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Cover page of the "Volunteer Management System (VMS) User’s Guide," revised May 2019. Features the University of California Agriculture and Natural Resources logo, with a green and blue geometric design.
Screenshot of a Table of Contents page from a Volunteer Management System (VMS) user guide. Sections include information about VMS, accessing the system, volunteer basics, and adding hours and reporting contacts. Page numbers range from 9 to 17.
Instructional page from the Volunteer Management System (VMS) User’s Guide showing steps to edit a profile, add/edit interests, and check achievement and status. Includes screenshots of the VMS interface and bulleted steps for each task, with headings in blue text.

Job Aide:
VMS User's Guide

Project Description:

The Volunteer Management System (VMS) User’s Guide is a comprehensive instructional manual developed to support volunteers and program administrators in using the VMS platform. This digital system is essential for logging volunteer and continuing education hours, managing events, coordinating projects, and facilitating communication across UC Master Gardener programs. 

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Job Aide Description:

The guide provides step-by-step instructions, visuals, and troubleshooting tips tailored to both volunteers and administrators, ensuring consistent statewide reporting, streamlined communication, and efficient volunteer engagement. The guide is broken up between user and admin sections, with a searchable table of contents that allows readers to quickly find relevant tasks and tools. Each section includes annotated screenshots, practical examples, and clear navigation cues to support users in performing common actions within the Volunteer Management System with confidence and ease. 

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Problem Solved:

Volunteers and coordinators within the UC Master Gardener program often struggled to navigate the VMS, leading to inconsistent data entry, duplicate questions clogging support channels, and frustration during event logging or hour tracking. The VMS User’s Guide tackled this by delivering a comprehensive yet easy-to-use digital resource. It provides step‑by‑step instructions, annotated screenshots, searchable content sections for both users and administrators, and troubleshooting tips—all designed to promote confident, independent use of the VMS platform

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​​Audience:

Users of the Volunteer Management System, including UC Master Gardener Volunteers, coordinators, office staff and advisors.
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Tools Used: 

Word, Snagit, Adobe Acrobat, Photoshop and Volunteer Management System.

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Role:

Project Manager, Content Strategist, Author/Technical Writer, Visual Content Developer, Branding and Style Coordinator, Version Control Manager, Quality Assurance, Subject Matter Expert . ​

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Results: 

This job aid has resulted in a noticeable decrease in common, repetitive questions to program coordinators and support staff, allowing them to focus on higher-level tasks. By providing clear, step-by-step guidance and visuals, the guide supports just-in-time learning and empowers volunteers and administrators to independently navigate the VMS platform. It has also contributed to more consistent data entry, improved volunteer onboarding, and greater statewide alignment in reporting practices.​

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