CORE Volunteer Training

1. Calendar 2.0 Function for CORE CORE Volunteer Training • Presented by: • Tracey Calloway • CORE Training/Project Manager • Tracey.Calloway@score.org August 4, 2014

2. Agenda • Calendar 2.0 Functionality • Adding a Calendar Appointment • Adding Existing Clients • Editing and Cancelling Appointments • Client-Self Scheduling Process • Best Practices

3. 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 clients appointments • Allows clients to schedule themselves (if client-scheduling on) • Sends email notifications to mentors and clients when an appointment is scheduled or cancelled.

4. The Calendar 2.0 Functionality • Administrators can… • - Add appointment times for any mentor on the calendar • - Add a client to or edit any existing appointment • Mentors can… • - Add appointment times for themselves and co-mentors • - Add an existing client to their own appointment • Clients (if client-scheduling feature is on) can… • - Self-select an available time from the calendar

5. Adding an Appointment to the Calendar

6. Login with your username and password REMEMBER: Password is case sensitive If You Forget

7. Logging in throughthe SCORE Volunteer Center CORE

8. Setting Up Available Times Administrators can select here to begin Managing the Calendar.

9. Screen features Chapter location defaults. Use dropdown to indicate branch location.

10. Screen features Choice branch locations for appointments. Administrators manage branch list from the Manage Chapter and Info link.

11. Screen features Appointments with clients are in grey and unavailable. Available appointments are noted in blue. Click to navigate the months.

12. Appointment Availability If the client-scheduling feature is on for chapters, clients will see the available (blue) slots. If the administrator doesn’t assign a mentor to the slot, ‘Mentors Available’ display.

13. Add your availability

14. Appointment 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 processes for appointment entry.

15. Add your availability Created appointment appears in blue.

16. Scheduling Your Client to the CalendarNote: Administrators may create, schedule and edit any appointment.Volunteers may only create, schedule and edit their own appointments.

17. View the Chapter’s Calendar Click on the appointment to schedule/edit.

18. Appointment Preview Appears in Popup Window Click Edit appointment to modify or add information to the appointment.

19. 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.

20. Search for the client by partial name or E-mail and click Search. Click the client’s name.

21. Click Save Changes to add this client to the appointment.

22. Once the appointment is scheduled, the client is sent the following email by CORE The client is able to cancel the appointment by clicking this link. Mentors will receive an email from CORE if the client cancels.

23. Once the appointment is scheduled, the Mentor/co-mentor is sent an email by CORE Rick Fisher 02:00PM – 3:00PM

24. Cancel an existing appointment Appointment slots that are grey are already booked. To cancel or edit, click on the grey box.

25. Appointment Preview Appears in Popup Window Click Edit appointment to change time, mentors or client name.

26. Appointment Preview Appears in Popup Window Click Cancel appointment to remove the appointment from the calendar. The mentors and client will receive an email from CORE. Note: Edit appointment will not generate emails.

27. Recap: • Add an Existing Client to an Appointment • Select an available appointment (blue) • Click 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.

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

29. Client goes to SCORE.org or to the chapter website This option appears on the Local Mentoring Request Form at score.org for clients if the client self-scheduling is turned on.

30. Client Selects Appointment When clients hover over the appointment, the mentor’s last name and skills appear. Clients can select Choose Location to see appointments at a chapter branch locations.

31. Client Views Appointment Details Client can review mentor’s summary of experience from the profile. To select this appointment, clients select the Schedule Appointment button.

32. Client Confirmation Page

33. 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.

34. Email Notification Sent to Mentor(s)

35. Best Practices • Key functions for 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.

36. Recap: Agenda • Key functions for the Calendar: • Adding a Calendar Appointment • Adding Existing Clients • Editing and Cancelling Appointments • Client-Self Scheduling Process • Best Practices

37. 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: help@score.org or Phone SCORE National 800-634-0245