User Roles and Responsibilities

Administrator

Your organization needs to have a person designated as the VSys administrator. This person will set up and manage the following tasks in VSys:

• define custom fields and design custom application forms
• manage data backups and perform index rebuilds
• establish settings and customizations for your organization
• perform data and report set up tasks
• establish default values for fields
• set up date, time, and phone formatting
• set various appearance settings
• configure encryption for certain sensitive data

The Administrator tools and Setup panels in VSys are where most of these special tasks are clustered.

Project Manager/Coordinator

Project managers/coordinators are responsible for setting up project-specific data. A project could be an event that your organization is running, or it could be an ongoing operation. At a minimum, the project manager/coordinator needs to establish the following in advance:

• project setup - names, dates, types of people, and other rules
• locations
• jobs, job groups and slots
• delegations
• which job preferences and skills are applicable to the project

Data Entry

Data entry users are responsible for manually entering all of the information about volunteers, such as the following:

• personal information
• photo ID
• skills, needs, preferences
• alerts
• availability
• certifications
• training
• background check requests

These users will also:

• enter information via custom application forms
• update phone numbers and addresses for existing people
• run mail merges
• enter volunteer hours
• mark bad phone numbers/e-mail addresses
• print name tags, badges and credentials
• add people to/remove people from lists

Volunteer Screener

Depending on your organization, the volunteer screener may perform these tasks independently, or along with one of the other roles in VSys:

• submit background check requests to vendors
• decide whether a prospect is cleared to volunteer
• run background check reports
• send letters to accepted/rejected prospective volunteers

This is the only person who will normally use the background check decryption key, and is, therefore, able to access encrypted background check data.