System Configuration: System Settings

The System Settings section of your System Configuration is where most of the basic settings for your console are located. This includes enabling different features. See below for more details about each of the fields in this section.

• Time Zone: The time zone in which your organization is located. This setting changes what your default Time Zone is for new events, although that can be set independently, and it also determines in what time zone system log entries are recorded.
• Locale Setting: The location in which your organization operates. This determines some of the required formatting for fields such as phone number and address. If you operate within multiple locations, you can set this option to “Other” for less strict requirements.
• Date Format: The date format that your organization prefers.
• Track Liability Waiver/Medical Release: Determine whether or not you would like to use a physical waiver that would require volunteers to print out and sign a document.
• Track Liability Waiver/Medical Release in CERVIS as: Designation of what the Liability Waiver/Medical Release is called in the CERVIS System for your organization.
• Adult Liability Waiver/Medical Release: If your organization requires a medical release and/or liability waiver to be physically signed in order to participate in events, enter the URL for the location of the adult waiver/release document or online form here.
  • If a volunteer registers for an event that requires a Liability Waiver/Medical Release, and the volunteer does not have one on file, CERVIS will automatically email the form to the volunteer with their Registration Confirmation email.
  • For information about how to upload your waiver to CERVIS, please see our knowledge base article linked HERE.
• Child-Youth Liability Waiver/Medical Release: If your organization requires a medical release and/or liability waiver to be physically signed by a parent/guardian  so that a minor can participate in events, enter the URL for the location of the child/youth waiver/release document or online form here. If this is the same as your adult waiver, leave this field blank. 
  • This entry must begin with http://, https://, or ftp:// to work properly. If you would like CERVIS to host this information, you can use the File Management tool under the System Management section of CERVIS. 
  • If a volunteer registers for an event that requires a Liability Waiver/Medical Release, and the volunteer does not have one on file, CERVIS will automatically email the form to the volunteer with their Event Confirmation email.
  • Please note, that if you choose not to track the volunteer’s Age Group or Birth Date, which are found in the System Configuration under the Information Collection heading, then only the Adult Liability Waiver/Medical Release will be sent to your volunteers.
• Track People in CERVIS as: Depending on your organization, you can designate what you call the people who are in your CERVIS database. For some organizations, they might designate them to be called a Volunteer, Member, or User. This function allows you to customize the database to fit your needs. Please use the singular form of the word.
• Track Attribute #1-3 in CERVIS as: Attributes are an additional form of capturing volunteer information but are more focused on things volunteers have or are able to contribute. Examples would include: Skills, Equipment, Availability, etc.
  • Use the 'S:' field to specify the singular form and the 'P:' field for the plural form of whatever you are tracking.
• Track Primary Phone in CERVIS as: Specify what the primary phone will be labeled as in your CERVIS console. Examples would include: Home, Work, Mobile, Cell, etc.
  • Use the ‘L:’ field to specify the long form of the name and the ‘S:’ field for the short version.
• Track Alternate Phone in CERVIS as: Specify what the alternate phone will be labeled as in your CERVIS console. Examples would include: Home, Work, Mobile, Cell, etc.
  • Use the ‘L:’ field to specify the long form of the name and the ‘S:’ field for the short version.
• Auto Assign Follow-up for new Volunteers: Select whether or not you would like to automatically tag each new volunteer for a follow-up contact. The individual being assigned the follow-up action will see the icon next to the “View / Manage Volunteer Follow-up” link glowing green the next time they log in to CERVIS, notifying them of any assigned follow-ups. For more information about the Follow-up Management menu, see the knowledge base article linked HERE.
• Assign Follow-up for new Volunteers to: If you turn on the auto follow-up for new volunteers, this is where you define to whom you would like to assign the follow-up. Note that this user must have Leadership Team or Administrator level access to your system.
• Send Auto E-mail Notification of Follow-up Assignment: Select whether or not you would like to have the system automatically send an email to the individual being assigned the follow-up action in addition to seeing the follow-up icon glow green when they log in to the system.
• Auto Assign Checklist items for new Volunteers created via QuickReg: Select whether or not automatically assigned checklist items should be assigned to volunteers who create their profile via QuickReg. Automatically assigned Checklist Items will always be assigned to other profiles, when they are created, regardless of this setting.
• Interest Category Contact Person Notification Method: Select the method that the Interest Category Person will be notified by when a volunteer indicates interest in a particular category.
  • If you select “Assign CERVIS Follow-up”, when a volunteer indicates interest in a certain category, the individual being assigned the follow-up action will see the icon next to the “View / Manage Volunteer Follow-up” link glowing green the next time they log in to CERVIS. 
  • If you select “Send Email”, they will receive an automated email whenever a volunteer selects that they are interested in their category.
• Group Leader Notification Method: Select whether or not the Group Contact(s) will be notified via email when a volunteer indicates membership in their group.
• Allow Group Self-Registration: Select whether or not you would like to allow Group Contact(s) to manage their own Group Registrations or Reservations.
  • Selecting “Yes - Reserve Only” allows an existing Group Contact to make a reservation for their group.
  • Selecting “Yes - Register Only” allows an existing Group Contact to register their group in bulk for an event.
  • Selecting “Yes - Create and Register” allows any volunteer to both create a group and register that group for an event.
  • Selecting “Yes - Create and Reserve” allows any volunteer to create a group and make a reservation for their group.
  • Selecting “No” restricts group registrations and reservations to Administrators and Leadership Team members. This is the default setting.
• Allow Group Leader(s) to Access Group Management: Select whether or not you would like to allow individuals with Group Leader access to view the Group Management Dashboard for groups to which they are assigned as the Primary or Alternate Group Contact. This would allow them to complete Group Registrations regardless of the “Allow Group Self-Registration” setting  and add/view notes about the group.
• Allow Event and Group Leader(s) to Create New Events: Select whether or not you would like to allow individuals with Event Leader or Group Leader access to the system to create new events.
  • Selecting “Yes” would allow Event and Group Leaders to create events and make them open to the public.
  • Selecting “Yes - Hidden Only” would allow Event and Group Leaders to create hidden events that wouldn’t be displayed online publicly until an administrator chose to do so. The hidden events could still be shared with volunteers via email or the “Event Registration Code” link.
• Allow Event Organizer(s) to Override Event Registration Restrictions: If enabled, this setting allows Event Organizers to register volunteers for events that they're an organizer for even if the volunteer doesn’t meet that event’s requirements.
• Allow Event Leader(s) to Create New Volunteer Profiles: Select if you would like to allow individuals with Event Leader access to be able to create new Volunteer profiles in the system.
• Allow Walk-in Registration via Sign-in Console: Select whether or not you would like to allow individuals to register for an event via the Sign-in Console, without having registered beforehand.
  • This will allow volunteers to create a profile through the Sign-in Console as well.
  • Selecting “Yes - w/ Reservation Codes” enables volunteers to use Reservation Codes when registering for events via the Sign-in Console. This is the only way Reservation Codes can be used on the day of the event.
• Allow Registration in Overlapping Events/Slots: Select whether or not you would like to allow Volunteers to register for overlapping shifts. Administrators, Leadership Team, and Event Leaders will always be able to register volunteers for overlapping shifts regardless of this setting. However, they will be notified of the conflict prior to completing the registration, if set to “Yes”.
• Print "On-Demand" Nametags from Sign-in Console: This option allows you to print individual name tag labels as a volunteer signs into an event via the Sign-in Console kiosk. To use this option, you MUST HAVE a DYMO® LabelWriter® Printer installed. For more information, please see the knowledge base article linked HERE. 
• Sign-in Console Locations: If you are using CERVIS Sign-in Console kiosks at multiple locations, please specify location names in a comma separated format. For example, if you have a kiosk in the office and one in the warehouse, you will enter: “Office, Warehouse” in this field. If you only have a single location, please leave this field blank.
• Track/Manage Volunteer Events: Events are one-time or recurring opportunities with dates and times associated with them. For more information about the different types of events and projects, please see the knowledge base article linked HERE. Select whether or not you would like to enable these within CERVIS and to what level. 
  • If you select “Disabled” then Events cannot be used.
  • If you select “Enabled – Privileged Login Only” then only those with Administrator or Leadership Team access can create, view and register volunteers for Events. Volunteers will not be able to see or register for these on their own.
  • If you select “Enabled – All Logins” then everyone can view, apply for, or register for events.You have the option to make each event hidden or publicly visible.
• Track/Manage Volunteer Service Projects: Service Projects are long-term opportunities that aren’t associated with a particular date and time, but instead are available during a specific date range. This allows activity to be recorded whenever it is served. For more information about events and projects, please see the knowledge base article linked HERE.  Select whether or not you would like to enable these within CERVIS and to what level.
  • If you select “Disabled” then Service Projects cannot be used.
  • If you select “Enabled – Privileged Login Only” then only those with Administrator or Leadership Team access can create, view and log volunteer hours for Service Projects. Volunteers will not be able to see or apply for these on their own.
  • If you select “Enabled – All Logins” then everyone can view, apply or log volunteer hours for Service Projects. You have the option to make each Service Project hidden or publicly visible.
• Track Volunteer Service Hours: Select whether or not you would like to track the number of hours volunteered in CERVIS. Note: You must track volunteer service hours in order to generate any reports that lists service hours for a specific person, group, interest category, event, or time period.
• Display Service Hours in Event Listing: Select whether or not you'd like to list each event's specific service hours for the volunteers to see when viewing the events online.
• Display Number of Registered Volunteers in Event Listing: Select whether or not you’d like to display the number of volunteers that are registered out of how many are needed and how many slots are still available for your events. Note: Volunteers will always be able to view the number of volunteers needed regardless.
• Enable Sign-In Console "Automatic Sign-out": When enabled, this option will automatically identify and sign-out any volunteers who signed in, but did not sign back out of the sign-in console for any Service Project or for an Event where the service credit hours are set to zero. This search is run in the early morning hours and will automatically assign the selected number of hours to each person signed-out this way.
• Display Service Projects on Event Listing Page (Pre-login): Select whether or not you would like to display both Service Projects and Events together on the Event Listing Page that is visible to the public.
• Display Service Projects on Event Registration Page (Post-login): Select whether or not you would like to display both Service Projects and Events together on the registration page that is displayed after the volunteer logs in.