CORE System Overview

CORE Volunteer TrainingPresented by:Tracey CallowayCORE Training/Project ManagerTracey.Calloway@score.orgCalendar 2.0 Function for COREAugust 4, 20141AgendaCalendar 2.0 FunctionalityAdding a Calendar AppointmentAdding Existing ClientsEditing and Cancelling AppointmentsClient-Self Scheduling ProcessBest Practices2The Calendar 2.0 FunctionalityCORE s scheduling systemProvides a centralized scheduling function for administrators to schedule clients for multiple branchesAllows for volunteers to schedule and manage existing clients appointmentsAllows clients to schedule themselves (if client-scheduling on)Sends email notifications to mentors and clients when an appointment is scheduled or cancelled.3The Calendar 2.0 FunctionalityAdministrators 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 calendar4Adding an Appointment to the Calendar5

Login with your username and passwordIf You ForgetREMEMBER:Password is case sensitive6

Logging in throughthe SCORE Volunteer CenterCORE.

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Setting Up Available Times

Administrators can select here to begin Managing the Calendar.

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Screen features

Chapter location defaults. Use dropdown to indicate branch location.

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Screen features

Choice branch locations for appointments.

Administrators manage branch list from the Manage Chapter and Info link.

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

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Appointment AvailabilityIf the client-scheduling feature is on for chapters,clients will see the available (blue) slots.

If the administrator doesnt assign a mentor to the slot, Mentors Available display.

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Add your availability

13Appointment Availability

Enter the date and time as well as the co-mentor and client name, if applicable.

CORE automatically assigns you as the Primary MentorLeaving the client field blank will make the appointment available for scheduling.NOTE: Some chapters may have a specific processes for appointment entry. Admins have an additional field to indicate the Primary Mentor.

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Add your availability

Created appointment appears in blue.

15Scheduling Your Client to the Calendar

Note: Administrators may create, schedule and edit any appointment.Volunteers may only create, schedule and edit their own appointments.16

View the Chapters CalendarClick on the appointment to schedule/edit.

Appointment Preview Appears in Popup WindowClick 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 clients name.

Click Save Changes to add this client to the appointment.

Once the appointment is scheduled, the client is sent the following email by COREThe client is able to cancel the appointment by clicking this link.

Mentors will receive an email from CORE if the client cancels.

Rick Fisher02:00PM 3:00PM

Once the appointment is scheduled, the Mentor/co-mentor is sent an email by CORE

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

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

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.Appointment Preview Appears in Popup WindowRecap:Add an Existing Client to an AppointmentSelect an available appointment (blue)Click Select Client linkSearch for the clientClick on the clients name from the search resultsSelect 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.27For Client Self-Scheduling(This option will need to be turned on)28

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

Client Selects AppointmentWhen clients hover over the appointment, the mentors last name and skills appear.

Clients can select Choose Location to see appointments at a chapter branch locations.Client Views Appointment Details

To select this appointment, clients select the Schedule Appointment button.Client can review mentors summary of experience from the profile.

31Client Confirmation Page

32Email 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.

33Email Notification Sent to Mentor(s)

34Best PracticesKey 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.35Recap: AgendaKey functions for the Calendar:

Adding a Calendar AppointmentAdding Existing ClientsEditing and Cancelling AppointmentsClient-Self Scheduling ProcessBest Practices36ResourcesFor quick tips, videos, training guides, webinars, timelines and more visit the Support Sites CORE page: www.support.score.org/core

HELP Contacts:

SCORE Help Desk Email: help@score.org or Phone SCORE National 800-634-0245

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