Blood Drive Management System Guide

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1 Blood Drive Management System Guide

Thank you for partnering with the American Red Cross! As a blood drive coordinator, you will have access to our online blood drive management features at redcrossblood.org.

2 Thank you for partnering with the American Red Cross! As a blood drive coordinator, you will have access to our online blood drive management features at redcrossblood.org. While logged in to your blood drive coordinator online account, you will be able to: Schedule and view your blood drives Manage donor appointments Create and update donor information View drive activity for current and past drives Track results for your blood drives Communicate with current and prospective donors via Access interactive training materials for the new online blood drive management tool at To access your account for the first time, please follow these steps: 1. Go to 2. Click on the Blood Drive Coordinator link 3. Click the Login button in the Blood Drive Coordinator box on the bottom right corner of the page 4. Log in with the username and temporary password that was ed to you by the American Red Cross. If you do not have a username and password, please contact your Red Cross Donor Recruitment Representative for assistance. 5. Begin using the online blood drive management features to manage your drives For future visits, go to redcrossblood.org to access your online account. The account login link is in the top right hand corner of the redcrossblood.org home page. We're here to help! Please do not hesitate to contact your Red Cross representative with questions, or visit the online support section on our website at redcrossblood.org/help/bdc. Thank you for supporting the American Red Cross. Your hard work and dedication are critical to providing a stable and sufficient blood supply for your community! - American Red Cross Blood Services

3 Table of Contents Log In To BDC Web Account Reset Account Password Change Password Switch Active Sponsor View Donors Edit Donor Profile View Drive Schedule Print Drive Schedule View Scheduled Donors Schedule An Appointment Reschedule An Appointment Cancel An Appointment Send An To Your Donors Post Drive Info To Social Media View Past Drives View Statistics 3

4 Log In To BDC Web Account 1. Click the light blue Account Login button on the top-right of the Home page Choose Blood Drive Coordinator from the Account Login menu. 3. Click the Login button under Blood Drive Coordinator

5 Log In To BDC Web Account 4. Type the user name in the User Name field. 5. Click in the Password field and type the password. 6. Click Login The Account Homepage is displayed and the BDC is logged in to the web account. 5

6 Reset Account Password 1. Click Forgot Username or Password on the Login page Type the Blood Drive Coordinators address in the Address field. 3. Click Send

7 Reset Account Password 4. Confirmation that a temporary password has been ed is displayed. Click Continue To Login Page. Your username and temporary password has been sent to jsmith@hotmail.com. Please check your . 4 Please note: All accounts tied to the address used to submit a Forgot Username Password request will be reset and a temporary password will be received for each account. 7

Change Password 1. Login to the Blood Drive Coordinator account to display the Account Homepage. Click Change Password. 1 2. The Change Password page is displayed.

8 Change Password 1. Login to the Blood Drive Coordinator account to display the Account Homepage. Click Change Password The Change Password page is displayed. Type the present password in the Current Password field. 3. Click in the New Password field and type the desired new password. 4. Click in the Confirm New Password field and type the desired new password. This password should be the same as that typed in the New Password field. 5. Click Change Password

9 Change Password 6. The Account Homepage is displayed. The BDC web account password has been changed. 9

Switch Active Sponsor 1. Login to the Blood Drive Coordinator account to display the Account Homepage. Click Switch Sponsor Group. 1 2.

10 Switch Active Sponsor 1. Login to the Blood Drive Coordinator account to display the Account Homepage. Click Switch Sponsor Group The Switch Sponsor Group page is displayed. Click the Sponsor Name of the group you would like to switch to. Note that Yes is displayed next to the new Active Sponsor that is selected. 2 10

Switch Active Sponsor 3. Click Account Homepage. 3 4.

11 Switch Active Sponsor 3. Click Account Homepage The Account Homepage is displayed. The Active Sponsor has been changed. 11

12 View Donors 1. Login to the Blood Drive Coordinator account to display the Account Homepage. Click View Donors The Donors associated with the Active Sponsor are displayed. Note that the Donors with a scheduled appointment are marked with a happy face. 12

13 Edit Donor Profile 1. Login to the Blood Drive Coordinator account to display the Account Homepage. Click View Donors The Donors associated with the Active Sponsor are displayed. Select the Donor you wish to edit by clicking the arrow in the Select Column. 3. Click Edit Donor Profile

14 Edit Donor Profile 4. The Edit Donor Profile view is displayed. The contact information can be updated from this view. Type data in the field which has to be updated. For example, type the home phone number in the Home Phone field. 5. Click Update Profile

15 Edit Donor Profile 6. The Contact is displayed on the View Donors page with the updated Home Phone. The contact information has been updated. The Donor will receive an stating their account has been updated. 15

16 View Drive Schedule 1. Login to the Blood Drive Coordinator account to display the Account Homepage. The upcoming Drives are displayed. To view the Drive schedule for a site, click on the Site Name The Drive schedule for the Site is displayed. 16

17 Print Drive Schedule 1. Login to the Blood Drive Coordinator account to display the Account Homepage. The upcoming Drives are displayed. To view the Drive schedule for a site, click on the Site Name Click the Print Drive Schedule Button. 2 17

18 Print Drive Schedule 3. A pop-up window will come up. Click the Print Report button. 3 18

19 View Scheduled Donors 1. Login to the Blood Drive Coordinator account to display the Account Homepage. The upcoming Drives are displayed. To view the Drive schedule for a site, click on the Site Name The Drive schedule for the Site is displayed. 19

20 Schedule an Appointment 1. Login to the Blood Drive Coordinator account to display the Account Homepage. The upcoming Drives are displayed. To schedule an Appointment for a particular Drive, click on the Site Name The Scheduled Donors page is displayed. To schedule a Donor for a Drive, Click Schedule A Donor. 2 20

21 Schedule an Appointment 3. To schedule an Appointment for a particular Time, Donation Type or on the basis of Appointments Available, select the time link in the Time Column. 4. Click Schedule A Donor

Schedule an Appointment 5. The Select a Donor page is displayed. To schedule an Appointment, select the Donor by selecting the arrow against the Donor s name. 6.Click Schedule Donor.

22 Schedule an Appointment 5. The Select a Donor page is displayed. To schedule an Appointment, select the Donor by selecting the arrow against the Donor s name. 6.Click Schedule Donor. Note: To query for a Donor with an apostrophe ( ) in their name, the name should be written in quotes. For example, O Malley View the Appointment confirmation displayed on the Scheduled Donors page. The Appointment has been scheduled. The Drive schedule can be printed from the Scheduled Donors view. 22

23 Reschedule an Appointment 1. Login to the Blood Drive Coordinator account to display the Account Homepage. The upcoming Drives are displayed. To view the Drive schedule for a site, click on the Site Name The Scheduled Donors page is displayed. To reschedule an Appointment for a Donor/ Contact, select the time link in the Change or Cancel appt. column. 2 23

24 Reschedule an Appointment 3. The Appointment Details page is displayed. Click the Change Appointment Time button To reschedule the Appointment to a new time, select the time link in the Time column 4 24

Reschedule an Appointment 5. The Confirm New Appointment Time page is displayed. Click Confirm New Time. 5 6.

25 Reschedule an Appointment 5. The Confirm New Appointment Time page is displayed. Click Confirm New Time View the rescheduling confirmation displayed on the Scheduled Donors page. The Appointment has been rescheduled. The Donor will receive an confirming their appointment. 25

26 Cancel an Appointment 1. Login to the Blood Drive Coordinator account to display the Account Homepage. The upcoming Drives are displayed. To view the Drive schedule for a site, click on the Site Name The Scheduled Donors page is displayed. To cancel an Appointment for a Donor/ Contact, select the time link in the Change or Cancel appt. column. 2 26

27 Cancel an Appointment 3. The Appointment Details page is displayed. Click the Cancel Appointment button The Confirm Appointment Cancellation page is displayed. Click Yes. 4 27

28 Cancel an Appointment 5. The cancellation confirmation is displayed on the Scheduled Donors page. Note that the Donor/Contact is no longer visible in the Scheduled Donors page and the Appointment has been canceled. The Donor will receive an confirmation of their Appointment cancellation. 5 28

Send An Email To Your Donors 1. Login to the Blood Drive Coordinator account to display the Account Homepage.

29 Send An To Your Donors 1. Login to the Blood Drive Coordinator account to display the Account Homepage. Select Send s The Send an to Your Donors page is displayed. Click Select Template. 2 29

Send An Email To Your Donors 3. The Select Email Template page is displayed.

30 Send An To Your Donors 3. The Select Template page is displayed. To select the template, select the arrow beside the Template name. 4. Click Select Template To send the to Donors from a specific Drive, click Add Drive. 5 30

To send an Email about an Upcoming Drive to donors, click Select Upcoming

31 Send An To Your Donors 6. The Send s: Add Drive page is displayed. To send an about an Upcoming Drive to donors, click Select Upcoming Drive(s) The Select Drive page is displayed. To select a particular Drive, select the arrow beside the Drive Name. 8. Click Select Drive

32 Send An To Your Donors 9. The Send s: Add Drive page is displayed. Select Continue>> Click the Add Another Drive button to add more drives or click the Continue Sending button to continue

33 Send An To Your Donors 11. Select the group of Donors to send the to by selecting the checkbox beside the group. 12. Please type the subject of the in the Create your subject line field. Note: BDCs can add a personal note in the Add a personal note (optional) field. This is not mandatory. 13. Click Continue

Send An Email To Your Donors 14. The Please Confirm Email page is displayed.

34 Send An To Your Donors 14. The Please Confirm page is displayed. Send a test to yourself prior to deploying to donors. Click on the Send Test Message To Yourself button The Test Message Sent confirmation window comes up. Click Continue

35 Send An To Your Donors 16. Once you have reviewed your test click Send to deploy the to your donor group View the confirmation displayed on the Send an to Your Donors page. The has been sent

36 Post Drive Info to Social Media 1. Login to the Blood Drive Coordinator account to display the Account Homepage. The upcoming Drives are displayed. Click on the Site Name The Scheduled Donors page is displayed. Click Share this Drive. 2 36

37 Post Drive Info to Social Media 3. Click Recruit Friends Select the appropriate icon where the information needs to be posted. Note: You may need to sign in to your desired social networking site in order to post drive information. Share only open to the public drive information. Do not share information about closed drives. 4 37

38 Post Drive Info to Social Media 5. A pop up window will then appear. Click in the text field and type the appropriate information. 6. Click the Post button To send s related to the Drive, click Recruit Friends. 7 38

39 Post Drive Info to Social Media 8. Click Select the service provider. In this example select Gmail. 9 39

Post Drive Info to Social Media 10. To send the email, type the email addresses in the To field. Maximum of 10 recipients can be added at once while sending an email. 11.

40 Post Drive Info to Social Media 10. To send the , type the addresses in the To field. Maximum of 10 recipients can be added at once while sending an Type the subject in the Subject field. 12. Type the message in the Message field. 13. To receive a copy of the click the Send me a copy check box. 14. Click Send to send the

View Past Drives 1. Login to the Blood Drive Coordinator account to display the Account Homepage. Select Past Drives. 1 2. The Past Drives page is displayed.

41 View Past Drives 1. Login to the Blood Drive Coordinator account to display the Account Homepage. Select Past Drives The Past Drives page is displayed. Type the date from which the search should begin in the From Date field. 3. Type the date on which the search should end in the To Date field. 4. Click Submit

42 View Past Drives 5. The Past Drives search result is displayed for the specified time period. To view a past drive schedule, or print a past drive schedule click on the drive date. 5 42

43 View Statistics 1. Login to the Blood Drive Coordinator account to display the Account Homepage. Select View Stats View the current statistics for the Sponsor Group displayed on View My Stats page. 43

SCHEDULE AN APPOINTMENT

SCHEDULE AN APPOINTMENT 1. Go to https://www.donorpoint.org/. You will be directed to this page. 2. Enter your login information. Enter your username and password. 3. From the login page, you will be directed