Audience: Mentors
Introduction
If your chapter is planning to incorporate the client-facing side of the calendar to allow clients to book their own appointments for mentoring it is required that you use the JRNI calendar tool inside of Engage.
If your chapter plans to employ the calendar for internal management of mentor availability only, you have the option to use JRNI and/or the Google calendar through each member’s SCORE volunteer email account. We support both JRNI and Google calendar tools through the use of our documentation and training materials. In addition, Google provides training directly for your use.
SCORE Headquarters will not support the use of any other third-party calendaring solutions. If your chapter opts to use any of these tools outside of JRNI and Google Calendar, please understand that your chapter is responsible for getting any client data into Engage from that platform if you want it to be reflected in the client record and included in reports.
This article covers how to access Google Calendar and how you can use it to set up your appointments.
Table of Contents
- How to Access Google Calendar
- How to Set Up Appointment Slots
- How to Modify an Appointment
- How to Share your Google Calendar Appointment Page
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How to Access Google Calendar
Click this link to open Google Calendar
Google Calendar is a Google application included in your @scorevolunteer.org account. It is free to use and every chapter member has one. Log in using your @scorevolunteer.org account when prompted.
How to Set Up Appointment Slot
Use the Appointment Slot function to create appointments with duration or single slots.
1) Open your Google Calendar. Check that your Google Calendar is set on Monthly view.
2) Click on the date or hold and drag to select multiple dates to set the appointment slots for the selected date/dates.
3) In the event box that will open, select Appointment Slots. Then click More Options.
4) Enter the details of the appointment slots. See the image below as a reference.
5) The appointment slots will be displayed in your calendar.
How to Add Clients to the Appointments
1) In your Google Calendar, select the date/time to modify.
2) Click the pencil icon 
to Edit Event (appointment).
3) Add a guest by entering their email address on the field provided (hit enter or return on your keyboard to submit the information on this field).
Note: Aside from adding clients as guests to an appointment, you can also add co-mentors and/or provisional mentors to your appointment by adding them as guests.
4) Click the Save button (to the right of the title field). Then select Yes when prompted to send an invitation to the newly added guest.
Note: The guest will receive a Confirmation Email (see sample below).
How to Modify Appointment to Add Zoom Meeting Details
1) In the Calendar, click the booked appointment to open the details.
2) Click the pencil icon to Edit Event (appointment).
3) Click Add Video Conferencing and select Zoom Meeting from the drop-down. Zoom will now create a meeting and add the details on this page. Note: Your @scorevolunteer.org account has a Zoom account associated with it. Make sure you are using your @scorevolunteer.org account to see this add-on as one of your options.
4) Click the Save button (to the right of the title field). Then, enter a note (not required) and click Send when prompted.
5) Optional Step: You can log in to Zoom to verify that the meeting exists.
How to Modify Appointment to Reschedule an Appointment
1) In the Calendar, click the booked appointment to open the details.
2) Click the pencil icon to Edit Event (appointment).
3) Edit the Date and/or Time to reschedule the appointment.
4) Click the Save button (to the right of the title field). You will be prompted to send update emails to existing guests and an optional message, click Send on this window.
How to Modify Appointment to Cancel an Appointment
1) In the Calendar, click the booked appointment to open the details.
2) Click the trash icon 
to Delete Event (appointment).
3) Click the Save button (to the right of the title field). You will be prompted to send cancellation emails to guests and an optional message, click Send on this window.
Note: The guest will receive a Cancellation Email (see sample below).
How to Share your Google Calendar Appointment Page
After accepting a mentoring request in Engage, you can contact the client to set up a mentoring session. You can also share your Calendar Appointment Page with your client so they can book an appointment with you. Here are the steps on how to share your appointment page link.
Note: Only share your calendar appointment page with a client who has an existing MRE assigned to you.
1) Make sure you've already created your appointment slots.
2) In your Google Calendar, select the date/time and click the pencil icon to Edit Event (appointment).
3) Next, copy the link by right-clicking (Control key and click in Mac) ‘This calendar’s appointment page’ then choose the Copy link address option. You can then paste this link in an email to your clients if they want to see your mentoring schedule.
3) The calendar's appointment page will show all your appointment slots. Your clients can click on their desired date and time to book a mentoring appointment with you. Only share your appointment page with a client you're already working in Engage (a client mentoring request is assigned to you in Engage).
Comments
2 comments
I think calendly will be much easier for most mentors; see calendly.com (free version, which works with the mentor's svo calendar.
Book me here, https://calendly.com/mkrosse-at-svo , to discuss further
Thanks Mark! We are currently vetting a few similar calendar scheduling options that we can support SCORE with organization-wide.
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