How To: Record or Edit a Mentoring Session

Audience: Mentor

Introduction

Once a mentoring session has been held with a client, it is the responsibility of the mentor to record their session notes in Engage. This article is focused on walking you through how to create a session note, edit an existing session, and add a co-mentor to your session (which is only done in the session creation).

Note: To view the full list of notifications for the Client Mentoring Journey, click here. (You must be signed into your @scorevolunteer.org account.)

Table of Contents:

• Create or Edit a Mentoring Session
• Edit a Mentoring Session
• Remove a File from a Session
• Add a Note to the Mentoring Session
• Add a Co-Mentor

Record a Mentoring Session

1. From the Home Page, click My Client Requests under My Client Mentoring section.
   
   
2. Locate the client for whom you want to add a session and click View to access their mentoring request record.                          
   
   
3. Click the Add/Edit Session button.    
   
   
4. Click the radio button next to Create New Session and then click Next. If editing an existing session, please select the date and time from the pop-up window and then click Next.
   
   
5. Enter the Session Date and Time, select the Chapter and Branch Location, select the primary nature of the session, note any other mentoring provided, select Session Mentoring Type (in person, phone, email or video), Language Used (with an option to enter a second language used), sessions notes, check the box next to Email Session Notes to Client if you would like the session notes emailed to the client, note any Homework Assigned, and indicate whether or not the client has started a new business. Then click Next.                                                                                                                             
   
6. You may upload up to 5 documents relevant to the mentoring session by clicking Upload Files or dragging files to the dialog box.                   
   
   
7. Using the upload function, click Upload Files and navigate the file on your computer and click Open.        
                   
   
8. Once the file has been successfully uploaded to the system, click Done.                     
   
   
9. When you have uploaded the files you would like to upload, click Next.                                  
   
   
10.  Enter the hours you spent on the mentoring session, including Session Hours, Prep Hours, and Travel Hours.
    • Note: If adding a mentor, select the box to Add hours for Co-Mentor 1 and check out the steps here.
      
      
      
11. You will receive a confirmation note that the session information has been recorded and that you will be asked to review the client’s information for accuracy in the next two screens. Click Next.      
    
    
12. The first step is to review the client’s demographic information and make updates to any inaccurate information. Then click Next.                                       
    
    
13. The second step is to collect information about the client’s business. Once you have completed the review and provided updates, click Next. If the client already has a business, you will be prompted to review their business information as well.                              
    
    
14. You have now completed the process and can click Finish.                        
                     
    
15. The Session can be found in the Sessions section of the client’s profile.     

Edit a Mentoring Session

1. From the Home Page, click My Sessions.     
   
   
2. Locate the client for whom you want to add a session and click View to access their mentoring request record.                          
   
   
3. Click the Add/Edit Session button.   
   
   
4. Click the radio button next to the session you want to edit and then click Next. 
   • Note: You can only edit the sessions that you've logged. Sessions are only open to be edited until the 5th of the following month.                                         
     
5. Edit the session details and click Next.                                 
6. You will be prompted to upload files just like when you originally logged the session. You can upload up to 5 files. Once complete, click Next.                    
                   
   
7. Next, you can edit the session hours you logged. Once complete, click Next.                      
   
   
8. On the next window, you can select to add a New Co-Mentor or not edit any hours. If you select to Add a New Co-Mentor, please follow these steps.
9. You will then be asked to review the client’s information for accuracy. Please review the client’s demographic information and make updates to any inaccurate information. Then click Next.       
   
   

10. If the client started a business or has an existing business, you will be asked to review the client’s business information. Once you have completed the review and provided updates, click Next.         
                                         
    
11. You have successfully edited the session and can click Finish.                         
    

Remove a File from a Session

1. From the Home Page, click My Sessions.        
   
   
2. Click View to access the session record.                                                    
   
   
3. From the related list on the right column, find the Files section. Then click View All.
   
4. Click the drop-down arrow inline with the file you want to remove. Then, select Delete.
5. Select Delete on the confirm window and your file will be removed from the session.

Add a Note to the Mentoring Session

1. From the Home Page, click My Sessions.        
   
   
2. Locate the mentoring session you would like to record information on. Click View to access the session record.                                                    
   
   
3. Click New Note.                                                          
   
   
4. Enter a subject and enter your notes. Then click Done to save.    
   
   

Add a Co-Mentor

Co-mentors can be added at the time the original session is entered or by editing an existing session. Below are the steps in adding the co-mentor by editing an existing session.  

Note: Engage will only allow you to edit a session within the current month. It locks the session after the 5th of the following month.

1. Follow steps 1-10 of Recording a Mentoring Session. Or, if the session has already been created, follow the steps of Edit a Mentoring Session.
2. Check the box to Add hours for Co-Mentor 1 and click Next.              
   
   
3. Search the Mentor Name on the field provided and press your Enter key (Windows) or Return key (Mac) or click the Next button on the lower right. You can also Search in Chapter, District, Region, our Outside Area from this same window. To be searchable in this co-mentoring search window, please make sure to update your profile by selecting YES on Serve Clients Outside of Local Area (see item 5 in this guide for additional info).
4. 
   
   
5. Check the box next to the name of co-mentor then click Next.             
6. Click Next again on the confirmation window.                                
                      
7. Enter hours for the co-Mentor and click Next. If there is another co-mentor to be added, click the box to Update or Add Another Co-mentor. Otherwise, proceed to step 6 below.  
8. You will then be asked to review the client’s information for accuracy. Please review the client’s demographic information and make updates to any inaccurate information. Then click Next. 
9. Then, also review client's business information on the next page. Once you have completed the review and provided updates, click Next.                         
10. You have successfully edited the session and can click Finish.