If you chapter is deciding on migrating to the @scorevolunteer.org email for all members we have a process in order for us to get all Volunteers on-board to make this a smooth transition. If you have not already, its important to communicate with your chapter leadership prior and fellow members so they're made aware of the coming changes.
Our goal is to make sure not only every volunteer has this @scorevolunteer.org account by the next CORE replacement (not required yet), but to clean up and reconcile any volunteer roster data (email accounts) from Google. As we've aggregated several years worth of roster data (email accounts) that need cleanup to prepare for this transition. Currently, our @scorevolunteer.org domain lists volunteers that may no longer be with SCORE, or have this email account but are not aware or have logged in. For those not aware of their accounts, we definitely want them to start utilizing them. Your chapter should have good knowledge of who's active in the chapter and who's left the chapter, so we'll ask for some basic information in order to clean up our lists.
In the new CORE replacement this system, it will require synchronization of account data (Name, Secondary Email, Contact Info), and want to insure this email account data is accurate and consistent.
Please note: The @scorevolunteer.org emails are hosted by Google, CORE data is not pulled as these are separate platforms.
Once your chapter has decided to go through with the conversion, please email email@example.com using the following subject line
Subject line: SCORE EMAIL for All Members of Chapter XXXX
1) The Help Desk will then provide you with an EXCEL list: (Containing- Name, Email, Last Login Date)
2) We'll require the following information
- Which Volunteers need the email account, or are missing from this list
- Who needs to be removed
You can edit/add/highlight the cells indicating which to add/remove/reset. Please make sure the file is saved as .XLSX when editing!
IMPORTANT: We'll need the Volunteers personal email address, for those who need an email account and those who have not logged in for more than two months (from last login date)
Once we receive the list back with the above data, we will then reset the account passwords, remove any old users and add new accounts.
Please note: when accounts are reset, the user will receive an email directly from Google Admin. This is not a spam message, so be sure to alert volunteers they'll receive either one of the two messages sent to their personal email.
Why we ask for the personal email? Google Account Recovery.
From Google Support: Google Account Help
Google implements account recovery options simply by asking for the volunteers personal email or phone number in the case they're unable to access their account. So adding this will allow self-sufficiency as volunteers can reset their own email passwords without emailing the Help Desk.
How the email header will look (below)
Password reset for firstname.lastname@example.org
Welcome to your new G Suite account for SCORE
When either message is received, the process is complete. We'll notify the chapter requester in the email advising this has been processed.
IMPORTANT: CORE logins are not touched during this process, as we leave CORE login/username changes for the individual volunteers. We're only creating/removing or resetting @scorevolunteer.org emails during this process