VSys One: Volunteer Management Software

Addresses Panel

Address panel in Profile Editor

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 hyperlink next to Kind to change an address's type - for example, home, business or seasonal.
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 associated with this address.
Copy to Clipboard	Copies the address to the clipboard where it can be pasted into another program.
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 person, you can connect the two addresses using this link. 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. The option to configure this is in the System preferences and feature enabling tool on the Setup panel.
Address	Street address only.
City
State/province
Zip/postal	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 values apply to all addresses for this person: 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.

If you enter a zip/postal code while the City and State/province fields are empty, and if VSys understands that zip/postal code, VSys will automatically populate the City and State/Province fields for you.

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 new 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/text messages, 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.

Use the "known bad" feature to record a bad phone number rather than deleting it. This way you won't re-enter a bad number thinking it is current.

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.
To set an address's status or mark it as valid only during specific dates, click on the link next to Status.

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 hyperlink after Preferred SMS/text message 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 set but one or more valid mobile numbers are available, VSys will use an arbitrary valid 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.

SMS options only appear if SMS/text messaging is enabled in your system.

Preferred e-mail address

Set the preferred e-mail address by clicking the link after Preferred e-mail address at the top of the addresses panel. A drop-down menu will appear with the available choices.
Only e-mail addresses which are not marked as known bad can be selected. When VSys tries to send an e‑mail to this person, if no e‑mail address is set but one or more valid 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.

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, when you select that kind of address to use in your reports and mailing labels, VSys will use an arbitrary address of that kind.

Transitions

In versions 2.1 and later, VSys One tracks the changes to individual fields within addresses. Click on the View transitions link, if present, to see what was changed and when.

In This Section

Shared Addresses