4.1 Training

1. 4.1 Training Session One

2. What is eCoordinator? • A browser based system that allows you to: • Track Volunteers by ability, interests, and availability. • Place and refer volunteers. • Log and Report hours and other data. • Send batch email. • Create and run searches based on various criteria. • Share records with other eCoordinator accounts.

3. After Today’s Session You will be able to: • Access your account • Navigate eCoordinator • Enter new records for: • Organizations • Positions • Volunteers • Customize the Data Grid • Manage Folders • Sort and Find

4. After Session Two You will be able to: • Use the ‘Search System’ • Place and refer • Make and read log book entries • Create custom surveys • Create and fill schedule time slots

5. After Session Three You will be able to: • Generate reports • Generate Data Grid Reports • Send batch email • Share records with other accounts • Set up User Defined Fields • Customize your eCoordinator account

6. Accessing Your Account • Samaritan eCoordinator is supported by Internet Explorer 5.5 and above. • The URL for eCoordinator is: http://ec.disasterhelp.net/eC31/coordinator/index.php • Click “Login”.

7. Accessing Your Account • Your Customer Service Representative should have already given you your user id and password. Enter them and click the “Login” button.

8. Navigating eCoordinator • The main screen elements of eCoordinator are: • Menu Bar • Tabs • Buttons

10. Menu Bar • The menu bar has four headings with dropdown boxes: • Account • Tools • Report All • Help

11. Account • The selections in the “Account” dropdown menu are: • Edit My Organization (for this accounts primary organization) • Choose My Organization (for switching the primary organization to another organization) • Change User Info (for changing your user id and password) • Logout

12. Report All • Report All has a double dropdown box. This is one place you can go to generate reports for Volunteers, Positions and Organizations. • Reports will be covered in detail during the third training session.

13. Tools • In Session Three we will cover Sharing Records, Customizing Email, Ghost Records, Scheduling Options and User Defined Fields. • After today’s session you will be able to customize the Data Grid.

14. Help • The “Help” dropdown opens a, well…helpful, help file. • “Samaritan Website” will take you to our company website where you can view all of our products. • “Contact Us” is a mail link to support@samaritan.com. • “Issues and Requests” is a form you can fill out to let us know what you would like to see changed. • “About eCoordinator” tells you the version number of your account.

15. The Help File • “Thumb through” the Help file using the navigation links. • Click the book to see more detailed contents. • Search for key words with the Index and Search tabs.

16. Tabs • There are three tabs that are available in eCoordinator accounts. Your account may have a combination of tabs or all three. • Each tab accesses a data grid containing the corresponding records. • The active (or selected) tab will appear in color.

17. Volunteers • The “Volunteers” tab makes the volunteer profiles accessible through the data grid. • This is the default tab (the one that’s selected when you login to eCoordinator). Data Grid Individual Record (Profile)

18. Positions • Positions are the activities that are available to your volunteers. • The position profiles are tremendously important because in addition to basic position information they also: • Provide the format for surveys • Give access to the position’s schedule

19. Organizations • Organizations are the group or groups that sponsor the Positions. • If you are only working with one organization it is possible to use these records to keep track of departments or locations. • “My Organization” is the organization that is responsible for this account. It is marked in the grid by the little yellow and red house.

20. Buttons • The buttons are found in a column on the left side of your screen. • If there is no record selected, some of the buttons will be “grayed out”. They will work once a record or records have been selected. • The buttons correspond to the selected tab. • The “Scheduling” button is only visible when the “Positions” tab is selected.

21. Entering Records • There’s a logical order for entering records. It is: • Organizations • Positions • Volunteers • Positions must have their sponsoring organization entered before they can be entered. • Sometimes it is easier to enter pertinent information about a volunteer if you know what qualities your Positions require.

22. My Organization • You should enter the information for your own organization if you have an “Organizations” tab or not. To enter your organization’s information: • Select “Account” from the menu bar • Select “Edit My Organization” • This is where you create the “Profile” for your organization. • Only the required fields need to be entered immediately. You can always edit your profile to add or change information later.

24. Change My Organization • Rarely used, “Choose My Organization” is for changing the primary organization of this account to a different organization. • You may edit by clicking on “Edit My Organization” from the dropdown menu or by clicking the “Edit” button when you have your organization highlighted in the data grid.

25. Change My User Info • This allows you to change your eCoordinator login information.

26. Enter a New Organization • To open a blank organization profile first click the “Organizations” tab to select it and then click the “New” button.

27. Navigating Profiles • There are two ways to navigate through the profiles: • Click on the tabs at the top • Use the Previous and Next buttons at the bottom • Whichever way you use, be sure to click on “Finish” to save your work.

28. Organization Profile • The active tab is displayed in white. • The only required field is the organization’s name. • Filling out the additional information on the “Main Info” screen will allow you to use the “Same as Organization” time saving feature for Positions.

33. Finish • It is critical to click the “Finish” button to save the information that you have entered. • After clicking “Finish” your new organization will appear in the organizations data grid.

34. Editing Profiles • Select the record that you wish to edit by clicking on the little box next to it. (Make sure that it is the only record selected.) • Click the “Edit” button. • You can now make changes to the profile.

35. Position Profile • Select the “Positions” tab and then click the “New” button. • The position profiles can contain a lot of information. In addition to the information that corresponds to the volunteer profiles there are tabs for Survey Groups, Logged Data and Surveys. We’ll create a survey in Session Three. • Remember, even though you can put a lot of information here, you don’t have to. You can do it later or, if it isn’t important to you, not at all.

36. Position Profile • The required fields for Positions can be found in the first three tabs of the profile. They are: • Title • Sponsoring Organization • Address • City • The other fields do not need to be filled out immediately. You can always come back and edit them later.

38. Click on the sponsoring organization for the position before moving to the next screen.

39. What You’ll See… If the contact information has already been entered in the organization profile, you can use the “Same as organization” button to duplicate the contact info.

40. Positions often happen off-site. This is for the location of the actual position. Link to Map Quest.

42. Sometimes volunteers are taught a skill in the course of a volunteer project. In that case the skill would be “Provided”.

44. Use the scroll bar if you can’t see the bottom of the page.

47. Geographic Area is something that varies greatly from account to account. If you would like the geographic selections to be modified in your account, please contact a Samaritan Support Engineer at 888.904.6060. We will talk more about customizing your account in the final training session.

49. Survey Groups, Logged Data and Surveys are all tabs that are used for creating and editing surveys for the log book. These three tabs will be covered in detail during the third training session. These fields do not need to be addressed when you enter Positions.