California Naturalist Volunteer Portal. A Quick Administrators Guide to the New Volunteer Management System 3.1

Transcription

1 California Naturalist Volunteer Portal A Quick Administrators Guide to the New Volunteer Management System 3.1

2 VMS: The New Look Search, Notifications, Help and link to your Profile Your program News feed Snapshot or dashboard of your hours and events Main navigation menu

3 Batch Loading a Roster

4 Batch Loading A Roster 2) Make sure you are in Admin mode 1) Start from the Roster Menu 3) Select Import Members this will take you to a new screen

5 Batch Loading a Roster (continued) 4) Click Browse... To find and select the file. 1) Click Download Excel Import Template and open the file. 2) Copy and paste the first four columns (name, , start date) from your Initial Roster into the Import Template. 3) Save and close the file. 5) Click Import Members to upload

6 Batch Loading a Roster (continued) 1) Check data to make sure it is accurate 2) Click Confirm to complete batch upload.

7 Graduating Your Class

8 Graduating or changing Achievement level 1) Go to the Roster Menu 2) Click on Admin to enter admin mode.

9 Graduating or changing Achievement level 1) For the individual you want to graduate or change achievement level for, click on the pencil to edit the profile.

10 Graduating or changing Achievement level 1) Select the Programs tab.

11 Graduating or changing Achievement level 1) Select the appropriate Achievement level from the dropdown (e.g., Trainee or California Naturalist). 2) Click on Update Status to complete the action

12 Sending

13 Sending (Continued) 1) Click on the Messages menu to enter your inbox 2) Click on Admin to enter admin mode.

14 Sending (Continued) 1) Select Send New

15 Sending (Continued) 1) Identify recipients by doing one of the following: a) enter names in the Name box, b) use the dropdown filters to narrow recipients from the entire roster, or c) select all volunteers. Tip: To target a specific class, use the Start and End date pickers to bracket the start day of your course. 2) Once you have set the parameters to target the recipients of your , select Create to see the recipients and enter the editor.

16 Sending (Continued) 1) Confirm the recipients for the 2) Uncheck all or any recipients who should not be added 3) Add any additional recipients 4) Compose your message

17 Sending (Continued) 1) Complete message using the text editing tools 2) Add attachments as needed. 3) Click here to send yourself a copy of the 4) Click Send to send your message.

18 Sending Welcome Manually

19 Sending Welcome 1) Start in the Roster Menu (in Admin mode) 2) Click the box for all the volunteers that you want to send the Welcome message to. 3) Click the Send Welcome button to send the message

20 Adding Documents to a Group

21 Adding Documents 1) Start in the News/Docs Menu 2) Select the Documents / Presentations Tab

22 Adding Documents 2) Click Admin to go into Admin mode.

23 Adding Documents 2) Click Add New Group (you do not need to differentiate between Newsletters and Documents at this time)

24 Adding Documents 1) Complete the information in this section. 2) Select Documents 3) Leave these two boxes unchecked 3) Click Save

25 Adding Documents 1) Locate your Document Group 2) Click Add New Document

26 Adding Documents 1) Complete the information in this section. 2) Select documents to upload 3) Click Upload Document

27 Add a New Calendar

28 Add a New Calendar 1) Click Calendars from the left navigation. 2) Click Admin. This will switch you into Admin Mode. 3) Click New Calendar. 4) Enter a Calendar Name. 5) If you want the Event linked to a Project, click the No toggle to change it to Yes and check the appropriate Project or Projects. 6) Click Create Calendar.

29 Add Events to Calendar

30 Add Events to Calendar 1) Click Calendars from the left navigation. 2) Click Admin. This will switch you into Admin Mode. 3) Click New Event. 4) Fill out the form with appropriate Event information. 5) Click Save Event.

31 Run Reports

32 Run Reports 1) Click Reports from the left navigation. As an administrator, you will be in Admin Mode when you select this option. 2) Click Chose Report. Select a report type. 3) Enter a report name. You can choose to save and/ or favorite the report. 3) Each report type has its own fields. Select the options accordingly. Click Run Report

33 Run Legacy Reports

34 Run Legacy Reports 1) To view preset reports, select View Legacy Reports. 2) The following sections will allow you to view your roster in a variety of ways. 3) Each legacy report has its own range of options. Select the desired option.