VSys One: Volunteer Management Software

Processing Applications

When you open a downloaded application, you see what the applicant entered online with the opportunity to edit any of it as necessary.

You may also see a list of possible matches if VSys thinks that any of the people shown could be the same as the person who filled out the application. While most of them show here because their date of birth is the same, VSys also uses their name, phone numbers and e-mail addresses for the lookup. If the person applying really is one of these people, click on his name and select Update this person. VSys will reload the form and instead of creating a new person when you save this application, you will update the existing person. If you know that the person is already in VSys but you don't see his name here, click on the Select a person to update link to find the person.

The Availability editor here was not visible online, but you can work with it here since it was marked as "Hidden in web interface".

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After making any changes, click on the Accept/reject this application link.


Accept	Don't send an e-mail		Accepts the application and its data, then returns to the previous screen.
	And send an e-mail		Merges this person with the letter type that you select. If you save the merged letter, you'll be prompted to also save the application and its data.
Reject	Don't send an e-mail		Rejects the application and returns to the previous screen.
	And send an e-mail		Merges this person with the letter type that you select. If you save the merged letter, you'll be prompted to also reject the application and continue.
	Ban this IP address (Not in VSys Web Advanced)		Rejects the application and marks the submitter's IP address as banned for two weeks. Use this when you've got a problem with specific people abusing the system.
Request more/updated information (Not in VSys Web Advanced)		Sends the person the letter that you select, and marks the application as needing more information. It will be put on hold until the applicant updates it.

For all of these options, when you select to mail the applicant a letter,

You can edit the content of the e-mail after merging is done but before it's sent. This lets you personalize the e-mail to note specific problems with the application.
If using VSys Web (not VSys Web Advanced), the letter is only sent after the synchronization process is complete and the Send Pending Web Messages tool is run. With VSys Web Advanced, the letter is sent as a regular e-mail directly from within VSys One.

As always, the Cancel button cancels what you're working on and makes no change to the application's status or the person being edited.