the record. VSys will not assign banned volunteers to jobs.
Manage your volunteer training and keep track of your volunteers' training history. Setup training courses, register volunteers and document the results. You can even assign expiration dates to training courses such as First Aid, and be alerted when volunteers are due to renew their training.
Choose from a variety of built-in reports (over ninety!) or customize any of the reports to meet your specific needs. Management reports help you contact, assign jobs and manage your volunteers at the volunteer site. Generate global reports for all of your volunteers or project reports for specific project related volunteers. For example, Exception reports let you know of any potential conflicts with your global or project specific volunteers. Slot summary reports will keep you informed of your job assignment progress. For more report samples, check out our expanded list of built-in reports and samples.
Worried about the security of your data? So are we. Use built-in encryption for sensitive data like background checks. Define users and groups to limit access to particular features. And the build-in audit logs let you know what everyone has been up to in the system, who's changed what, and who tried to do what they oughtn't.
(To a new Website)
As part of our re-branding effort we're using the name that everyone knows: "VSys One" rather than "Bespoke". So come see us at our new site, www.VSysOne.com.
The old website (this one) will be retired in March along with our old e-mail addresses; to update them just change @bespoke.com to @VSysOne.com.