CORE Volunteer Training Presented by: Tracey Calloway CORE Training/Project Manager CORE Calendar 2.0 Functionality August 22, 2014

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

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

Logging in through the SCORE Volunteer Center CORE

Setting Up Available Times Administrators can click here to begin managing individual appointments.

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

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. Choose the branch location you would like to add or edit appointments for. Admins can manage their branch locations on the Chapter Information page.

Unavailable appointments are gray and available appointments are noted in blue. Click arrows to navigate to the next or previous month. Screen Features Timezone defaults to user’s time zone. Adjust if needed. Timezone defaults to user’s time zone. Adjust if needed.

Appointment Time Availability If no Primary Mentor is selected, ‘Mentors Available’ will display instead of a mentor’s name. If the client self- scheduling feature is on for chapters, clients will only see available appointments. If the client self- scheduling feature is on for chapters, clients will only see available appointments.

Volunteers: Adding Your Availability

Enter the date and time as well as the co-mentor and client name, if applicable. CORE automatically assigns you as the Primary Mentor Enter the date and 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. Admins have an additional field to indicate the Primary Mentor.

Volunteers: Adding Your Availability Available appointment appears in blue.

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 Administrators can click here to begin uploading multiple appointments. NOTE: Administrator Login to CORE required for this function.

Click this link to download the chapter-specific Excel template. NOTE: Administrator Login to CORE required for this function. Uploading Multiple Appointments

NOTE: Administrator Login to CORE required for this function. Click the Generate Template button...then click on the generated Excel template file link and save to your computer. Uploading Multiple Appointments

Completing the Excel Template The Branch column has branch locations pre-loaded to be selected from the drop-down. The Mentor and Co-Mentor columns have active mentors pre-loaded to be selected from the drop-down. NOTE: CORE Administrator Login required for this function.

Save Excel Template as a.CSV File NOTE: CORE Administrator Login required for this function.

Uploading the.CSV Template File To upload the saved.CSV file, click the Calendar Appointment Upload link. NOTE: CORE Administrator Login required for this function.

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: CORE Administrator Login required for this function.

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

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

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

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.

Search for the client by partial name or and click Search. Click the client’s name.

Click Save Changes to add this client to the appointment.

Once the appointment is scheduled, the client is automatically sent the following The client is able to cancel the appointment by clicking this link. *The appointment will become available again. Mentors will receive an notification if the client cancels. The client is able to cancel the appointment by clicking this link. *The appointment will become available again. Mentors will receive an notification if the client cancels.

Rick Fisher 02:00PM – 3:00PM Once the appointment is scheduled, the Mentor/Co-mentor is sent an as well

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

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

Click Cancel appointment to remove the appointment slot from the calendar. The mentors and client will receive an from CORE. Note: Editing the time or mentors will not generate s. Click Cancel appointment to remove the appointment slot from the calendar. The mentors and client will receive an from CORE. Note: Editing the time or mentors will not generate s. Appointment Preview Appears in Popup Window NOTE: Cancelling removes the ENTIRE appointment slot from the calendar.

Recap: Add an Existing Client to an Appointment 1.Select an available appointment (blue) 2.Click the Select Client link 3.Search for the client 4.Click on the client’s name from the search results 5.Select Save Changes The client will received an confirmation. To cancel or edit, click on the scheduled appointment and click the Edit Appointment or Cancel Appointment button. Client and mentor will receive notification if canceled.

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

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 When clients hover over the appointment, the mentor’s last name and skills appear. Clients can select other chapter branch locations from the Choose Location dropdown. When clients hover over the appointment, the mentor’s last name and skills appear. Clients can select other chapter branch locations from the Choose Location dropdown.

Client Views Appointment Details To select this appointment, client select the Schedule Appointment button. Client can review mentor’s career summary from the profile.

Client Confirmation Page

Notification Sent to Client The client is able to cancel the appointment by clicking this link. Mentors will receive an from CORE if the client cancels. The client is able to cancel the appointment by clicking this link. Mentors will receive an from CORE if the client cancels.

Notification Sent to Mentor(s)

Reminder Notification Sent to Mentor(s) & Clients Reminder sent to mentors 48 hours before the appointment.

Notification Sent to Administrator 213 Main St

Calendar Clients Noted on Mentoring Requests Page NOTE: CORE Administrator Login required for this view on the Mentoring Request page.

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 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 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 For quick tips, videos, training guides, webinars, timelines and more visit the Support Site’s CORE page: HELP Contacts: SCORE Help Desk or Phone SCORE National