How To: Set and Manage Availability in the Engage Calendar

Asia W
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Audience: Client Intake Coordinator, Mentor

Introduction

The Engage Calendar (JRNI) is a system that allows clients to view a mentor’s availability for a session and book the session online. This article will explain how to set availability by creating shift conditions, creating shift patterns, and blocking unavailable time.

All chapters must use the scheduling tool provided through Engage. When the chapter goes live in Engage, they will have a period of transition to allow mentors time to setup their availability and the chapter to transfer any existing appointments from their legacy system if necessary. If the chapter is using the CORE calendar, existing appointments will be brought over by the SCORE HQ Engage team.

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:

Setting Availability

Note: If you delete availability in the Engage Calendar, either an individual time slot or a shift, any appointments already scheduled will remain on your calendar. That time will no longer show as available to book to clients.

Use the block time function to block out specific times in the day, whole days, or multiple days for the holiday.

 

1) From the Engage Homepage > click Mentoring Calendar > enter your name in the Staff search bar >click your name under Staff column. For a breakdown of step 1, please refer to Accessing a Mentor's Calendar.

Mentoring_Calendar.png

2) From your calendar page, click the Schedule tab. To set your availability, create a Condition first and then create a Shift Pattern.

click_the_Schedule_tab.png

 

Creating Shift Conditions

Shift conditions are used to set availability at individual chapter locations (such as branches). Conditions can be color-coded, which is helpful for users that are viewing the schedule at the chapter level.

Note: To edit an existing shift condition, click the pencil icon. To delete an existing shift condition, click the trashcan icon.

3) Create a new condition by selecting Create New button. Never use the Default condition.

create_new_condition.png

4) Enter a name for the condition, select a color and indicate which locations you want to show your availability. Then click Ok.

select_locations_and_click_ok.png

 

Creating Shift Patterns

Shift patterns can be recurring times of your availability or they can be added sporadically in the shift schedule.

5) Make sure that you have the radio button on the new condition before clicking the Create Shift Pattern button.

radio_button_on_condition_then_click_create_new_shift_pattern.png

6) When creating a new shift pattern, it is required that you enter a Start Date, Start and End Time, Repeats, and End (Date) fields.

start_date_and_time_are_always_required.png

The Repeats field indicates the recurrence of your availability which you can set it to daily, weekly, or sporadically (click each repeat to see an example).

repeats.png

The End (date) field defaults to Never but other options can be selected from the drop-down.

end_date.png

 

7) When you're done setting up your new shift pattern, click Save.

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8) You can review your shift pattern in the Schedule tab. It will show up in the date/time you've selected in the shift pattern and in the color that you've selected in the condition.

shift_pattern_created_-_color_coded.png

 

 

Editing Shifts and Shift Patterns

1) From the Engage Homepage > click Mentoring Calendar > enter your name in the Staff search bar >click your name under Staff column. For a breakdown of step 1, please refer to Accessing a Mentor's Calendar.

Mentoring_Calendar.png

2) From your calendar page, click the Schedule tab.

click_the_Schedule_tab.png

3) Select a shift pattern from your schedule. Click it once to open the edit window.

select_the_shift_by_clicking_it_from_your_calendar.png

4) Choose which one you want to edit, then click Submit.

select_which_to_edit.png

5a) If modifying the information on an existing shift pattern, change the fields accordingly and click Save. This ends the process of editing an existing shift.

edit_information_and_click_Save.png

 

5b) If deleting a shift/shift pattern, click the Delete key. Then, proceed to step 6 below.

click_Delete.png

6) Confirm that you are removing the selected shift pattern or shift only by selecting the appropriate option. Then click Remove to save the changes. This will remove this availability from your calendar.

delete_all_or_delete_selected_date_only.png

 

 

Blocking Unavailable Time

  1. To quickly block a window of unavailable time within a previous set shift pattern or recurring availability window, simply navigate to your calendar and click the time frame that you would like to block. Click the Block Time button.

    mceclip4.png
  2. Indicate if you wish to block the entire day or set the window of the time block. If you would like, you can enter a reason and then click Block Time.
  • If you had something blocked on your Google calendar, this is where it would show as blocked.

                           mceclip5.png
  1. To block out multiple days, follow the below steps:

a. Navigate to the calendar page. If you are blocking out multiple days, view the calendar in a month view.

b. Use your mouse to select the days you wish to block out for holiday and click 'Block time'

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c. Select the staff you wish to block time off for.

d. Enter the reason for the time off

e. Click 'Block time'

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  Relevant Resources:

 

 

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