Preparing for a Successful VMS Roll-Out - For Legacy VM ONLY

It's the day you've been waiting for - you have access to your brand new Volunteer Management System and are getting ready to launch to your volunteers! As you prepare for the unveiling, we've developed a handy 6 step guide to a successful VMS roll-out that will help you get these new tools into the hands of your volunteers and realize the value of your new VMS in no time.

As a reminder: Just do it! The sooner your volunteers are using the system, the sooner you'll have insight into how to effectively leverage the VMS to boost their engagement and achieve your goals for your volunteer program.  

Here's our suggestions for getting started in your new VMS:

• Configure your Handler settings 
  • Now that you have been added as an Administrator, you will be able to set the "Handler" permissions for each Admin including which years or roles they will manage.
• Create 2 email templates 
  • We recommend having one standard outreach (solicitation, engagement, etc.) email and one standard thank you template ready to go as soon as your volunteers log in. This allows them to take immediate meaningful action the very first time they access the system! Showing off how easy their outreach will be is a big motivator for volunteers to become repeat VMS users. 
• Create 1 resource
  • The gold standard we've seen across our partner community is having a branded step-by-step guide for the most common actions your volunteers will be taking (creating an email template, choosing assignments, etc). Please click here for our Volunteer Training Guide template that you can download and customize for your own use!
• Create an announcement
  • This is your big reveal! A short, snappy announcement is a great way to get your volunteers jazzed up. We recommend including a few things. First, a big "welcome to your new Volunteer Management System". Second, specific steps for them to follow, for example, "Please start at the resources tab to find a step-by-step guide". Third, some guidance on who to contact via the "Messages" tab if they have questions.
• If applicable, create a confidentiality agreement

  • Keep in mind, you can control how often this appears using the Signing frequency field.

    Options include: Once, Every login, Every 30 days, Every 90 days, Every 180 days, and Every 365 days.

• Email your volunteers 
  • First email your pilot group to introduce the new volunteer tools. Then send their registration invitations using the options below.

  You can use the registration email buttons on the Volunteers tab. Choose E-mail to New Unregistered Volunteers for first-time contacts, or Re-send E-mail to Existing Unregistered Volunteers for volunteers who haven't registered yet. Both options send volunteers the link they need to sign up.

If you have any questions at all, don't hesitate to drop us a note at support@givecampus.com!