Addresses

VSys lets you have multiple addresses of the same kind for the same person, such as a person who has two business addresses. In this case, you should flag one of them as the primary address in order for mail to go to that address. If you have more than one address of a particular kind and neither of those addresses is flagged as primary, then when you select that kind of address to use in your reports and mailing labels, VSys will use an arbitrary address of that kind.

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Field name	Description
Preferred SMS/text message	This is the preferred mobile/cell number for a volunteer to receive an SMS/text message.
Preferred e-mail address	This is the preferred e-mail address for a volunteer to receive an e-mail message.
Kind	Click on the link next to the Kind field and select the new kind of address you want. For example, if you added a new home address and you want to change it to a business address, click this link to change it.
Status	Click on this link to mark the address as the primary address, valid all year long, valid only between specific dates, or invalid altogether. If the address is invalid (or not valid on the current date), VSys won't use it in mailings and reports.
Comments	Comments that you may need to associate with this address.
Copy to Clipboard	Copies the address to the clipboard where it can be pasted into another application.
Contact	Optional, the name of the contact person at this address. Most commonly used for emergency contact addresses.
Relationship	Only available for emergency contact addresses, indicates the relationship of the person to the emergency contact.
(edit sharing)	If a volunteer shares an address with another volunteer, you can connect the two addresses from this link. Note: Depending on your settings, this will share all information - address, comments, status, phone and e-mail - or may exclude the phone numbers and e-mail addresses. This setting is configured in the System Preferences menu in the Advanced section.
Address	Street address only.
City
State/province
Zip/postal	If you enter a zip/postal code while the City and State/province fields are empty, and VSys understands that zip code, VSys will automatically populate the City and State/Province fields for you. Holding your mouse over this field will pop up a small hint with the county associated with the zip/postal code if VSys can determine that automatically. Note: if zip/postal codes cross counties in your area, this may not be accurate.
Country
E-mail	You can also enter e-mail addresses in the phone number fields by setting their Kind to E-mail.

The Preferred SMS/text message and Preferred e-mail address fields apply to all addresses. They apply to the person, not an individual address. A person can have only one Preferred SMS/text message phone number and one Preferred e-mail address.

When your cursor is in any of the address fields, hitting the F2 key brings up a prompt for a postal/zip code. Entering one here will fill the City, State/province and Zip/postal fields automatically if VSys knows this postal/zip code. If this does not work, ask your Administrator to update your zip code tables from the Administrator tools panel.

Phone numbers

To add a new phone number, click the Add link beneath the Phone Numbers and select the type of phone number you want from the drop-down list. For example, click Home. The field appears next to the link, and VSys lists the kind of phone number to the right of the field, in this case, Home. Enter the phone number, including the area code, with or without punctuation. VSys does not require any special formatting in these fields.
To change a phone number's type, click on the link with its type and select the phone type from the drop-down list.
To mark a phone number as a known bad number, right-click on the number and select Known bad. Bad phone numbers and e-mail addresses show in red, e.g.
To prevent a specific mobile number from being used for SMS messaging, right-click on the number and select Don't use for SMS/text messaging. Numbers marked as such will show in yellow, e.g.
To remove a phone number, click on the Delete link next to it.

Adding, changing and deleting addresses

Add a new address by clicking on the Add an address link, then select the type for the new address.
Change an address's type by clicking on the link to the right of Kind:, e.g. Business, and then select the new type.
Set an address's status or mark it as valid only during specific dates, click on the Valid all year link.

An address of type Emergency contact will never be used by VSys for mailings unless it's specifically selected in that mail merge.

Preferred SMS/text messages

Set the preferred SMS/text contact number by clicking the link at the end the Preferred SMS/text message field at the top of the addresses panel. A drop-down menu will appear with the available choices.
Only phone numbers which are not marked as known bad and which have the Kind Mobile can be selected. When VSys tries to send an SMS to this person, if no preferred value is chosen, but one or more mobile numbers are available, VSys will use an arbitrary mobile number.
If you have not added any mobile numbers for this person, click the Add link beneath the Phone Numbers and select Mobile from the drop-down list. Enter the phone number, including the area code, with or without punctuation.
Use the person's contact flags to mark him as "Do not SMS/text message" to prevent him from receiving any SMS messages.

Preferred e-mail address

Set the preferred e-mail address by clicking the link at the end the Preferred e-mail address field at the top of the addresses panel. A drop-down menu will appear with the available choices.
Only e-mail addresses numbers which are not marked as known bad can be selected. When VSys tries to send an e-mail to this person, if no preferred value is chosen, but one or more e-mail addresses are available, VSys will use an arbitrary one.
Use the person's contact flags to mark him as "Do not e-mail" to prevent him from receiving any e-mails.

In This Section

Shared Addresses