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How to Use VOLink

The Frequently Asked Questions section discusses small tips and common questions regarding VOLink.  If you have more questions or would like to schedule a demonstration on how to use VOLink more for your organization, please contact Jordan Smith at jsmith15@utk.edu.


It is important that you keep your organization current in the VOLink system.  Keeping an up-to-date roster, advisor, and officer information is most important as this will insure that you organization receives special alerts and access to funding. It is simple to update your organization…

Don’t forget, you can always give more access to other members of your group by “Managing Positions”.

  1. Log in to your campus site.
  2. In the top bar, click on My Shortcuts to view all current organizations you are a member of.
  3. Click on the name of your organization and you will be taken directly to your organization’s site.

OR

  1. Go to My Involvement at the top of the page, then select My Memberships.
  2. Click on the name of your organization to expand the options.
  3. Click on “Organization Site” to the far right.

It is important for student organizations to keep their VOLink profile up-to-date in order to receive essential information regarding their student organization from the Center for Student Engagement. It is the responsibility of the organization leaders to update all rosters at the time of a leadership transition. For further assistance, please contact the Center for Student Engagement.
The Annual Registration Period is an opportunity for organizations to update organization officers, roster members, advisors, contact information, and various pieces of information. However, at times a leadership transition may occur outside of the Re-Registration Period, it is important to keep your organization officers up-to-date. Whenever a change is made, it is up to the outgoing president to make changes. Changes can be made simply following these instructions:

• Log-in to VOLink (access by visiting go.utk.edu)
• Navigate to your organization’s page
• Click “Roster” on the center of the task bar
• Click “Manage Roster”
• Next to each person on the roster it will have a button that says “Edit Positions”
• Click that button for each person whose position needs to be changed
• To change the Primary Contact, select the “Edit” Symbol on the top-right of the box, select the name of the new Primary Contact
*Many organizations tend to use the President of the Organization as the Primary Contact

Wall Posts

Log in to your campus site.
Go to your organization’s page.
Type in the text field below “Wall”.
Click “Post”
Your post will automatically be added to your organization’s wall. Anyone in your organization can post/comment on your organization’s wall. However, only primary contacts and other officers can remove any post or comment that is inappropriate or unwanted.

News Articles

• Navigate to your organization’s page.
• Go to “News” on the left of the Task Bar
• Click on “Create Article”.
• Enter the Title, Summary, and the full Story (text) of the article. You can use the text editing features to customize the style of the Story of your article.
• Upload an image to be displayed with the Summary in the News ticker.
• Specify who can view the article.
• Click “Save Article”.

*Only officers of your organization can post News Articles. Your article will automatically post to your organization’s wall and will appear in the news ticker on the Home page for members of your organization only.

Photos

  • Log in to your campus site.
  • Go to your organization’s page.
  • Go to Photo Gallery on the left side of the page.
  • Click “Create Album”.
  • Enter a name for the album and a brief description.
  • Indicate who can view the photo album.
  • Click “Create Album”.
  • Click on the title of the album.
  • Click “Add Photos”.
  • Click “Choose Files” to select all of the files you’d like to include in an album.
  • Click “Back to Album” once all photos have been uploaded to the album.

Documents (such as your meeting minutes)

  • Log in to your campus site.
  • Go to your organization’s page.
  • Go to Documents on the left side of the page.
  • Constitutions can only be updated during the registration process.
  • Click “Upload” in the upper left corner.
  • Click on “Choose File” to select a file to upload. Files must be less than 4 MB in size.
  • Provide a title and brief description of the document.
  • Indicate the type of document from the drop-down menu.
  • Click “Submit Request”.

There is also an option to add a folder to organize your organization’s documents.

  • From the Documents Page, select “Add Folder” on the right.
  • Enter a Title and select the Permission, for which groups can see the Folder
  • Click “Add”


From your organization’s page:

  1. Go to Manage on the left side of the page. Organization Interests are displayed by default.
  2. Available interests are displayed in the left module. Interests currently associated with your organization are displayed in the right module.
  3. Click on an available interest for your organization to add it to the right module.
    • Once interests have been associated with your organization, you can rank those that are the most pertinent to your organization.
  4. Use the arrows (which will appear when you hover over the interest) on each interest to arrange them in the ranked order most appropriate for your organization.
    • The site updates automatically with every action.

Invite New Members to Join

From the Roster option on your organization’s page:

  1. Click “Manage Roster” at the top of the page.
  2. Click on “Invite People” at the top of the page.
  3. As you add e-mail addresses, they will be moved below the tabbed module to the complete list of people to be sent invitations.
  4. Select a position for specific users to join the organization as, including Member.
  5. Click “Send Invitations” when all people have been added to this list.

Approve New Members

New members can join by locating your organization on the campus site. You must Approve these new members before they are added to the organization’s roster.

  1. Go to Roster on the left side of your organization’s page.
  2. Click “Manage Roster” at the top of the page.
  3. Go to the Prospective tab.
    • Pending members are those you invited and must accept your invitation.
    • Prospective members are those who found the organization and indicated they wanted to join.
  4. Review the users who are awaiting membership approval.
  5. Click “Approve” or “Deny” next to each user.
  6. Confirm action.


From the Roster option on your organization’s page:

  1. Click on “Manage Roster” at the top of the page.
  2. Locate the member you’d like to promote to an officer position on the Current tab.
  3. Click “Edit Positions” to the right of the member’s name.
  4. Select each Position that the member should now have.
  5. Click “Save”.


From the Roster option on your organization’s page:

  1. Click the “Manage Positions” link.
  2. A list of all the current positions available for your organization will be listed. Some of these may be organization created, while others may system-wide positions.
  3. Click the “Create New Position” button at the top of the page.
  4. Identify the name of the new position.
  5. Select the type of position most appropriate for the new position.
  6. Set the following options as appropriate:
    • Show holders of this position on the organization’s roster: The user holding the position is visible on the organization’s roster.
    • Active: The position is available for a user to hold. If this is not checked, the position will only be available to be added as held in the past.
  7. Grant the position No, All, or Limited access to the organization’s site. Limited access allows you to select each aspect of the organization’s site that the position should not access, have Full access to, or only be able to View.
  8. Click “Create”.

  1. Log in to your campus site and go to your organization’s page.
  2. Go to Events on the left side.
  3. Click on “Create Event”.
  4. Enter the Name, Location, Start Time, and End Time. These fields are required.
  5. Enter a brief description of the event.
  6. Indicate if you’d like to include a link to Google Map to the location of the event.
  7. Indicate if you’d like to include a link to the weather information regarding the event.
  8. Attach a flyer to associate with your event. Supported files include image files (jpg, jpeg, tif, tiff, gif, png, bmp), office files (xls, xlsx, ppt, pptx, doc, docx, pub, rtf) and html, htm, mht and pdf.
    • If a flyer is not uploaded, the event will not display on the Event Flyerboard on the Home page.
  9. Specify the type of event:
    • Public: Anyone who accesses the site will be able to view this event.
    • Campus Only: Any logged-in user can view this event.
    • Organization Only: Only members of your organization can view this event.
    • Invitation Only: Only those invited to this event can view it.
  10. Identify any Categories that the event falls under. You can add as many Categories as appropriate by continually selecting them from the drop-down menu.
  11. Specify the RSVP Option for the event:
    • None: No one can RSVP to the event.
    • Open: Any one can RSVP to the event.
    • Invite: Only those invited to the event can RSVP.
  12. Select a maximum number of RSVP spots allowed if applicable.
    • An RSVP “cap” or maximum number of open spots can be set when creating or editing an event. Event creators can specify whether guest attendees should be counted toward the cap amount or not, and also decide whether to show the remaining number of available spots to the public.
  13. Indicate if anyone is able to self-report their attendance to the event.
  14. Indicate if you’d like to create a QR code for students to access to receive the details of the event.
  15. Add any additional information that your campus requires.
  16. Click “Next”.
  17. Identify who you’d like to invite to the event: by username, or e-mail address.
  18. Click “Add” to include those you selected/identified in the invitee list.
  19. Click “Send Invitations”.

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