The Web Terminal Settings dialog controls nearly every aspect of the way your volunteers view and experience the Web Terminal. Visit this area of the program to adjust automatic notifications, control how web forms are processed, decide what volunteers can change on their profiles, customize your organization’s enrollment form, and more.

Note: The settings shown in each screenshot are the default settings that are in place when you first purchase VSP.

General

Terminal URL
This is the unique URL (web address) for your organization’s Web Terminal. Clicking this URL brings you to your organization’s Web Terminal login screen. You can click the “Change…” button to the right to change the customizable ID at the end of the URL (be careful when changing this, as any volunteers who have bookmarked the old URL will no longer be able to access the Web Terminal!).

Organization name
This is the name you chose for your organization, which appears at the top of your Web Terminal login screen. You can change it using the “Change…” button.

Allow volunteers to log in to the Web Terminal at this time
When checked, volunteers can log in to the Web Terminal. Generally, you will want to leave this checked, unless you wish to disable the Web Terminal.

Allow direct links to live schedule posts (so full schedules can be viewed without logging in)
When checked, links to Live Schedule Posts are public, so that anyone with the link can view the schedule. This is helpful if you wish to email the schedule to people who are not in VSP, or if you want to post it on your organization’s website.

Enable family members to access (switch between) each other’s accounts
When logged in to the Web Terminal, people in a Family Grouping will see an option to switch to another family member’s login in the upper right hand corner of the Web Terminal, if this box is checked.

Send me an email daily that lists any pending web forms that need to be processed
Checking this box will send you an email in the morning if there ar any pending web forms that need to be processed in the Web Forms pane.

Show a header image at the top of the Web Terminal (for custom branding)…
Checking this box allows you to upload an image file from your computer to use as a header on the Web Terminal. Available only with the Standard Edition.

Time zone (for iCal and Google Calendar syncs)
Choose your time zone. “Unspecified” defaults to the time zone on your computer.

Reset to Defaults
Clicking this will reset all of the settings in the Web Terminal Settings to their default.

Enrollments

Enrollments in VSP refer to a non-volunteer signing up to be a volunteer through the Web Terminal. For many organizations, this is how volunteers first get connected and enter in their current information. When a volunteer signs up to be a volunteer, an enrollment web form is generated, which is either processed manually by an administrator, or automatically by VSP, depending on your settings. When an Enrollment Form is processed, a volunteer profile is automatically created in VSP for the person who submitted the form. The Enrollments pane in the Web Terminal Settings dialog controls the settings that allow enrollments, determines the information a volunteer is allowed or required to provide, indicates how web forms are processed, and allows you to edit the settings and content of the confirmation email sent to the volunteer.

A video tutorial for this topic is also available.

Enrollments (main)

Allow volunteers to submit enrollment forms
When checked, your enrollment form is live. This means anyone with a link to the form can fill it out and submit it to enroll in your organization.

Enrollment URL
This is the unique URL for your organization’s enrollment form, which new volunteers can fill out to express interest and get involved in your organization. Click “Copy URL…” to copy the URL to your clipboard, so you can add it to your organization’s website or send it to your email contacts in an email. You can either click OK or “Copy Icon” to copy the HTML code for a VSP button that you can add to your website.

Put a “Sign up now” link to the enrollment form on the Web Terminal login page
When checked, a link inviting new volunteers to enroll will be added to the Web Terminal login page. This way, if a new volunteer ends up on your login page, they know how to get involved!

Customize the text at the top of the enrollment page
Checking this box allows you to change the text that appears at the top of the enrollment form. You can add an introduction that is appropriate for your organization, and even link to externally hosted documents like guidelines, regulations, a waiver, and more.

Automatically process enrollment forms (i.e. create new volunteer or re-activate existing)
Checking this box means that VSP will automatically process new enrollment forms. Upon form submission, the volunteer will be automatically added to your database, and, by default, receive a confirmation email with their Web Terminal login information. For events with many volunteers enrolling in a short period of time, you may wish to check this box. For other organizations, where volunteers need to go through a training process and approval before volunteering, you may wish to leave this box unchecked and process enrollments manually in the Web Forms pane of the program.

Send an email when an enrollment form is processed to the volunteer who was enrolled
When this box is checked, the new volunteer will receive a confirmation email as soon as their enrollment form is processed (either automatically or manually). You can edit the text of the email by clicking “Edit Email Body…” and editing the default text of the email. To send a copy of these confirmation emails to the “From” address, check the “Bcc these emails to me (or to the “From” address)” box. By default, this confirmation email will include a link to the Web Terminal and their username and password so they can log in and get started!

General Info

Use the controls in this pane to select which fields volunteers can see and edit in the enrollment form. This includes phone number, address, email, SMS and email preferences, and any custom fields you have added to the program.

Jobs

This pane controls whether volunteers can select which jobs interest them in enrollment. By default, jobs are not included on the enrollment form. You can choose to allow volunteers to select only certain jobs, if there are others which require more training or knowledge. If a volunteer selects a job in the enrollment form, when the form is processed, they will be qualified for that job in the program.

Shift preferences

You can collect shift preferences during enrollment to get a sense for volunteers’ availability. If you have set up recurring shifts, new volunteers will see these shifts and can choose at which they prefer to volunteer. If you generally prefer that volunteers sign up for specific dates (self sign-up scheduling), including this section on your enrollment form is not necessary.

Locations

You can allow volunteers to specify which location they would like to serve at and list a description, such as the address, of each location.

Serving frequency

You can request that volunteers indicate how often they wish to volunteer using the controls in this pane. This will alert you if you try to schedule a volunteer more than their preference indicates when manually scheduling, and will be used by the auto-scheduler to place a volunteer the preferred amount on the schedule.

Unavailable times

Volunteers can submit when they are unavailable to volunteer using these controls.

Assignments

You can optionally allow volunteers to select specific dates and times at which they wish to volunteer, right on the enrollment form itself. This is extremely helpful if you are recruiting volunteers for a one-time event, as they can submit their info and sign up for shifts all in one place. By default, volunteers can’t request assignments during enrollment, but you can change that in this pane.

Notes

By default, volunteers can submit a free-form section of notes to indicate anything that was not included in the other sections of the enrollment form. In this pane, you can choose to have those notes added to a volunteer’s profile (so you can view them later).

Assignments

Assignments in VSP refer to a volunteer signing up for an unfilled position in the Web Terminal. For many organizations, this is how the majority of their positions are filled. When a volunteer signs up for an open position, an assignment web form is generated, which is either processed manually by an administrator, or automatically by VSP, depending on your settings. The Assignments pane in the Web Terminal Settings dialog controls the settings for whether certain jobs allow assignments, how web forms are processed, the settings and content of the confirmation email sent to the volunteer, and assignment cancellations.

Allow volunteers to submit assignment forms (i.e. sign up for unfilled positions)
Checked by default, this setting allows volunteers to sign up for open positions through the Web Terminal.

Only allow self sign up in these jobs
Check this box if you need to limit self sign up for certain jobs. Select “click to specify” to define for which jobs volunteers can sign up.

Automatically process assignment forms (i.e. fill the related unfilled position)
Checking this box means that VSP will automatically process new assignment forms. When an assignment form is processed, the volunteer will be automatically added to the selected position and receive a confirmation email. If the box is not checked, an administrator will need to manually approve the assignment forms in the Web Forms pane for the form to be processed.

Send an email when an assignment form is processed to the volunteer who was assigned
When this box is checked, the volunteer will receive a confirmation email as soon as their assignment form is processed (either automatically or manually). You can edit the text of the email by clicking “Edit Email Body…” and editing the default text of the email. To send a copy of these confirmation emails to the “From” address, check the “Bcc these emails to me (or to the “From” address)” box.

Don’t allow assignments that would schedule a volunteer for over # hours in a week
Checking this box limits the number of hours each volunteer can assign themselves through the Web Terminal.

Allow volunteers to sign up for overlapping shifts
When checked, a volunteer can fill shifts simultaneously, even though they overlap.

Allow volunteers to cancel assignments
When this is checked, volunteers will see a “Cancel” link to the right of their scheduled shifts in emails and on the Web Terminal, instead of “Request sub.” Some organizations prefer this method because, when a volunteer cancels an assignment, they are immediately removed from the position, and the open position can be filled by any volunteer who is qualified to fill it. No emails are sent to other volunteers when someone cancels an assignment, as they are when a swap is requested. By default, canceling assignments is disabled in VSP. You can further refine in which jobs assignments can be cancelled, how many days before a shift they can be cancelled, restrict cancellations to only assignments volunteers signed up for themselves, or require that these cancellation forms be manually processed.

Swap Requests

Requesting a substitute for a position triggers an email to all the other volunteers qualified in that job, notifying them that the original volunteer needs a substitute. The original volunteer is still considered scheduled until someone else fills the substitute (“sub”) request. When a volunteer receives a sub request email and decides they want to fill in, they simply click a link in the email they received to sign up. The original volunteer will then receive an email confirmation that the position has been filled. By default, volunteers have the ability to request subs for assignments they can’t make.

Trades can be initiated by a volunteer who is responding to a sub request. He or she can propose to trade the original volunteer for one of his or her scheduled assignments. If the original volunteer accepts the trade, the two will be switched on the schedule. If the original volunteer declines the trade, then the position remains open until another volunteer accepts or proposes a trade. Trades are disabled by default, and can be enabled in the appropriate pane of the Web Terminal Settings.

A video tutorial on this topic is also available.

Swap Requests (main)

In VSP admin program, the term “swap request” is used to refer to substitute requests. Online, volunteers see the term “sub” rather than “swap.” When a volunteer requests a sub, an email can be sent to other volunteers in the job to notify them of the open position.

Allow volunteers to submit swap request forms (i.e. request substitutes)
This setting, checked by default, allows volunteers to request subs for their scheduled assignments. When this is checked, volunteers will see a “Request sub” link next to their assignments in emails and on the Web Terminal.

Only allow swap requests in these jobs
Check this box if you need to limit swap requests to certain jobs. Click where it says “click to specify” to define in which jobs volunteers can request subs.

Automatically process swap request forms (i.e. flag the related position as “swap requested”)
Checking this box means that VSP will automatically process swap request forms. If swap request emails are turned on, as soon as a volunteer clicks “Request sub,” an email will be sent to volunteers who can fill in for that position and the position will be listed as swap requested online. If the box is not checked, an administrator will need to manually process the swap request forms in the Web Forms pane of VSP in order for the position to change online or trigger any emails to be sent.

Send an email when a swap request form is processed to all volunteers who can fill the request
If this box is checked, when a sub is requested and the swap request form is processed, volunteers available and qualified to fill in will receive an email inviting them to fill the request. You can edit the text of the email by clicking “Edit Email Body…” and editing the default text of the email. To send a copy of these request emails to the “From” address, check the “Bcc these emails to me (or to the “From” address)” box. You can also exclude certain volunteers who have asked to be removed from these emails by checking “But don’t send such swap request emails to | these volunteers…” and selecting the volunteers’ names or filtering for categories of volunteers to remove.

Allow volunteers to cancel sub requests
If this box is checked, volunteers can cancel a previous sub request if they realize they are available for their assignment after all. Checking the following box automatically processes cancel swap request forms.

Don’t include positions that have been flagged as swap requested
If this box is checked, volunteers who have requested a swap that has not been filled will not get a reminder that they are still scheduled.

Swap Accepts

The Swap Accepts sub-pane on the left controls the settings of swap accepts, including whether they are processed automatically or manually, the content of the confirmation emails sent, and more.

Trades

The Trades sub-pane on the left controls whether volunteers can propose to trade shifts. Trades are not on by default but can be turned on by adjusting the settings here.

Profile Changes

The Profile Changes pane of Web Terminal Settings controls which elements of volunteer profiles are visible and editable by volunteers themselves. With the exception of the Assignments section, the controls in this pane are very similar to those in the Enrollments pane – please refer to that section for more details on each sub-pane. Note that you can choose to “Automatically process profile change forms” so that changes made by volunteers are automatically added to their profiles without needing your approval in the Web Forms pane.

Auto Reminders

VSP sends automatic emails and text messages to volunteers to remind them of upcoming shifts and alert them to openings that they can fill. These notifications help reduce no-shows at your shifts, and help get your open positions filled. The three types of notifications are outlined below.

Automatic email reminder

By default, VSP will send an email reminder to a volunteer two days before their scheduled shift in any Live schedules. You can edit the settings for this reminder, including how many days before a shift it should be sent, the content of the email, and other important pieces.

Send automatic email reminders to volunteers before each of their scheduled dates
Check here to enable the email reminders.

Subject
Use this box to edit the subject line of the automatic emails

Edit Email Body
Click here to change the content of the sent email. Body must include the {{AutoEmailReminderShifts}} token to function properly. Default body reads:

Dear {{FirstName}},
Please remember that you are scheduled for the following positions {{InNDays}}:
{{AutoEmailReminderShifts}}
You can see who else is scheduled at that time and access other information about the shift by clicking the date of the shift. To see your full list of scheduled times you may log into your Web Terminal at:
{{WebTerminalHomePageLink}}

BCC these emails to me (or the “From” address)
Checking this box will send a copy of the email reminder (with tokens as displayed above), and a list of the email addresses to whom it was sent, to the designated “From” Address as defined in that area of the Web Terminal Settings dialog. This can be helpful in tracking which emails are sent, when they are sent, and who is receiving them. If you only have one default “From” Address listed, that address will be the “From” Address for auto reminders. If you have job-specific “From” Addresses set up, then the “From” Address on an auto reminder, will be the one related to the position outlined in the reminder.

Send these email reminders # days before any scheduled date (by default)
Editing the number in the box changes the default day the email is sent. This can be overridden by volunteers if given that choice in the My Profile tab or Enrollment form.

Only send reminders for these jobs
Checking this box allows reminder emails to only be sent to volunteers scheduled in a specific job. Click where is says “click to specify” to select those jobs.

Don’t send automatic email reminders to | these volunteers
By checking this box, you are able to specify that certain volunteers do not receive reminder emails. This can also be controlled on an individual basis in the Volunteer pane using the drop down next to each individual’s E-mail field.

Automatic text reminder

VSP can be configured to send a text message reminder to a volunteer a certain number of hours before their scheduled shift. Text reminders are not turned on by default in VSP, and cost an additional $0.02 per text sent and received, should you enable volunteers to reply.

Send automatic text message reminders # hours before volunteers’ scheduled times
Click here to enable text message reminders and set how far in advance of a shift they are sent. When you check this box for the first time, you will be taken to the Client Login area of the VSP website to set up your SMS settings.

Text
Change the message itself. Default text reads:

Hello {{FirstName}}! You are on as {{Position}} at {{ScheduledTime}}. (To text the other volunteers working this shift reply to this msg.)

Test
Click to send a text message to the number you specify to receive a test message sent with tokens. Note that tokens will not be filled in for a test.

Only send reminders for these jobs
Allows reminder texts to only be sent to volunteers scheduled in a specific job(s). Click where is says “click to specify” to select those jobs.

Only send reminders for these shifts
Allows reminder texts to only be sent to volunteers scheduled in a specific shift(s). Click where is says “click to specify” to select those shifts.

Don’t send automatic text message reminders to | these volunteers
Allows you to specify that certain volunteers do not receive reminder texts. This can also be controlled on an individual basis in the Volunteers pane using the drop down next to each individual’s Cell field.

Send replies to all scheduled volunteers
If checked, when a volunteer replies to a message, all volunteers of that shift will receive the response. Please note: this will charge $.02 per person to whom the reply is sent.

  • But only in the same job
    Limits replies to all volunteers in the shift and the same job of the reply text.

Send replies to this number
Sets the phone number that reply messages are sent to and enables the ability to send replies.

Automatic available positions email

By default, VSP will send a weekly email to volunteers on Wednesday afternoon (around 5pm local time), letting them know about upcoming unfilled positions for which they are qualified to volunteer.

Send an automatic email each week advising volunteers of positions and subs yet to be filled
Enables Unfilled Positions emails to be automatically sent on a weekly basis.

Subject
Use this box to edit the subject line of this automatic email.

Edit Email Body
Click here to change the content of the email. The body must include the {{AllAvailablePositions}} token to function properly. Default body reads:

Dear {{FirstName}},
The following positions and sub requests are still pending for this week:
{{AllAvailablePositions}}
You can see who else is scheduled at that time and access other information about the shift by clicking the date of the shift. To see your list of scheduled times you may log into your web terminal at:
{{WebTerminalHomePageLink}}

BCC these emails to me (or to the “From” address)
Checking this box will send a copy of the email reminder (with tokens as displayed above), and a list of the email addresses to whom it was sent, to the designated default “From” Address as defined in that area of the Web Terminal Settings dialog. This can be helpful in tracking when emails are sent, and who is receiving them.

Send these emails on [day] afternoon
Allows you to set the day on which the Available Positions email goes out each week.

Only include these jobs
Allows Available Positions email to only be sent to volunteers scheduled in a specific job.

Shift Leaders

Administrators of VSP can declare shift leaders: volunteers with elevated privileges through the Web Terminal. Shift leaders can be given access to just particular jobs and shifts, and can be given any or all of the following privileges:

  • Scheduling volunteers, adding or removing positions from shifts, and tracking attendance on the schedule
  • Emailing volunteers
  • Requesting subs on behalf of other volunteers
  • Posting notes to shifts online

Shift leaders access their privileges by logging in to the Web Terminal and going to the Admin tab, which appears only for Shift Leaders. There is an email template, called “Introductory Email – For Leaders,” built into VSP’s Emailer which we recommend sending to shift leaders as an introduction. This email includes instructions on logging in, their username and password, and a link to a video tutorial that demonstrates how to use the program.

Declare Leader
This button will allow you to choose a shift leader from the list of your volunteers.

Remove Leader
This will remove a selected shift leader from the list of shift leaders, removing all of their administrative privileges

Once a Shift Leader has been declared, you can use the following to customize their privileges:

Jobs
Here you can set for which job(s) the volunteer is a leader.

Shifts
Here you can set for which shift(s) the volunteer is a leader.

Privileges
Here you can set which privileges a shift leader has: Send emails to their volunteers, Request subs for their volunteers, Add notes to their shifts, and Edit assignments within their shifts.

“BCC emails from processed Web Forms to related shift leaders”
Checking this box will send copies of all emails generated by Web Forms to the related shift leader.

“From” Address

All automatic emails that are configured in the Web Terminal Settings box will have the same “From” address, and will be the address to which all of the replies from your volunteers will be sent. For any email that is sent to only one job (like an auto reminder), an email can be sent from a job-specific “From” address, but emails sent to multiple jobs will always use the default address.

To change the default “From” address, type over the information listed in the “’From’ names for all emails sent” and “’From’ address for all emails sent” fields.
To specify that the “From” address change when an email is sent to only one job, select the second radio dial reading “Change the ‘From’ name address depending on the jobs related to the form” and click on the job to set its individual “From” name and address.

Sign-in Kiosk

Note: Kiosk is only available with the Standard Edition of VSP.

Track attendance easily and accurately with VSP’s Sign-in Kiosk – accessible on both tablets and computers. People can sign in when they show up to serve with just a few clicks. Leaders can see exactly who has checked in, both at the shift and after the fact, for simple reporting and follow up.

Enable the Sign-in Kiosk (to track attendance)

This first check box allows you to turn on the kiosk so it is available to use. No additional set up is required!

Kiosk URL

This is the web address you will use when accessing the kiosk via the internet on any computer or tablet. Click the “Copy” button to copy the URL so you can paste it in an email for use on any device.

Allow sign-ins up to [x] minutes before and [x] minutes after the start of each shift

The default is to allow sign up starting 60 minutes before and 10 minutes after any shift, but you can customize these settings here.

Do not flag volunteers who have requested swaps as “No Shows”

This allows you to consider volunteers who requested a sub as no longer being responsible for filling the position. Alternatively, leaving this box unchecked will marked swap requested volunteers as No Shows if they do not sign in or have someone volunteer in their place using the kiosk.

Put all un-checked-in positions up for grabs [x] minutes before each shift starts

The default setting for this option is 10 minutes. This allows positions that do not have a volunteer signed in (whether they are flagged as swap requested or not) to be able to be filled in by any volunteer who is qualified for the position in VSP.

Enable the kiosk only for these jobs

This allows you to let the jobs selected use the kiosk, but for those jobs not listed, no attendance data will be taken.

Enable the kiosk only for these shifts

This allows you to let the shifts selected use the kiosk, but for those shifts not listed, no attendance data will be taken.

Dead end message

The default for this section reads: “Sorry, we can’t find the position for which you are attempting to check in. Please contact your coordinator for assistance.” Type in the text field to customize this message.

This will be displayed whenever the kiosk cannot check a volunteer in for a particular position.