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CORE Volunteer Training
Presented by:Tracey Calloway
CORE Training/Project [email protected]
CORE Calendar 2.0 Functionality
August 22, 2014
AgendaKey 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 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 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 Appointmentto the Calendar
Login with your username and password
If You Forget
REMEMBER:Password is case
sensitive
Logging in throughthe 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 FeaturesChoose 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 FeaturesTimezone
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.
Volunteers: Adding Your Availability
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
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 E-mail 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 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.
Rick Fisher
02:00PM – 3:00PM
Once the appointment is scheduled, the Mentor/Co-mentor is sent an email 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 email from CORE.
Note: Editing the time or mentors will not generate emails.
Appointment Preview Appears in Popup Window
NOTE: Cancelling removes the ENTIRE appointment slot from the calendar.
Recap:Add an Existing Client to an Appointment1. Select an available appointment (blue)2. Click the Select Client link3. Search for the client4. Click on the client’s name from the search results5. 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)
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.
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
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)
Reminder Notification Sent to Mentor(s) & Clients
Reminder sent to mentors 48 hours before the appointment.
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
ResourcesFor 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 Desk Email: [email protected] or Phone SCORE National 800-634-0245
