VSys One: Volunteer Management Software

VSys Live Account Activation Letters

When you start using VSys Live, many of your new volunteers will set up accounts when they apply to you. But you will have other volunteers who will come to you through other channels or were with you before you started using VSys Live. These volunteers will need to be informed about their login information and how to access their account.

Using this tool, when you Select recipients Using specific criteria, VSys always adds special criteria to the selection. The volunteer must:

• not have their web account disabled
• have at least one valid e-mail address
• have a blank web password
• not be banned, deceased, archived or a placeholder
• not have logged in via VSys Live in the past ninety days.

Steps in this task

1. Open the tool from the VSys Live panel, under VSys Live tools, by clicking on the Send VSys Live account activation letters link.
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2. Choose the Letter template you want to send, or click on the Edit templates link to define a letter template. There is one built-in letter for this purpose called VSys Live account activation, but you'll need to customize it to your specific needs. (If this letter template does not show, go to the Letters, mailing labels, e-mail panel and choose Letter templates. From the Load built-in templates link add the VSys Live account activation template.)
3. Select either Using specific criteria to designate the recipients using rules, or By adding them individually or from lists to do this manually.
4. If you choose Using specific criteria, use the filters below to select your recipients.
5. There is an additional filter in place for Letter sent. This filter allows you to exclude the people who have already received a letter like this.
6. Click the Merge button and VSys will generate the letters.

Sample VSys Live Account Activation Letter Template

Notes

• If a volunteer does not have a password, his 5-digit Basic ID can be used as his password on VSys Live. For the example above the person's Basic ID is D098C:
  
  
  This is the password which VSys includes in the letter. (Find it in the Personal data bar at the top of a person's profile.) Once he's set a new password, this value can no longer be used.
• For a volunteer whose User ID is blank, he can log in with his e-mail address if no other user has claimed that as their User ID.
• Only one person can use a particular e-mail address as their web User ID. Once one person is using it, no others can use it. They will have to use some other e-mail address instead. See Unique Web User IDs for how to handle two people wanting to use the same e-mail address.
• In the example above, we've also excluded anyone from receiving this letter if he has been sent a letter like this in the past thirty days. This helps to minimize accidental duplicate letters.