An alternate name is a second complete name for a person. This is most commonly used for nicknames, or the person's name in a different language and/or character set.
What it does for you |
Lets you have two versions of the same person's name. |
Where you'll find it |
Within the Personal data panel in the Profile Editor, click on the Other names link. |
Need more? |
See Sounds like (phonetic name) for information on storing how the person's regular name sounds. The Alternate name field is only visible if the VSys administrator has enabled them. Do this within the Name setup options link on the Setup panel by checking the box Enable alternate names... |
Availability is how you indicate when a volunteer is able to work, and optionally at what locations.
What it does for you |
By allowing volunteers to indicate when they're available, you can assign them to jobs when and where they're known to be able to come. |
Where you'll find it |
On the Availability panel in the Profile Editor. |
General advice |
If you don't indicate any locations when you indicate a volunteer's availability, the volunteer is assumed to be available in any location. You can enter "Negative" availability as well, indicating when you know the person is not available. This gets removed from their regular availability (e.g. they can be available Monday through Friday all summer, but not available on July 5th-8th as they're on vacation). |
Availability is global, not project-specific.
This is where you enter the background information about a prospective volunteer. For automated requests - IntelliCorp, ChoicePoint/Lexis-Nexis - this is what gets sent to the background check vendor.
What it does for you |
Lets you securely capture the information needed to run a background check on prospective volunteers. |
Where you'll find it |
In the Profile Editor, on the Background checks panel. |
Do I need it? |
If you pre-approve your volunteers by doing background screenings, yes. |
General advice |
Always create your background check encryption keys before entering background check requests. This ensures that the information on these requests is encrypted and safe from unauthorized access. |
How it works |
Background check requests, appropriate for your organization, are entered for all prospective volunteers. If you have a contract with a supported vendor, VSys uploads the requests to the vendor and retrieves the results. The volunteer screener checks these results and allows or disallows the volunteer, entering a background check result for him. |
These are where you enter the results from background screenings on your volunteers.
What it does for you |
Lets you securely capture the results of background checks on prospective volunteers. |
Where you'll find it |
In the Profile Editor, on the Background checks panel. You'll also create these when using the Request results handling link on the Applicant screening panel. |
Do I need it? |
If you pre-approve your volunteers by doing background screenings, yes. |
General advice |
Always create your background check encryption keys before entering background check requests, this ensures that the information on these requests is encrypted and safe from unauthorized access. |
A bad phone number or e-mail address is one which is in VSys but is known to be bad.
What it does for you |
Lets you keep the bad phone number/e-mail address on file, while suppressing it from reports. |
Where you'll find it |
In any of the address phone number or e-mail address editors. |
General advice |
If a phone number is deleted because it's bad, another user may re-add that same bad value later from another form, not realizing that it's bad. By marking the phone number or e-mail address as bad, another user is less likely to re-enter it again. |
Need more? |
You can also use this to mark an e-mail address - or anything else in a phone number field - as known bad. |
How it works |
Right-click on the number/e-mail and choose Known Bad. The number/e-mail will turn red to indicate it is bad. |
A banned person is one who is never allowed to participate with your organization.
What it does for you |
Someone who is banned cannot be registered in any project or given any job assignments. On all lists on-screen, these people show in red, bold text to distinguish them. |
Where you'll find it |
On most lists of people, a banned person will have his name displayed in red. Edit this value in the Profile Editor. Or from the View/edit banned people link on the Applicant screening panel. |
General advice |
Use this for people who fail background checks or have shown themselves to be otherwise unacceptable under any circumstances. |
How it works |
When registering someone in a project, VSys will check to see if the person is banned, or if he matches any significant attributes of someone who is banned. People who are banned are locked out altogether. Those who match attributes of banned people result in the user being prompted to ensure that they are not the banned person. |
Bonus hours are the credited hours which are not added automatically and can be reported separately from the volunteer hours which are put into VSys.
What it does for you |
Use these to track hours done on odd shifts, ugly jobs or holidays. Use them to give volunteers further credit towards awards without throwing off your count of actual hours which you need for reporting. |
Where you'll find it |
Wherever you enter volunteer hours. |
Certifications are a grouping of values which are stored together. Examples of certifications include TB test, Education/employment, General Release, General Medical Release, and Volunteer Experience.
What it does for you |
Lets you attribute specific sets of information to people. You can filter people by the presence or absence of certifications, and whether or not they're expired. |
Where you'll find it |
On the Certifications panel in the Profile Editor. |
General advice |
Background check requests and results are also certifications. They're just shown in their own section of the Profile Editor separate from other types of certifications. |
Need more? |
Define your own in the Certifications tool from the Setup panel. Just like custom fields and reports, the certifications you define in VSys are just as good as the built-in ones. |
VolunteerWorks "reminders" usually become certifications in VSys.
Credentials, name tags and badges are all the same thing: ID passes which identify volunteers and staff and allow them access to the appropriate places at your projects.
What it does for you |
Prints these handy IDs, and tracks who has them. |
Where you'll find it |
Print them from the User tools panel within a project, using the Name tags, badges and credentials link, or globally from the User tools panel. Right-clicking on a person in the Person Lookup tool will give you an option to print credentials. View the credentials printed for a person or print new ones from their Credentials panel in the Profile Editor. |
General advice |
Remember to save your credentials layouts after making changes when you're printing them. This lets you re-use the design and specifications later without re-entering anything. |
How it works |
After you print a set of credentials, VSys will prompt you to "Mark these as printed". If you do, VSys will put a note on the Credentials panel of every person that was printed. |
Custom fields are user-defined fields of different types. You can associate custom fields with different types of people, creating fields that VSys otherwise does not have.
What it does for you |
Lets you create new fields that VSys doesn't have built-in for you. |
Where you'll find it |
See a person's custom fields on the Custom Fields panel in the Profile Editor. Define custom fields globally on the Setup panel using the Custom fields link. Define custom fields for a project by right-clicking on the project and selecting Setup (custom fields). |
Need more? |
See Define Custom Fields for information on how to define your own custom fields. |
How it works |
Custom fields can be included in all kinds of reports, filters, mail merges and exports. |
Rather than deleting a person who has died and thereby losing all of his history, mark him as deceased. He will be suppressed from most reports and all mailings, but his past projects and historical data are preserved.
What it does for you |
Suppresses the person from most reports and mailings, but keeps history in place. |
Where you'll find it |
In the Profile Editor, on the Personal data panel. |
General advice |
Eventually you will have participants who pass away. This helps ensure that you never send inappropriate mailings to people who have died. |
Delegations are the project equivalent to groups. All people registered in a project are in delegations, and delegations organize people together within projects.
Where you'll find it |
Next to every person in a project and on their reports. When assigning people to a project. When creating a new project. |
General advice |
Make your delegations in ways that reflect how people in your projects are organized. |
Encryption is the process of encoding data so that it can be read only by the intended audience. The encryption system in VSys uses two keys, an encryption key, available to anyone and stored in the database, and one or more decryption keys which are private and allow their holders to decode the data.
What it does for you |
Secures certain parts of your data from unauthorized access, while allowing any user to enter data. |
Where you'll find it |
In background check requests and results, as well as (optionally) in Athlete Medical certifications. |
Do I need it? |
If you store any private information in background check requests or results, absolutely! |
Need more? |
See the section Create and Manage Data Encryption Keys for a thorough description of how VSys manages encryption. |
A person's primary affiliation, such as their employer, church group, geographic region, or other affiliation, depending on how your organization is set up. They are also commonly used in organizations like hospitals where they can indicate the facility each volunteer is primarily associated with. Each volunteer must have a group.
What it does for you |
Assigning a person to a group lets you filter and organize people for lookup, reports, mailings, etc. |
Where you'll find it |
Assigned in the Create new person window and edited in the Personal data panel of the Profile Editor screen. |
Do I need it? |
A Group is required on the Create new person window. |
General advice |
The VSys One administrator must set up groups beforehand by following the Groups link in the Setup panel. |
Need more? |
If a person is affiliated with more than one group, then additional group(s) may be assigned in the Additional groups field in the Personal data panel of the Profile Editor. |
Hint |
Group in VSys One is the same as the Permanent Delegation field in GMS. |
Volunteer hours are the credited hours which indicate that the volunteer performed a job at a specific date and time.
What it does for you |
Lets you track your volunteers by what they've done, filter and recognize your best volunteers, and see what someone has done in their lifetime involvement with your organization. |
Where you'll find it |
In the Profile Editor, on the Hours panel, you'll see a person's credited hours. Globally, on the Data entry panel, enter volunteer hours using the Credit volunteer hours... links. Within a project, on the Data entry/registration panel, enter volunteer hours using the Credit volunteer hours... links. |
General advice |
Volunteer hours are different from job assignments. Job assignments are made before the work is done, and indicate that the volunteer was supposed to show up and complete a task. Volunteer hours say that the person did come, and completed that task. |
Intellilists are a special type of list. Where you manually add and remove people from regular lists, Intellilists are simply a saved set of filters. When VSys needs to see who's on an Intellilist, it looks at all of the people in the database and applies its filters. Those who pass are the ones "in the list".
What it does for you |
Lets you define dynamic lists. |
Where you'll find it |
List manager/Intellilists on the User tools panel. |
Example |
Define an Intellilist comprised of people who are aged 18-99, have one or more credited volunteer hours last year, and who don't have the contact flag "Do not mail", and are not marked as "Inactive" or "Deceased". Use this as the source for mailing newsletters to active volunteers. |
Interviews may be face-to-face or over the phone, and are meant to assess a prospective volunteer's suitability or an existing volunteer's continued growth and satisfaction. They can be defined as requirements for jobs, and used as the basis for mail merges and reports.
What it does for you |
Lets you schedule interviews and track their status when they're completed. |
Where you'll find it |
Define Interview types and Interviewers on the Setup panel. Schedule interviews by clicking the Interviews link in the Profile Editor. Right-click on an individual in the Person Lookup screen to print reports and do mail merges. |
General advice |
Two interview types, "Initial screening" and "Follow-up" are built in. Define staff members as interviewers to be able to schedule them for performing interviews. Interview types and Interviewers are found on the Setup panel. |
A job describes a task that you want a volunteer to do and the qualifications that a volunteer would need to do this task.. In VSys, a job has a description and job group. It may be associated with locations, skills, have required interviews, trainings or background checks, be linked to job preferences, and have restrictions on the volunteer's age and/or gender.
What it does for you |
Describes the tasks to be done, and the associated requirements, preferences and restrictions for that task. |
Where you'll find it |
Define jobs using the Jobs and job groups links on the Setup panel within a project for that project's jobs, or on the main VSys One screen for global jobs. |
General advice |
Define jobs globally, then you can copy them into new projects without re-creating them, both using the New Project Wizard and in the Jobs Setup tool. Two jobs with the same name in different projects don't affect each other when one is changed - once a job is copied, it's just like a photocopy. Even deleting the original doesn't change the copy (or vice-versa). |
Need more? |
|
How it works |
Jobs are organized into job groups, and job slots are created within jobs. Volunteers are then assigned to those job slots. |
A job assignment is how you indicate that a person is scheduled to perform a job at a given date, time and location. There are three types of job assignments: slot, non-slot and recurring.
What it does for you |
Lets you assign a person to a specific job. |
Where you'll find it |
Make job assignments with the Jobs/slots calendar tool or Job slots and assignments into them links on the Data entry panel, or from within the Assignments panel in the Profile Editor. |
General advice |
Non-slot assignments are useful when you don't have job slots set up, or you only have some of the information you need to assign someone or you don't set your assignments up based on specific needs. People have any number of job assignments within a project, but only people registered in the project can be given assignments. |
A job group is similar to a department, and VSys uses job groups to organize jobs together.
What it does for you |
Organizes your jobs. |
Where you'll find it |
Define them in the Job and job group definitions tool under Setup, and you can filter many reports which deal with jobs by job group. |
General advice |
Define your job groups to be similar to the departments in your organization, or the major functional areas in your projects. Two job groups with the same name in different projects don't affect each other when one is changed - once a job group is copied, it's just like a photocopy. Even deleting the original doesn't change the copy (or vice-versa). |
Need more? |
|
How it works |
Jobs are organized into job groups, and job slots are created within jobs. Volunteers are then assigned to those job slots. |
Job preferences identify what a volunteer would like to do and help you strike a good match between that person's preferences and the jobs that need to be done.
Where you'll find it |
People have global job preferences, which stay with them all of the time, and project job preferences, which are associated with just one project. Find both in the Profile Editor, with global job preferences on the Skills, needs, preferences panel and project job preferences on the Project information panel (only when editing a person from within a project.) Define job preferences under Job preferences on the Setup panel globally, and define which ones are applicable to a specific project in the project's setup screen. |
General advice |
Give job definitions more than one job preference - all of the ones applicable - to improve the matching of volunteers to jobs. Do the same thing for people to get them the widest range of job opportunities. |
How it works |
When both people and jobs are given job preferences, VSys uses these when asked to automatically find a person for a job. |
When you enter job preferences, list them with their highest preferences at the top of the list. This will assist you in locating the best person for a position.
A job slot is an opening for one or more volunteers to perform a job at a particular time and place. While a job is a description of the task, it doesn't specify where, when, and how many volunteers are needed: job slots do that.
What it does for you |
Indicates how many volunteers are needed for a job at a specific date and time. |
Where you'll find it |
Globally or within a project, on the Data entry panel and use the Job slots and assignments into them, or the Jobs/slots calendar tool to work with them visually. Report on them on the Reports panel using the Assignments listings, Assignment calendar, Slot details and Slot summaries reports. |
General advice |
Set up your job slots early for each project, then track which ones still need more people. This lets you spot critical needs early and focus attention on recruiting people for those slots. |
Need more? |
See Job assignment for more information on job assignments, both slot-based and non-slot assignments. |
How it works |
When job slots are defined, VSys keeps track of who is assigned to each slot and tracks which slots still need more volunteers. |
A known bad address is one associated with a person, but one you know is not a valid address.
What it does for you |
Lets you keep the bad address on file without actually using it. This lets you avoid re-entering the same bad address again later, but still know that this address is bad. In the address editor, change the status link at the top of the address to Invalid. |
General advice |
Use this instead of deleting an address until you've gotten a known good one to replace it. |
Need more? |
See Bad phone number for a similar concept applied to phone numbers and e-mail addresses. |
How it works |
Known bad addresses will not be used on reports and in mailings. |
Lists are collections of people used for mailings and many other things. There are three types of lists: standard lists, temporary lists and Intellilists. See the glossary entry on Intellilist for more details on how to use these automatic lists.
What it does for you |
Lets you collect people together for many purposes. |
Where you'll find it |
List manager/Intellilist setup on the User tools panel either globally or within a project. |
General advice |
Add people to lists from the list manager, by right-clicking on the person, by right-clicking on selected groups of people within a project, within the Profile Editor, or myriad other places. Temporary lists are great for "tagging" people for some purpose, for example a report: put them all on a temporary list, run your report, and the next time VSys is restarted the list is gone. |
How it works |
A person is put on standard lists manually and stays there until removed. |
Mandates represent a required term of service for a volunteer along with a fixed number of required hours.
What it does for you |
Use mandates to track the hours for volunteers assigned by a court for a community service term, for Boy Scouts and students completing projects, and similar assignments. |
Where you'll find it |
In the Profile Editor, on the Mandates panel (for editing a person's mandates) and on the User tools panel using the Mandates manager link. |
How it works |
When you credit a volunteer with hours, and that volunteer has any mandates assigned, you can credit those hours to a mandate. Use the Mandates Manager to send letters and do mail merges to people with mandates. |
Master decryption keys are created at the same time that the encryption keys are created. These are generally used only by supervisors as they cannot be revoked later.
What it does for you |
These allow authorized users to access encrypted data but are generally not given to end-users. |
Where you'll find it |
On a USB thumb drive! Never store master decryption keys on a hard drive or network - that would completely defeat their security. |
General advice |
A copy of each master decryption key should always be stored off-site for safety. Don't give out copies of the master decryption keys - they can't be revoked, so anyone who has one can use it forever. |
Need more? |
See the section Create and Manage Data Encryption Keys for a thorough description of how VSys manages encryption. |
How it works |
Whenever a user tries to access encrypted data, he will be prompted to insert a decryption key. |
The passphrase is part of securing your user decryption key. Every user decryption key, which is what you'll use to access encrypted data, is protected by a passphrase. When you try to use that decryption key, you'll have to type in that passphrase.
What it does for you |
Protects your user decryption key from being used by unauthorized users. |
Where you'll find it |
Whenever you use your user decryption key, VSys will prompt you for the passphrase. |
This is the person's overall type(s) in VSys. A person may have additional types, but at least a primary type is required.
Where you'll find it |
A person gets his type when he's created on the Create a new person window, and it can be edited on the Personal data panel of the Profile Editor. |
Do I need it? |
Everybody must be assigned a person type. |
General advice |
Person type and role are different: person type is global, that is it's assigned to a person and doesn't change from one project to another. Role is what the person is within a project, and this can be different from project to project. For example, a person who is globally identified as Staff may be registered as a Volunteer in a project. |
How it works |
If a person has multiple types, any additional types can be added in the Additional types field in the Profile Editor. |
Need more?
|
The person's primary type corresponds to the Person type field in GMS. GMS does not recognize any additional types which may be assigned to people. |
A project can be an event that your organization is running, or it could be an ongoing operation.
What it does for you |
Projects are how you organize events, register people to know who's coming, and keep your assignments organized. |
Where you'll find it |
See projects on the Projects panel, and define new ones using the New Project Wizard. |
Project groups are used to organize projects into common groups.
What it does for you |
Assigning projects to groups lets you sort and filter them to only show the ones that matter to you. |
Where you'll find it |
Define project groups using the Project groups item on the Setup panel. Give a project a project group when creating it, or edit its project group by right-clicking on the project and selecting Setup (general). |
Do I need it? |
If you have a lot of projects, this will definitely help you keep them organized. |
General advice |
How you group projects and how you name them will vary: some organizations do it by year, some by type, some by the subset of the organization which is responsible for the project. |
How it works |
When you've created one or more project groups, the Projects panel will show a filter checklist at the top which lets you see only those projects in the group(s) you specify. |
Relationships are used to indicate how people and groups are connected to one another. From within the Profile Editor you can see all of the people someone is related to.
What it does for you |
Connects people together both globally and within a project. |
Where you'll find it |
On the Relationships panel within the Profile Editor and Group editor. You can hide relationships that are irrelevant to you on the Advanced panel on the System Preferences screen in Setup. |
General advice |
When you've defined a relationship for someone, VSys shows that relationship on both people's screens. This means that if under "Jane Doe" you show that "Jimmy Doe" is her son, on Jimmy's screen, you'll see "Jane Doe" listed as his parent. |
A relative date is one that's stored not as a fixed date, but rather one relative to the current date.
What it does for you |
Lets you save a set of criteria, e.g. "Everybody with a Volunteer Medical expiring in the next 30 days", and then use it without having to go back in and update the criteria every time you use it. |
Where you'll find it |
In many date fields, especially those in filters and reports. Right-click on the date field to access the relative date editor, or just press the R key in that field. |
General advice |
Use them. Love them! |
How it works |
Whenever the report, criteria or other associated value is loaded, a relative date field will come up with the current date plus or minus the offset you've entered. |
This is the part that a person plays in a project. It can be the same value as the person's type, but can just as well be a different value.
What it does for you |
Differentiates the major functions of people within a project. |
Where you'll find it |
On lists of people in a project, each person's role is listed next to his name. You select a person's initial role as you register him in the project. You can edit the role by right-clicking on the person, or in the Profile Editor within the project on the Project information panel. |
Do I need it? |
Every person in a project is assigned a role. |
General advice |
Changing a person's type does not affect his role in any project, and changing a person's role in one project does not affect his person type or his roles in other projects. |
Need more? |
A person has only one role in a project, unless he's registered in multiple delegations, in which case he may have a different role in each delegation. |
A person who is scratched is known to have not shown up on-site, or is known to not be coming. This is the opposite of checked-in.
What it does for you |
Lets you distinguish among people registered in a project who is here and who is not coming. |
Where you'll find it |
On the list of people in a project, a person's status is listed next to his name. Change this status by right-clicking on the person, or from the Project information panel in the Profile Editor. |
Do I need it? |
Definitely. If someone calls ahead of time and says they're not coming, marking him as scratched leaves him in the project, but marked as not coming (and puts a line through his name). Unlike deleting the person, you can un-scratch him if he changes his mind, and you can run reports of who's scratched. |
General advice |
Scratched does not apply to individual job assignments. If a person is scratched, all job assignments are scratched, otherwise none are scratched. |
Need more? |
A person cannot simultaneously be checked-in and scratched in the same project. |
Every person in VSys usually has their own address or addresses. Shared addresses let you tell VSys that some people live or work together, and this lets you send just one copy of a mailing to everyone in a household, e.g. a "Save the date" postcard for an upcoming event.
VSys handles shared addresses in two different ways depending on how you've configured it. In the System Preferences tool, on the Advanced tab, if Shared addresses don't share phone numbers or e-mails is checked, a change to one person's address changes only the status, comments, contact information and address itself for others who share that address. If this value is not checked, all aspects of the address - including phone numbers and e-mail addresses - are shared.
What it does for you |
Lets you send single copies of some mailings to multiple people at one address to save money. |
Where you'll find it |
In most address editors. |
Do I need it? |
Definitely! |
General advice |
Pair wives and husbands, children and mothers-in-law together with a common address. Changing that address for one person changes it for all. |
Skills are a person's talents, or at least those which are applicable to your organization. VSys comes with many built-in skills, and you or your administrator can define new ones as appropriate.
What it does for you |
Lets you mark what a person is good at, and what is preferred and needed for jobs. With this, you can make better matches between people and jobs, as well as look for people with specific skills. |
Where you'll find it |
Set up skills on the Setup panel, Skills link. Edit a person's skills in the Profile Editor on the Skills, needs, preferences panel. Define a job's preferred and required skills through the Job and job group definitions link on the Setup panel. |
General advice |
Skills and job preferences are different. Job preferences are what your volunteers want to do, skills are what they can do. |
How it works |
Setting required skills for a job prevents you from assigning someone unqualified to a job, and prompts you if a job has a preferred skill which the volunteer doesn't possess. |
Fields in VSys One used to supply a hint on how to pronounce a person's name.
What it does for you |
Helps members of your organization learn how to say the person's name correctly. This is especially helpful with uncommon names. |
Where you'll find it |
Create new person window, as well as from the Other names link on the Profile Editor screen. |
Do I need it? |
Only use this when you need it, generally for people whose name is hard to pronounce or is often mis-pronounced |
General advice |
If you enter a phonetic name, you must complete the Last/family name. If you only need a pronunciation hint for a person's first name, you still need to enter the family name. |
The status of a person can be tagged. An active volunteer is one who is volunteering. A person who is inactive is one who is not currently participating or is not likely to participate in the near future for some reason. Prospective or Applicants may also be given their own status.
What it does for you |
Mark people's status to suppress them from most mailings and some reports. The names or inactive people show in gray in the Person Lookup tool. |
Where you'll find it |
In the Profile Editor, on the Personal data panel. |
General advice |
Your organization will have its own rules as to how to best use this field, but generally you'll use it as described here. |
When dealing with groups of people who are unlikely to volunteer on their own, always work as part of a team and may have varying sizes and memberships, it's not convenient to make a new person record in VSys for each volunteer. Marking a person as a team of people makes this person the sole point of contact for multiple people whose names and information you don't track individually.
What this does for you |
Lets you work with just the contact person for groups of people like a chorus, or a company's employees don't need to be tracked and contacted separately and who likely won't be coming back individually. |
Where you'll find it |
In the Personal data panel of the Profile Editor. Filter teams out or in the person lookup tools or other filters. |
Tip |
These are very different from "Teams" in GMS which are competitive units with clearly defined memberships. |
Tracing is a mechanism that VSys uses to "trace" changes made by users - tracing records form the audit log of all of a user's activities.
What it does for you |
When enabled, lets you see what has been done to a person or some other objects. |
Where you'll find it |
Right-click on an element and select See tracked changes. Enable tracing by going into System Preferences under the Setup panel, then on the Feature enabling panel, check Enable tracing. |
Need more? |
See Purge Old Trace Records for information about clearing out unneeded tracing data. |
How it works |
Whenever a change is made to a person or object, if tracing is enabled, VSys puts a record in the "trace" table. |
Training helps you track what classes your volunteers have taken, and thereby the skills you know you've given them. Jobs can have required trainings associated with them, helping to prevent someone from being assigned that job until he's taken the appropriate training.
Where you'll find it |
Set up training using the Training courses, Training instructors and Training subjects links on the Setup panel. Use the Training courses and results or Training manager links on the User tools panel to track who came and their results. View and edit an individual's training in the Training panel of the Profile Editor. |
General advice |
Taking a training but getting a Status of "Failed" will not allow a volunteer to be assigned a job which requires that training. Giving a Status of "Pending" is usually used when the class hasn't yet been given or the results are not yet known. |
Need more? |
Also see Training Subject , Training Instructors and Training course. |
How it works |
Training is organized into subjects, and then into courses (classes) within that. Volunteers can be signed up for trainings and receive grades as well. |
A course is an instance of a training, for example, a specific class given on Friday, April 13th.
What it does for you |
Lets you organize individual classes when teaching a specific subject. |
Where you'll find it |
Set up courses under Training courses on the Setup panel and in the various training tools. |
General advice |
Set up courses to match the actual classes you're giving. |
Need more? |
Also see Training and Training subject. |
How it works |
Training is organized into subjects, and then into courses (classes) within that. Volunteers can be signed up for trainings and receive grades as well. |
In training, a subject is what the training course is all about. For example, "First Aid", "General Orientation", and "Security" are good subjects.
What it does for you |
Training lets you track what classes your volunteers have taken, and thereby the skills you know you've given them. Jobs can have required trainings associated with them, preventing anyone from being assigned that job until he's taken the appropriate training. |
Where you'll find it |
Set up subjects under Training subjects on the Setup panel. |
General advice |
Define your course training subjects to match the types of training your organization offers or requires. If someone else is doing the training, for example the Red Cross, you can still track that training in your own data. |
Need more? |
Also see Training and Training Course. |
How it works |
Training is organized into subjects, and then into courses (classes) within that. Volunteers can be signed up for trainings and receive grades as well. |
User decryption keys are given to end users for accessing encrypted background check requests and results, as well as other encrypted certifications.
What it does for you |
Given to authorized users, they allow these users to access the encrypted data. These decryption keys can also be revoked later if the user leaves the organization, making the key useless even if the USB thumb drive it's stored on is never returned. |
Where you'll find it |
On a USB thumb drive! Never store these or master decryption keys on a hard drive or network - that would completely defeat their security. |
General advice |
User decryption keys are protected by passphrases. Without the passphrase, the key can't be used. |
Need more? |
See the section Create and Manage Data Encryption Keys for a thorough description of how VSys manages encryption. |
How it works |
Whenever a user tries to access encrypted data, he will be prompted to insert a decryption key. |