Core volunteer training
This presentation is the property of its rightful owner.
Sponsored Links
1 / 49

CORE Volunteer Training PowerPoint PPT Presentation


  • 70 Views
  • Uploaded on
  • Presentation posted in: General

CORE Calendar 2.0 Functionality. CORE Volunteer Training. Presented by: Tracey Calloway CORE Training/Project Manager [email protected] August 22, 2014. Agenda. Key functions of the Calendar: Adding a Calendar Appointment Time - Individual Time Slots

Download Presentation

CORE Volunteer Training

An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -

Presentation Transcript


Core volunteer training

CORE Calendar 2.0 Functionality

CORE Volunteer Training

  • Presented by:

  • Tracey Calloway

  • CORE Training/Project Manager

  • [email protected]

August 22, 2014


Agenda

Agenda

  • Key functions of the Calendar:

  • Adding a Calendar Appointment Time

  • - Individual Time Slots

  • - Administrator’s Appointment Mass Upload Function

  • Adding Existing Clients

  • Editing and Cancelling Appointments

  • Client Self-Scheduling Process

  • Best Practices


The calendar 2 0 functionality

The Calendar 2.0 Functionality

CORE ‘s Scheduling System

  • Provides a centralized scheduling function for administrators to schedule clients for multiple branches

  • Allows for volunteers to schedule and manage existing client appointments

  • Allows clients to schedule themselves (optional)

  • Sends email notifications to volunteers and clients to confirm an appointment is scheduled or cancelled

  • Sends reminder email notification to clients 48 hours before their appointment time

  • Allows administrators to upload recurring or large volumes of appointments more efficiently


The calendar 2 0 functionality1

The Calendar 2.0 Functionality

  • Administrators can…

  • - Add appointment times for any mentor in their chapter

  • - Add a client to or edit any existing appointment

  • - Upload multiple appointments at once via a CSV file

  • Lead Mentors can…

  • - Add appointment times for themselves and co-mentors

  • - Add an existing client to their own appointment times

  • Clients (optional) can…

  • - Self-schedule an available time from the calendar via the website


Adding an appointment to the calendar

Adding an Appointmentto the Calendar


Login with your username and password

Login with your username and password

REMEMBER:

Password is case sensitive

If You Forget


Logging in through the score volunteer center

Logging in throughthe SCORE Volunteer Center

CORE


Setting up available times

Setting Up Available Times

Administrators can click here to begin managing individual appointments.


Screen features

Screen Features

Defaults to main chapter location. Use dropdown to select a branch location.


Screen features1

Screen Features

Choose the branch location you would like to add or edit appointments for.

Admins can manage their branch locations on the Chapter Information page.


Screen features2

Screen Features

Timezone

defaults to user’s time zone. Adjust if needed.

Click arrows to navigate to the next or previous month.

Unavailable appointments are gray and available appointments are noted in blue.


Appointment time availability

Appointment Time Availability

If the client self-scheduling feature is on for chapters,

clients will only see available appointments.

If no Primary Mentor is selected, ‘Mentors Available’ will display instead of a mentor’s name.


Volunteers adding your availability

Volunteers: Adding Your Availability


Volunteers adding your availability1

Volunteers: Adding Your Availability

Admins have an additional field to indicate the Primary Mentor.

Enter the dateand time as well as the co-mentor and client name, if applicable.

CORE automatically assigns you as the Primary Mentor

Leaving the client field blank will make the appointment available for scheduling.

NOTE: Some chapters may have a specific process for appointment entry.


Volunteers adding your availability2

Volunteers: Adding Your Availability

Available appointment appears in blue.


Core volunteer training

Appointment Mass Upload Feature…for adding multiple appointment times at once.Note: This is an administrator function and will work only when using the Chapter Administrator Login for CORE


Uploading multiple appointments

Uploading Multiple Appointments

Administrators can click here to begin uploading multiple appointments.

NOTE: Administrator Login to CORE required for this function.


Core volunteer training

Uploading Multiple Appointments

Click this link to download the chapter-specific Excel template.

NOTE: Administrator Login to CORE required for this function.


Core volunteer training

Uploading Multiple Appointments

Click the Generate Template button.

..then click on the generated Excel template file link and save to your computer.

NOTE: Administrator Login to CORE required for this function.


Core volunteer training

Completing the Excel Template

The Mentor and Co-Mentor columns have active mentors pre-loaded to be selected from the drop-down.

The Branch column has branch locations pre-loaded to be selected from the drop-down.

NOTE: COREAdministrator Login required for this function.


Core volunteer training

Save Excel Template as a .CSV File

NOTE: COREAdministrator Login required for this function.


Uploading the csv template file

Uploading the .CSV Template File

To upload the saved .CSV file, click the Calendar Appointment Upload link.

NOTE: COREAdministrator Login required for this function.


Uploading multiple appointments1

Uploading Multiple Appointments

Click Choose File and select the .CSV file from your computer.

Once the file appears, click Commence Import for CORE to upload the appointments.

NOTE: Edits and changes can then be done to individual appointments once uploaded.

NOTE: COREAdministrator Login required for this function.


Core volunteer training

Adding Clients to Calendar AppointmentsNote: Administrators may create, schedule and edit any appointment.Volunteers may only create, schedule and edit their own appointments.


View the chapter s calendar

View the Chapter’s Calendar

Click on the appointment to edit.


Core volunteer training

Appointment Preview Appears in Popup Window

Click Edit appointment to modify or add information to the appointment.


Core volunteer training

Remember: Part I & Part 2 of the Form 641 must already be in CORE for the client.

To add an existing client to this appointment, click Select Client.


Core volunteer training

Search for the client by partial name or E-mail and click Search.

Click the client’s name.


Core volunteer training

Click Save Changes to add this client to the appointment.


Core volunteer training

Once the appointment is scheduled, the client is automatically sent the following email

The client is able to cancel the appointment by clicking this link.

*The appointment will become available again.

Mentors will receive an email notification if the client cancels.


Core volunteer training

Once the appointment is scheduled, the

Mentor/Co-mentor is sent an email as well

Rick Fisher

02:00PM – 3:00PM


Cancel a n existing appointment

Cancel an Existing Appointment

Appointment slots that are gray are already booked. To cancel or edit, click on appointment slot.


Core volunteer training

Appointment Preview Appears in Popup Window

Click Edit appointment to change the time, mentors or client name.


Core volunteer training

Appointment Preview Appears in Popup Window

Click Cancel appointment to remove the appointment slot from the calendar. The mentors and client will receive an email from CORE.

Note: Editing the time or mentors will not generate emails.

NOTE: Cancelling removes the ENTIRE appointment slot from the calendar.


Recap

Recap:

  • Add an Existing Client to an Appointment

  • Select an available appointment (blue)

  • Click the Select Client link

  • Search for the client

  • Click on the client’s name from the search results

  • Select Save Changes

  • The client will received an email confirmation.

  • To cancel or edit, click on the scheduled appointment and click the Edit Appointment or Cancel Appointment button. Client and mentor will receive email notification if canceled.


For client self scheduling this option will need to be turned on

For Client Self-Scheduling(This option will need to be turned on)


Client goes to score org or to the chapter website

Client goes to SCORE.org or to the chapter website

This option appears on the Local Mentoring Request Form on score.org for clients if the client self-scheduling is turned on.


Client selects appointment

Client Selects Appointment

When clients hover over the appointment, the mentor’s last name and skills appear.

Clients can select other chapter branch locations from the Choose Locationdropdown.


Client views appointment details

Client Views Appointment Details

Client can review mentor’s career summary from the profile.

To select this appointment, client select the Schedule Appointment button.


Client confirmation page

Client Confirmation Page


Email notification sent to client

Email Notification Sent to Client

The client is able to cancel the appointment by clicking this link.

Mentors will receive an email from CORE if the client cancels.


Email notification sent to mentor s

Email Notification Sent to Mentor(s)


Reminder notification sent to mentor s clients

Reminder Notification Sent to Mentor(s) & Clients

Reminder sent to mentors 48 hours before the appointment.


Email notification sent to administrator

Email Notification Sent to Administrator

[email protected]

213 Main St.

217-555-1212


Calendar clients noted on mentoring requests page

CalendarClients Noted on Mentoring Requests Page

NOTE: COREAdministrator Login required for this view on the Mentoring Request page.


Best practices

Best Practices

  • Key functions of the Calendar:

  • Determine how your chapter will enter appointments (centralized or as individuals)

  • Ensure Mentor Profiles are updated.

  • Schedule at least a month in advance. Utilize your chapter meetings if needed.

  • Make sure your branch locations are updated in CORE.


Reminders

Reminders

  • The Lead Mentor can only modify, edit and cancel appointments on behalf of their co-mentors.

  • Cancelling an appointment REMOVES it entirely from the calendar.

  • Edit an appointment to remove the client’s name from the appointment.

  • Clients are unable to see appointments 24 hours before the appointment time.

  • For administrators: Edits after uploading the .csv file should be edited on the CORE calendar page.


Recap agenda

Recap: Agenda

  • Key functions of the Calendar:

  • Adding a Calendar Appointment Time

  • - Individual Time Slots

  • - Administrator’s Appointment Mass Upload Function

  • Adding Existing Clients

  • Editing and Cancelling Appointments

  • Client Self-Scheduling Process

  • Best Practices/Reminders


Resources

Resources

For quick tips, videos, training guides, webinars, timelines and more visit the Support Site’s CORE page: www.support.score.org/core

HELP Contacts:

SCORE Help DeskEmail: [email protected] or

Phone SCORE National

800-634-0245


  • Login