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 notes from the session in Engage. This article is focused on walking you through how to record notes from a mentoring session, edit notes already recorded, and adding a co-mentor to your client (because this is done at the time you record a session).

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:

• Record a Mentoring Session
• Edit a Mentoring 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.               
   
   
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. If you would like the same number of hours logged for a co-mentor who worked with you on the session check the box next to Add hours for Co-Mentor 1. Then click Next.
    
    
    
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 mentoring session you would like to record information on. Click the client’s name to access their 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 will only be able to edit sessions you logged.                                         
   
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. You then have two options:
   • To Add a New Co-Mentor: click the checkbox and hit next                           

• • • Select the Co-Mentor from the list and click Next. 
                    
    • You will receive a message that you have successfully selected the team member.                                                    

• If you do not need to edit hours logged for the mentoring session, check I do not need to edit any hours and click Next.                                                                            
  

10. 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.       
    
    
11. Also review the client’s business information. Once you have completed the review and provided updates, click Next.                                                                
                                         
    
12. You have successfully edited the session and can click Finish.                         
    

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 Title, enter your notes and click Done.            
   
   

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 next month. 

1. Follow steps 1-10 of Recording a Mentoring Session. Or, if the session has already been created, follow steps of Edit a Mentoring Session.
2. Check the box to Add hours for Co-Mentor 1 and click Next.              
   
   
3. Check the box next to the name of Co-Mentor 1 then click Next.             
   
   
4. Click Next again on the confirmation window.                                
                      
5. Enter hours for Co-Mentor 1 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.  
6. 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.
7. Then, also review client's business information on the next page. Once you have completed the review and provided updates, click Next.                        
8. You have successfully edited the session and can click Finish.