CORE Calendar Overview

Transcription

1 CORE Calendar Overview Stephanie Holmes SCORE Project Coordinator

2 Today s Agenda Calendar Features Getting Started Branches User Roles Appointments Notifications Client-Facing Workflow Calendar Report Available Training & Support

3 Calendar Features Manage Appointments and Clients in One Central Location Individual Chapter and Branch Calendars Import Multiple Appointments at a Time Separate User Role Available for Scheduling Admins Clients Able to Self-Schedule when Submitting a Mentoring Request Customizable Help Text on Client-Facing Calendar Automatic Confirmation and Reminder s

4 Getting Started How to Access the CORE calendar 1. Log in to CORE ( 2. Click Manage Calendar under the appropriate user role column.

5 Getting Started: Navigating the Calendar

6 Getting Started: Navigating the Calendar

7 Getting Started: Turning on Client Self-Scheduling

8 Branches Requirements: Must meet the definition as outlined in the SCORE Operating Manual (page 43-44). Management: Can only be added by SCORE National. Branch name, street address and telephone number is required. Chapter Admins can manage existing branches in CORE on the Chapter Information page.

9 User Roles Volunteer: Schedule and manage their own availability & appointments Add new appointments, edit/cancel existing ones Chapter Admin: Create, schedule, and manage appointments for ALL volunteers in chapter Add new appointments, edit/cancel existing ones Scheduling Admin: Same as Chapter Admin above Only able to access client list and calendar in CORE

10 User Roles Client: Ability to view available appointments on the calendar if the chapters opts to turn on client self-scheduling Can make appointment themselves at any time prior to 24 hours before the appointment time Option to cancel an appointment via the cancellation link in their appointment confirmation and reminder s

11 Appointments: Volunteers Adding appointments as a Volunteer: To add an appointment to the calendar, click Add Appointment on the top left side of the calendar screen.

12 Appointments: Volunteers

13 Appointments: Chapter Admin

14 Appointments: Chapter Admin Mass Upload Feature

15 Appointments: Chapter Admin Mass Upload Feature: Click Download Excel Template Here to download your chapter specific spreadsheet.

16 Appointments: Chapter Admin Mass Upload Feature: Click Generate Template. Click on the generated Excel template file link and save it to your computer.

17 Appointments: Chapter Admin Mass Upload Feature: Fill in spreadsheet and save as a.csv file to your computer.

18 Appointments: Chapter Admin Mass Upload Feature: To upload the file to CORE, click the Calendar Appointment Upload link, click Choose File and select the saved.csv file on your computer, then click Commence Import.

19 Manage Appointments Able to edit both available and unavailable appointments. Admins able to add, update or remove the Primary mentor on any appointment. Volunteers and admins can add, update or remove any comentors as well as add or remove a client on an appointment. To edit an appointment, click Edit Appointment. Once changes are made, click Save Changes.

20 Manage Appointments Clients are able to cancel their own appointments using the cancellation link in the appointment confirmation and reminder s. If client cancels, the appointment becomes available to be booked again.

21 Search Appointments Click Search Appointments in the top left side of the calendar screen. Enter in the client s last name and click Search to find appointments.

22 Customizable Help Text Each chapter and branch location calendar has it s own Help Text area to add customized information.

23 Customizable Help Text

24 Appointments: Adding Clients Client must be in CORE and Active to add to an appointment on the calendar. Volunteers and admins can add clients manually to appointments at any time. When added, confirmation is sent to the client. Mentoring requests are linked to client appointments. Marked as Assigned Calendar on Mentoring Requests page.

25 Notifications Confirmation sent to client, primary mentor and any co-mentors when an appointment is booked. Includes client information as well as the location and date/time of the appointment. If client self-schedules, appointment information is also included in notification sent to chapter and branch admin. If appointment is canceled, notification sent to client, mentors, chapter and branch admin.

26 Notifications

27 Client-Facing Workflow If client self-scheduling is turned on, an additional question is added to the Mentoring Request form. Clients have the option to schedule an appointment themselves or have a mentor contact them. If the client chooses to schedule, they are taken directly to the calendar after submitting the form.

28 Client-Facing Workflow On the client-facing calendar, clients are able to view: The calendar of the main chapter as well as all branch locations Only those appointment that are available for booking (i.e. appointments in blue) The Primary Mentor s Name and Areas of Expertise (from profile) when they hover over an appointment. The How I Can Help You section of the Primary Mentor s profile when they click a particular time slot.

29 Calendar Report Shows all calendar appointments for a specified time period.

30 Available Training & Support SCORE Support Site: CORE Training Resources (i.e. Calendar Guide) Knowledgebase Submit an Enhancement or Bug Form Help Desk: Speaker Information Stephanie Holmes, Project Coordinator