Our new volunteer management software system is called VOLGISITICS (volunteer logistics).  It has two components that you will use as a volunteer.  When you arrive to volunteer at Mothers you will now use a touch pad to sign in – this part of the system is called VicTouch.  There is also an on-line portal accessed from our website called VicNet where you can sign up in advance for volunteer shifts. 

Volunteer sign-In at the store (VicTouch)

There is a tablet kiosk at the volunteer entrance for you to use to sign in when you arrive to volunteer.  Your user ID is your phone number without the area code.  Using the tabs above you can access written instructions about how to sign in to the VicTouch system or you may watch the instructional video.

 

Volunteer Information Center (VicNet) – On-line access to your volunteer information

This site can be reached from your computer, tablet, or phone.  The link to this volunteer portal will on our website mhmsarasota.com under the volunteer tab.

Your login information for this system is your email address and the password you set up during the application process.  If you have forgotten them we can send you a link to reset your password.

We will communicate with the volunteers using this system – we can post news and information about events.  You may use this system to:

• View and manage your schedule
  Sign-up for vacant schedule openings
  Print your schedule
  Keep your personal information up-to-date
  Post your hours if you work from home or forgot to sign in & out
  Receive news and messages from the volunteer office
  Check your service records, and print your own service reports
  Change your VicNet password
  Opt-in or out of text messaging and update your message preferences

Instructions for using this system can be accessed by clicking on the tabs above.  There is a written version as well as a video tutorial.

Mobile Use

If you want to use this system on your mobile device (tablet or phone) you can create a website shortcut on your phone (it will look like an APP). Open the web browser on your smart phone or tablet and then going to the URL address for Mothers Helping Mothers portal each time you want to login, you may want to put a link directly to the webpage on your device's home screen. That way you can just tap the icon to go directly to the VicNet login portal. See the attached documents for directions on how to do this for Apple or Android devices.

For information on how to create a short-cut link to the VicNet system on your mobile device (it will act like an APP) click on the tab above.  There are separate instructions for Apple (ios) users and Android users.

 

 

How to Sign-In and Sign-Out at VicTouch: A Guide for Volunteers

VicTouch is a touchscreen based Volunteer Information Center (abbreviated as "Vic") that allows volunteers to check-in and out upon arrival and departure from Mothers Helping Mothers. Your volunteer service hours are recorded automatically when you sign-in and sign-out so it is important to do this so Mothers Helping Mothers has an accurate record of your volunteer service.

Here are the general steps for checking in at Mothers Helping Mothers' VicTouch station. Note that many aspects of the check-in sequence are customizable, so the pictures and directions provided may vary from what you will actually see when you sign-in to serve at Mothers Helping Mothers.

 

1. Enter your volunteer PIN

Each volunteer must have a PIN before he or she can sign-in at VicTouch.  Your PIN is your primary phone number without the area code. If you do not know your PIN or it doesn’t work, please contact the volunteer office.

To start, enter your PIN by touching the appropriate number buttons on the keypad.

 

After entering your PIN, touch the Continue button.

 

2. Confirm your name

The next screen in the check-in sequence will ask you to confirm your name.

If the screen displays the correct name, touch the Yes button. If the name displayed is not yours, touch the No button and try again.

3. What would you like to do?

After you confirm your identity, the menu screen will appear and this allows you to choose what you'd like to do. In this case, you are signing-in to begin your shift so touch the Sign-in button.

4. Choose the Assignment you are here to perform

Many, but not all, organizations require volunteers to select the name of the Assignment they are working in as part of the sign-in process. Assignments are usually the job, or task, you will perform as a volunteer. Assignments may also be the name of an event or a department.

If you see this screen, touch the name of the Assignment you are there to perform. Some organizations also include a Not sure button that you can select if you're unsure of your Assignment.

5. Confirm the sign-in information

As long as you did not select the Cancel button, the next screen will ask you to confirm that the information shown is correct. This is important because the name, date, time and Assignment name indicated on this screen will be used to track your service.

If the screen displays the correct information, touch the Yes button. If the information displayed is not accurate, touch the No button and try again.

Once you confirm your selections, you are officially signed in.

Sign-Out

When you have completed your volunteer service, you will need to return to the VicTouch station to sign-out. The system needs both a sign-in and sign-out time to accurately record your hours so remembering to sign-out is very important.

The process for signing out of VicTouch is basically the same as signing in. Enter your PIN, touch the Continue button, and confirm your identity. Touch the Sign-out button on the menu screen so the system records when you finished serving.

If you are switching Assignments instead of signing-out completely, touch the Switch assignments button, and then choose the name of the Assignment you will be performing next.

The system will sign you out from the first Assignment and sign you in for the next. After you finish serving for the day, you will still need to sign-out for the Assignment you switched to. Please note that organizations can choose whether or not the Switch assignments button shows so you may not see this option.

Messages and Greeting Cards

When you sign-in or sign-out, you may see a message from Mothers Helping Mothers. The message will only appear once and there is not a way to see it again after the first time you view it.

Viewing Schedule and Self-Scheduling

Mothers Helping Mothers may have setup their account to allow you to view your schedule and/or self-schedule for new dates. If they allow this, you will see a View my schedule button after you enter your PIN and confirm your identify. The current month's schedule will show by default. You can move to the next or the previous month by touching the appropriate button at the top of the screen.

You may also see an Email me a copy and/or Text me a copy button if Mothers Helping Mothers has set this up and you have opted to have schedule reminders sent to you. If you touch these buttons, the system will send you a message with the days you are scheduled for in the month you are viewing.

If Mothers Helping Mothers has setup self-scheduling, you will see a Help wanted icon on the calendar on any dates where there are open Assignments you can schedule yourself for.

Touch a date where the Help wanted icon appears to see open assignments and shifts for that date. If you'd like to schedule yourself for a shift, touch the Schedule me button beside an opening.

Once you are scheduled, you can also remove yourself from a shift if you cannot make it. To do this, touch the date you're scheduled and then the Remove me button.

If you do not see a Remove me button, it means that Mothers Helping Mothers does not allow volunteers to remove themselves from shifts, or that it is too close to the date the shift is scheduled to remove yourself. In either case, you will need to contact the organization you volunteer with to let them know you cannot serve the shift you are scheduled for.

When you are done using the schedule page, click the Finished button to return to the main menu. If you are already signed-in but have not served yet, be sure to touch the Exit button on the menu page to return the system to the keypad screen. If you have not served but are signed-in, touching the Sign-out button will make it so your hours are not accurately recorded!

 

Viewing Service History

Mothers Helping Mothers may allow you to use VicTouch to view information about your volunteer service such as the hours you served in a certain year, your start date, your lifetime service hours, and totals for other service measures they record. If they have set this up, you will see a View my service button after you enter your PIN and confirm your identity. The first screen you see will show your service totals collapsed by year.

You can touch the View details for year button to see the details for a certain year.

 When you are done viewing your service information, click the Finished button to return to the main menu. If you are already signed-in but have not served yet, be sure to touch the Exit button on the menu page to return the system to the keypad screen. If you have not served but are signed-in, touching the Sign-out button will make it so your hours are not accurately recorded!

Logging into VicNet

You can get to the MHM VicNet login page through the volunteer tab on our website, mhmsarasota.com or by copying the link below into your browser and saving it as a bookmark.

https://www.volgistics.com/ex2/vicnet.dll/?from=487630

When you click on the link (or go to the URL address you will see a login page similar to this one:

Enter the email address your organization has on file for you in the Login name field. If you do not know this email address, you will need to contact the organization you volunteer with for more information.

Enter your password in the Password field and then press the Go button.  This will be the password you selected when you completed your application.

If you forget your password you may contact the office at MHM or you may reset your password by clicking the Forget your password? link that appears on the login screen. As long as the email address you enter matches the address on your volunteer record, this will send an email with a password link to you. You can follow this link to set a password to login with. Please note that the password links only remain active for 24 hours. If you click on the link but it has expired, just click the Forget your password? link again to have a new link sent.

Navigating VicNet

All tabs in VicNet are highly customizable by individual organizations. Therefore, it is difficult to say exactly what type of content will be displayed on the various tabs, or even if a tab will be visible to you at all. The following information explains the basic purpose of each tab that can be displayed and provides visual examples of how the tab might look. Your view in VicNet may be different depending on how the organization you volunteer with has setup their VicNet module.

The Home tab

The first tab displayed when you login is the Home tab. The following image is an example of what a VicNet Home tab might look like:

From the Home tab, you can access any of the other available tabs, or click on any buttons or links your organization has chosen to include. Depending on how your organization has VicNet setup, you may see news from your organization; links to documents that you can view, print or download; or links to other web sites with resources you may need.

 

The Mail tab

The Mail tab in VicNet is where you can see messages (called Vic Mail) sent to you from the person who coordinates volunteers for your organization. New messages appear on top, and a list of read messages appears on the bottom. To read a message, click on the Subject of the message.

Here is an example of what a VicNet Mail tab might look like:

The My Profile tab

The My Profile tab lets you see and update your personal information. The form sections and fields that appear on the tab are selected by your organization. They can choose to make certain fields required so you need to enter information in them in order to save the page. Or they can make certain fields "read-only" so you can see the information in the field, but you will not be able to change it. Please remember to click the Save button if you make any changes.

The following is an example of what the VicNet My Profile might look like:

The My Schedule tab

Another tab you might see in VicNet is the My Schedule tab. This tab lets you view and print your schedule, in addition to adding or removing yourself from a schedule if your organization allows this.

Your My Schedule tab might appear in a monthly view as shown below:

If you are scheduled for an assignment, you will see the assignment and times listed on the dates you are scheduled for. If your organization allows you to self-schedule, there will be a Help Wanted icon on the dates where help is needed. To serve on a date where help is needed, click on the date and then click the Schedule me button.

If your organization allows you to remove yourself from the schedule, click on a date you are scheduled and then click the Remove me button to take yourself off of the schedule.

If you do not see the Remove me button, your organization either does not allow you to remove yourself from the schedule, or you are too close to the scheduled date to remove yourself. Each organization selects how many days prior to your scheduled date you can remove yourself. In either case, you will need to contact the organization you volunteer with to remove yourself if the Remove me button does not appear.

Instead of the monthly calendar view, your organization may select to have the My Schedule tab formatted in a list view. An example of this is shown below:

Shifts you are already scheduled for show up with green text and if you can remove yourself there will be a Remove me button on the right side of the list. Opportunities to serve are displayed with red text along with a checkbox. To schedule yourself, check a box next to an opportunity and then click the Continue button.

 

The My Service History tab

The My Service History tab shows volunteer service recorded on your volunteer record. If your organization uses mandatory service programs where you are asked to perform a certain amount of service in a certain amount of time, you may see a progress chart that shows your progress in meeting the goal. Here is an example of what the My Service History tab might look like:

Notice that the service information is collapsed by year to start. You can click on a year to expand the view to show all service entries made for you during the year. Click on a date to show the service details for a particular entry.

 

The Time Sheet tab

If your organization wants you to enter service hours, you will see a Time Sheet tab. As with the other VicNet tabs, this can be setup in several different ways so do not be concerned if your Time Sheet tab does not match the one shown below:

To post hours, you will need to choose a date for the service and either the number of hours, or your start and stop times on the date you served. Your organization may also have you select the assignment and other service measure (such as mileage or travel times) for the service entry. Click the Continue button and confirm your entry when you are done posting your service.

 

The Account tab

The Account tab is where you will go to set a permanent password, change your permanent password, opt-in or out of text messaging, and change your message preferences. If you sign-in with a temporary password, you will be directed to the Account tab before you can access the other tabs.

If you do not have a password, or have forgotten it, you can have a link sent to you so you can create a password. You can learn more about how this works link here.

If the organization you volunteer with has enabled text messaging, you will also see a section on the Account tab for text messaging. You can use this section to opt-in to text messaging, opt-out of text messaging, or change the types of messages you receive by text. You can find information on how to do these things here.

An example of how the Account tab may look is shown below:

Shortcut for IOS Devices (Apple)

To put a short shortcut on your Apple device, you will need to use the Safari web browser. The Google web browser will not allow you to make a shortcut. The screenshots and directions in this section are from an iPhone 5s. The process will be similar with other iPhone models or Apple devices.

1. Open the Safari web browser.

2. Go to the volunteer page of the Mothers Helping Mothers website at www.mhmsarasota.com and click the link to the Volunteer Information Center portal.

3. When the screen to enter your email and password is displayed, tap the Share icon at the bottom of your screen.

 

4. Select Add to Home Screen.

5. Create a name for the shortcut and tap the Add link.

You should now be able to simply tap the icon for the shortcut on your home screen to go to the VicNet portal to login.

Shortcut for Android Devices

With an Android device, you can use any web browser to place a shortcut on your home screen. The screenshots in this section show how to do this with the Chrome browser on an Android tablet. The process will be similar with other browsers and devices.

1. Open the web browser (Chrome, Firefox, or the default browser for the device).

2. Go to the volunteer page of the Mothers Helping Mothers website at www.mhmsarasota.com and click the link to the Volunteer Information Center portal.

3. When the screen to enter your email and password is displayed, tap the web browser's menu and select Add to Home screen. (In other browsers this may be Add to homescreen or Add shortcut on Home Screen.)

4. Enter a name for the shortcut and tap the ADD link. With some browsers there will not be an option to enter a name so you will need to use the default

You should now be able to simply tap the icon for the shortcut on your home screen to go to the VicNet portal to login.

If you have any questions about how to use VicNet, you should contact the volunteer office at your organization.