What is V4S Mobile?

V4S Mobile is an app (Salesforce + Mobile) that helps Nonprofits that use Volunteers for Salesforce (V4S) engage with their volunteers better and be more effective in general. It includes an app installed into Salesforce and an Android/iOS app that volunteers or volunteer-managers install. The mobile app is available in two versions:

  • V4S Personal is meant for volunteers to install on their personal phones (iPhone/iPad/Android). Volunteers can register themselves the first time (after installation), update their availability and skills on their profiles, sign up for/cancel out from specific jobs and shifts and check-in and check-out of specific jobs/shifts.
  • V4S Kiosk is an iPhone/iPad/Android app that can be installed on registered public devices (iPads or Android tablets), for multiple volunteers (or a volunteer coordinator) to use. Volunteers can use the app to check in themselves into a job that they’ve previously signed up for, check out, sign someone up for a job, even register a new walk-in.
  • V4S Roster is meant for orgs that have volunteers who run training sessions for students/others. It helps trainer-volunteers check into their sessions and then maintain a roster of attendees in each session.It is available on iPhones.Ipads and on Android phones.

What is V4S Mobile?

V4S Mobile is an app (Salesforce + Mobile) that helps Nonprofits that use Volunteers for Salesforce (V4S) engage with their volunteers better and be more effective in general. It includes an app installed into Salesforce and an Android/iOS app that volunteers or volunteer-managers install. The mobile app is available in two versions:

  • V4S Personal is meant for volunteers to install on their personal phones (iPhone/iPad/Android). Volunteers can register themselves the first time (after installation), update their availability and skills on their profiles, sign up for/cancel out from specific jobs and shifts and check-in and check-out of specific jobs/shifts.
  • V4S Kiosk is an iPhone/iPad/Android app that can be installed on registered public devices (iPads or Android tablets), for multiple volunteers (or a volunteer coordinator) to use. Volunteers can use the app to check in themselves into a job that they’ve previously signed up for, check out, sign someone up for a job, even register a new walk-in.
  • V4S Roster is meant for orgs that have volunteers who run training sessions for students/others. It helps trainer-volunteers check into their sessions and then maintain a roster of attendees in each session.It is available on iPhones.Ipads and on Android phones.

1.1        Overview

Nonprofits use Volunteers for Salesforce to manage their organization’s volunteer program. Currently nonprofits can integrate a set of webpages on their website that allows volunteers to register, track jobs and log their hours worked. V4S Mobile provides those and related functions on the handset. As a current or new volunteer, you can register on your handset, update your profile and skills, sign up for specific jobs, checkin/checkout from jobs, get push notifications1 from your nonprofit and see details of your past work. All your interactions on the handset are directly synced to your nonprofit’s Volunteers for Salesforce org.

1.2        Why V4S Mobile

V4S Mobile reduces nonprofit admin work, improves volunteer engagement and increases volunteer registrations.

  • Salesforce users at Nonprofits can track in real-time the specific volunteers (and their count) at a job, leading to better coordination and staffing.
  • Volunteers can register on their own, reducing friction in the sign-up process and thereby increasing the probability of more volunteers becoming available.
  • Volunteers can track their time-commitments easily on their own phones, not having to rely on nonprofit personnel having to remind them.
  • Nonprofits can engage better with their volunteers, since they will now have a direct connection, via Notifications1, to all their V4S Mobile users.

Testing V4S Mobile in our test org

You can test out V4S Mobile in our Test org. V4S Mobile is already installed in the org here. To login to our Salesforce org, add/modify jobs and shifts and look at the V4S Mobile dashboard, the User-ID is adminuser@geekslab.com and the password is volunteer20.

You can use V4S Personal to test out what individual volunteers would see on their mobiles OR you can use V4S Kiosk which is the mobile app that you would install on shared mobile devices at job/shift locations. The following two sections give you instructions on installing these apps.

2.1         Testing V4S Personal with our Test org

  1. Download the iOS installable from https://itunes.apple.com/us/app/v4s-mobile/id1156335022?ls=1&mt=8
  2. Download the Android installable from https://play.google.com/store/apps/details?id=com.dftly.v4smobilegeneric
  3. Install it on your iPhone / Android phone, start the app.
  4. Where it asks for an App Key, use datageek-99. You can Signup with own email ID and password. This will get you into our Test org, but will remember your email ID for future logins.
  5. You will first be asked to fill out a more complete profile.
  6. You will then be able to see jobs and sign up for some.
  7. If there’s a currently-running job that you signed up for, you will see it appear on the checkin page. You can log into the Salesforce ID (described below) and set up a current shift for yourself, if you don’t see one available already.

2.2        Testing V4S Kiosk with our Test org

  1. Download the iOS installable from https://itunes.apple.com/us/app/v4s-kiosk/id1192642184?ls=1&mt=8
  2. Download the Android installable from https://play.google.com/store/apps/details?id=com.dftly.v4skiosk
  3. Install it on your iPad / Android tablet, start the app.
  4. Use the following credentials to login to the Kiosk:
    • App Key: datageek-99
    • Email ID: sbundt@gmailtst.com
    • Password: 1234
  5. You will then be able to see shifts for the current day and see any volunteers signed up for those shifts by clicking on the Details button for the Job/Shift
  6. You can sign yourself up for a Job/Shift, by clicking on the “Don’t see your name…” butoon on the Job/shift details page
  7. If you try to register as a new volunteer from the hamburger, you will first be asked to fill out a more complete profile.
  8. Once you’ve registered yourself, If there’s a currently-running shift, you can sign up for it. You will see your name appear in the shift, when the page is refreshed.

Setting up V4S Mobile in your Salesforce org

V4S Mobile consists of two parts – V4S Mobile on Salesforce and either V4S Personal (on volunteer handsets) OR V4S Kiosk (on shared iPads / tablets). At a high level, here are the steps to get V4S Mobile running:

  1. Install V4S Mobile into your Salesforce org from the App Exchange.
  2. You will receive an email with your App Key. Keep that handy; you’ll need it in the next step.
  3. Install V4S Personal or V4S Kiosk onto your mobile device. Use the App Key to register your device

3.1        Install V4S Mobile into your Salesforce org

Search for V4S Mobile on the AppExchange. This takes you to V4S Mobile AppExchange listing. To start, click the Get it Now button on the far right of the listing.

3.1.1 Sign In

If prompted, sign in using your Salesforce credentials or log in as a guest. You may already be logged in. If so, proceed to the next step.

3.1.2 Choose Install Location 

Tell Salesforce whether you are installing to a Production or Sandbox system. Unless you have a Sandbox system and plan to test on that system, we suggest you choose Production.

3.1.3 Package Details and Access Levels

Once inside your Salesforce org, you can review package details and choose the application access levels. Please note, it’s up to you to decide which profiles will be given access to V4S Mobile. You can start with just admins, give all users access, or choose access for specific profiles. V4S Mobile is handled through licenses; nothing is visible until a license is assigned and can be changed later. Click Install when finished.

3.1.4 Approve Third Party Access

The V4S Mobile install process now asks you for permission to allow the dftly.com website to send / receive data from your app. We ONLY store the API Key, API Name and Org Name for your org. We may send some notifications to your users’ handset applications when they use V4S Mobile. No other information is stored in dftly . To install V4S Mobile, you will need to approve Third Party Access.

Click on the check box and click on Continue.

The V4S Mobile app will now be installed in your org, for the access level that you’ve chosen in the previous step.

3.1.5 Install Complete

The V4S Mobile app installs quickly. Once the install is complete, you will see the following screen.

Within minutes of completing your install, you will receive an email in your Admin user’s mailbox confirming the installation of V4S Mobile in your org.

3.1.6 Authorize V4S Mobile to access your org

When your users need to sync their V4S Mobile data to your Salesforce org, they need a secure mechanism to access your org, via V4S Mobile. To support that, you need to let Salesforce know that V4S Mobile can be allowed to access your org.  You only need to do this once, when you install V4S Mobile. Salesforce (and V4S Mobile) remember your authorization for a year (you can always revoke the authorization from within Salesforce).

  • When V4S Mobile is installed for you, you will see it listed in the right-hand-top drop-down menu in Salesforce. Click on the drop down menu (on the right hand side of your screen).
  • Choose V4S Mobile from the drop down. You will see a pop-up page that tells you about V4S Mobile wanting to access your Salesforce org. Click on the Allow button to let dftly access oAuth details from your org.
  • You will get an email from Salesforce asking you to authorize V4S Mobile again, at the end of the year.

3.1.7 Figure out your App Key

You need an eleven-character string called an App Key to use the V4S Mobile app. The App Key uniquely identifies your org to the V4S Mobile app. In all probability, you will have received an email by now, with the App Key shown in it. If so, you don’t need the instructions in the bullets below – move on.

  • In the top-right-hand part of your Salesforce page, you will see the Force.com App Menu. Click on that, click on the Volunteers entry. You will see V4S-related data and a new menu show up.
  • At the end of your menu, you will see a + sign. Click on that. You will see a new page load up, with a list of tabs.
  • Look for one called “dftly V4S Apps”. Click on that. You will a regular Salesforce list with a drop-down above a list. Click on the drop-down to select “V4S APP”, then click on Go.
  • In the resulting list, you will see an entry for “V4S Mobile”. On that same row, you will see your App Key in the App Key column. Please make a note of that eleven-character string – V4S Mobile users will need to this key into the app the first time they use V4S Mobile on their phones.

3.1.8 Set up your V4S Mobile tabs

You now need to setup the V4S Mobile tabs for your org. From the All tabs page, click on the Customize My Tabs button on the right hand side. Add the V4S Mobile tabs – Timesheet Details and V4S Mobile Users – from the Available Tabs to the Selected Tabs on the right hand side.Phew!

Important  Notes

  • V4S Mobile by default takes the oAuth details of the user that clicks on V4S Mobile in the drop down menu (on the right hand top of your menu). All data that is created from the handset app will all carry this User ID as the Created by user.
  • In general, we suggest that you authorize V4S Mobile from your Salesforce Administrator ID.
  • In order to use V4S Mobile in your org, you must already have Volunteers for Salesforce (V4S) installed and available in your org. Without V4S, your V4S Mobile installation will not work correctly and you may see some strange errors.
  • After you install V4S Mobile, you will receive an email with links to the mobile app and an “App Key” – a string of numbers and alphabets that volunteers need to use when they register themselves into V4S Personal on their phones. You can forward / send a separate email to volunteers who need to use V4S Personal, with details of the V4S Mobile App Key and instructions on where to download the V4S Personal iOS / Android app.

3.1.9 Set up V4S Mobile Users

If you plan to use V4S Kiosk, you MUST set up at least one V4S Mobile User in your org. We suggest that you set up one of the Volunteer Coordinators as a User, because they can login to V4S Kiosk and checkin volunteers.

  • Click on the V4S Mobile Users tab on your menu.
  • Click on New.
  • Add the User details.
  • For users such as Volunteer Coordinators, who will be logging into V4S Kiosk, check the isKisok User field.
  • Click on Save.

3.2        Objects in Salesforce

When you install the V4S Mobile app on your Salesforce org, it creates two new tabs – dftly V4S Apps and V4S Mobile Users – in your main menu. The dftly V4S Apps tab will show you the App Key for V4S Mobile. The V4S Mobile Users tab shows you all the users (volunteers), who have registered to use the V4S Mobile app.

The install creates some Custom objects in your org:

  1. dftly V4S App
  2. V4S Mobile User
  3. Timesheet Detail
  4. Notification (in V4S Mobile V1.3)
  5. Notification to User (in V4S Mobile V1.3)

The V4S Mobile installation also does the following:

  • It adds a Custom Field on the Contact to record the timestamp when that Contact registered on the V4S Mobile handset software the first time.
  • It adds a Custom Field on the Volunteer Job to show the timestamp when the related volunteer confirmed his/her acceptance of that job.
  • It creates triggers to update Volunteer Hours from the Timesheet Detail.
  • It creates some reports and a dashboard.

3.3        Installation Notes

  • If you have mandatory columns on your Contact object, the default version of V4S Mobile will not work for you. Please contact dftly for help in such a case.
  • When you install V4S Mobile into your org, you will need to login to your ID in Salesforce in the OAUTH pop-up. Please use a user ID and password that has access to the V4S objects, failing which Salesforce security will not allow updates from V4S mobile to be reflected in your org.
  • When a volunteer registers on his/her handset, V4S Mobile does not use the V4S configuration of the Contact Matching Rule. Instead, it always looks for a Contact with the email ID submitted for registration.
  • When a new volunteer registers on the handset and that person’s email ID is not found among the Contacts in Salesforce, a new Contact (and not a Lead) is created, regardless of whether the V4S configuration says to create a Contact or a Lead (i.e. the Signup Creates Contact If No Match setting is ignored).
  • Any field-validation customizations that you may have done on Contact fields – things like valid ranges, etc. – will not be available in V4S Mobile. The fields themselves will all appear and be editable on the handset, though.
  • Recurring jobs and volunteer assignments in V4S are implemented as recurrence-schedules (recorded in Job Recurrence Schedule and Volunteer Recurrence Schedule) that are expanded by a background task periodically. V4S configuration includes a way to schedule the task, so in effect, recurrence definitions wind up being regular jobs, shifts and hours like any other. So they’re supported automatically in V4S Mobile.

V4S Personal on your phone

Screenshot_2016-09-02-21-37-38.png

You can get the V4S Personal app for your phone (Android and iPhone) from https://itunes.apple.com/us/app/v4s-mobile/id1156335022?ls=1&mt=8 OR from https://play.google.com/store/apps/details?id=com.dftly.v4smobilegeneric or from a URL that your nonprofit will give you.

The image on the left shows the first screen that you will see when you click on the V4S Personal app icon on your handset.

4.1        Register yourself on the device

To register yourself on the handset, you need an App Key, your Email ID and a password. The information provided here lets you register yourself with the specific nonprofit that you work with.

App Key: you should get this in an email from your nonprofit

Email ID: the email ID that your nonprofit knows you by

Password: a new password that you will remember for login.

Once you have registered yourself on the device, you will only need your password to login to the V4S Personal app on your handset.

4.2        Your profile

The first time that you login to V4S Personal, if you’re a new volunteer, you will need to set up your profile. You’ll need to enter some basic information about yourself, the skills that you have and the hours that you’re able to volunteer. Put in your contact information and the details of your skills and availability for volunteering based on the labels in the app.

If you are already in the Org as a Contact, you will be taken directly to the Job List. You can change the details of your profile at any time by going to the My Profile menu item. Changes are automatically reflected in your nonprofit’s data.

4.3        Job List

Screenshot_2016-09-02-21-35-31.png

You will see a list of the jobs that are available, that you have previously signed up for or that have been assigned to you by your nonprofit on the Jobs List page.

The jobs show up with the most recent job showing first. Clicking on any job takes you to the details for that job along with the shifts associated with that job.

The List has a Filter control on the top right. You can click that to bring up various ways to filter the data in the list – just your accepted jobs/shifts, just shifts today and so on. Click on any of the buttons on the pop-up and you’ll see the list filtered as selected. You can also Search for Jobs/Shifts by entering a string in the Search box. For example, you could look for shifts in a specific location.

Screenshot_2016-09-02-21-35-54.png

4.4        Job Detail

The Job Detail screen gives you more details about the job, including a link to a map that shows the job/shift location and any shifts that exist for the job. You can choose a specific shift for which you want to volunteer.

On each Shift, you will see one of three buttons – a blue Accept on shifts that you’ve been assigned but haven’t confirmed for, a green “I’m in!” for shifts that you could sign up for on your own (i.e. you  haven’t been assigned to the shift, but want to go anyway) or a red Cancel on shifts that you’ve signed up for earlier.

  • If you have already signed up for a specific job / shift, it shows up with a Cancel button next to it.
  • If you have not yet signed up for a job / shift, it shows up with an “I’m in!” button. To volunteer for that job, click on the “I’m in!” button and you’ll be marked as a confirmed volunteer for that job/shift.
  • If a job / shift has been assigned to you based on the availability details that you’ve put in previously, you will see an Accept button next to it, so you can confirm that you will be there.

When you click on the button for a specific job/shift, you will see a small screen pop up, where you can key in the number of volunteers that you can take with you to that specific job/shift (the number includes yourself!). Please remember that if you Cancel from a Job / Shift, any additional volunteers that you had added to the job/shift will also be removed from that job/shift.

Notes:

  1. Currently, the only way to change the number of additional users for a specific job/shift is to Cancel yourself from the job/shift and sign up for it again. At that time, you can add in the correct number of additional volunteers.

4.5        The Menu

V4S Personal has a menu that you can get to by clicking on the three lines at the top-left corner (also called the “hamburger”). You can get to all app functions from right there.

4. 6         Logging time to a job/shift

Screenshot_2016-09-02-21-36-46.png
  • When you start work on the shift that you signed up for, click on the Checkin link on the hamburger on the top left hand side of your screen. You will see the job/shift that you are confirmed for at this particular time. Swipe the smiley face to the right to Checkin to start recording your time.
  • If you don’t see the job that you’re working on, that’s probably because you’ve not accepted or signed up for that specific job. You can fix that by going to the Job List, clicking on the right job and clicking on the “I’m in” or “Accept” button on the shift that you’re working on.
  • When you have completed your shift/job, swipe the smiley to the left to check out of the job/shift. The start and end times and the duration of the job will be automatically recorded in Volunteers for Salesforce.
  • The Sites pages that V4S includes use a number of FIeld Sets for their display. V4S Mobile uses only one of them – the VolunteersSignupFS Field Set – in its configurations. Other V4S Mobile pages – the job listing and job details, for example – are not driven by the fields in the relevant Field Sets; they show all relevant fields from the object, instead.
  • Fields on the handset’s Profile page are driven by the VolunteersSignupFS Field Set in that all fields in that Field Set appear on the handset. Any Salesforce customizations in terms of data-validation – ranges, formulae, etc. – are not reflected on the handset, though.
  • The Profile page does not yet support fields of type Date and Datetime.
  • In order to keep the user-interface easy-to-use, the Checkin page checks for jobs/shifts that you’ve confirmed for, started not more than two hours ago or starting in the next hour, have at least an hour to complete. If none are found, it offers to take you to the Jobs List. The challenge is, if there are more than 1 jobs that a user has accepted in that 4-hour window, s/he will see only one of them to check into.
  • It is possible that, due to data-changes within Salesforce, you have more than one Volunteer Hours entry for a given job/shift. When a V4S Personal user signs up for such a job/shift, ALL the related Hours records are marked Confirmed. If s/he cancels, all related records are cancelled.
  • In your Salesforce org, it is possible to define more than one app key. You could use this to trigger different processes inside Salesforce for different sets of V4S Personal users, if that’s necessary.
  • Between using the pages on the nonprofit’s website and using V4S Personal, you will see some significant differences in operation. With V4S, you have complete control on your profile, so you don’t need to email or call someone if you want to change you address, skills and so on. And when you decide to sign up for a job or cancel from one that you’ve signed up for, you can make those choices on your phone without having to key in all your information again on a webpage. But it also forces some new ways of doing things: for example, to be able to check in and check out of a job, you first need to accept it or sign up for it. And you need to checkin and checkout during the term of the job, i.e. when you’re actually on it, not later.