​​Span of Care Documentation
  • ​​Add Section For Campus Picker
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​Table of Contents

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​General Overview

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​Span of Care is a tool used by ministries to ensure that our volunteers feel consistently seen, cared for, and followed up with! 
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  • ​​Volunteers will enter the board after they have completed volunteer onboarding and will stay in this board (In the “Continued Care” column) indefinitely! 
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  • ​​You may notice this board looks similar to other RMS Tools. Span of Care is visually the same but functionally VERY different.
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  • ​​Individuals under the age of 18 will NOT enter the board automatically.
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  • ​​Cards in this process should not be moved manually at all. Following the process in this documentation will ensure the volunteers end up in “continued care” at the appropriate time!
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​                    Found a Bug? Have some                     Documentation/Process Feedback? Submit here!

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​Span Of Care Page Links

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​Span of Care

​​This is the Span Of Care page where you will spend the majority of your time while using this tool! This board will display the volunteers who currently or will require follow up from you so that they feel seen and cared for.
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​​For more information about this page, make your way to The Board section!
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​Campus Configuration

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​​This button will take you to the Campus Configuration page where you (as staff at a campus) will be able to edit the email content that is sent to you or your team whenever it’s time for a volunteer to be followed up with!
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​Central Configuration

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​​This button is for central teams! It will take you to the Central Configuration page where central team leaders are able to edit how long a card should stay in a column and what the board instructions should say within every column!
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​Overview

​​Welcome to the Span of Care page! Where you will spend most of your time when working with this tool/process. From here you are able to view all of the cards that require your attention and follow-up.
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​​Cards do not have to be manually moved at all. Instead, the cards will move by themselves when you follow up with the volunteer and after you click the “Followed-Up” button.
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​​Continue reading through this section to find out more!
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​1. The Card

​​This is the card (a.k.a. - Connection Request) that represents the volunteer and moves along the process. You can click on each card to get a more in depth look at the status of the card and even to make changes! Additionally, each card displays a few things from this view - their campus short-code, their name, the connector assigned to them, and the amount of days they’ve been in the process. 
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​2. The Columns

​​The columns are where the cards reside in the process and what the cards move in between. In the example board above, the goal is to get the cards from “One” to “Continued Care”.
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​3. Manually Adding a Request

​​Clicking this button allows you to manually add an requester into the span-of-care process. Adding a new request will open a pop-up (displayed below) where you can choose who the Requester (the applicant), Connector, Campus, desired Placement Group, and other ministry-specific options! 
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​4. Connectors

​​Clicking on this filter allows you to narrow down the displayed cards so that you are only viewing cards with the selected connector. This can be especially helpful if you are only wanting to look at all cards assigned to yourself.
​​To clear the filter. simply click on the ‘X’.
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​5. Filters

​​One of the most used and helpful tools within onboarding are the filters which you can find in the upper right-hand corner of the board!
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​​Filters that are available for use are:

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​Status

  • ​​Used if you only want to see cards within a specific column! 

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​State

  • ​​This filter can be used for seeing cards that have a specific! Such as active or inactive!

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​Volunteer/Requester

  • ​​If you are looking for a specific volunteer on the board - this filter is for you! Just remember to clear the filter whenever you are done - this will bring the other cards back into view!
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​Last Activity

  • ​​If you want to see all the cards with a specific “last activity” you can use this filter to grab the cards that fit the bill.
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​Overview

​​This section will cover the card view, the components within it, and their functions! From here you can view more in-depth and detailed information about the volunteer(s) you are trying to follow up with.
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​​Within the card you can be directed to the person profile, add activities/notes to help you, remove the card from the workflow, and of course click the followed-up button!
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​​Continue reading through this section to learn more!
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​1. The Requester

​​The “requester” is the volunteer applicant that is moving through your span of care/follow-up process! They are represented as the card that is displayed on your board!
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​2. The Connector

​​That’s you! Or whoever it is that is assigned to follow up with the requestor. Being the connector of a requestor means you will receive email updates about when it is time to follow up with the volunteer!
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​3. Connection Request Info

​​The top right-hand corner of the connection request displays some useful information pertaining to the selected card/connection request. This includes - which campus the card is assigned to, which board the card is on, which column the card is in on the board, and finally - what the Status of the card is. Below is a detailed explanation of each status.
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​4. Person Profile

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  • ​​Clicking on this button will take you directly to the volunteer/requester’s person profile!
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​5. Remove From Workflow Button

​​This button will remove cards from the process/workflow! This is used to replace the “delete” functionality while also retaining data!
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​6. Followed Up Button

​​This button is what will be clicked when you have followed up with a volunteer after they have been snoozed in a column for the amount of time your central team chooses.
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​​Clicking this button will move them from the column they are currently in, to the next one automatically!
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​7. Column Instructions

​​This section will display information/instructions for you and your team to follow while the cards are in a specific column! These instructions are set and put in place by your Central Team Leaders
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​8. Serving Information

​​This section displays which Check-In groups the volunteer is a part of and also shows the amount of check-ins that have been recorded within those groups for the volunteer!
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​9. Activities

​​This button will allow you to add activities to the card! Some of the noted you can add are:

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​Add Note To Person  

  • ​​Saving this activity (if there is text within the note box) will add whatever message is within the note box to the persons profile!

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​Contacted

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​Reached out ( No Response )

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​Overview

​​The Campus Configuration page is home base for campuses to work with the communication being sent. Within this page you are able to add connectors on your own, assign the default connector and create emails that are sent to you and/or your connectors!
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​​Continue reading through this section to learn more!
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​1. Email  Preview Section

​​If an email in the section below Email preview (Column Emails) is selected, it will bring up a preview of what the email is going to look like when it lands in your (or your teams) inbox!
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​2. Add New Email Button

​​Clicking this button will open a pop up window that will allow you to add a new email for any column you would like in the process! Keep in mind - this is what will be sent to you when the volunteers card hits the timer that is set on that column by your central team leader.
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​3. Default Connector

​​The default connector is the person who will be automatically assigned to cards whenever they enter the process/board for the very first time! This dropdown can be used to set who that individual will be!
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​4. Connectors

​​This section of the configuration page allows you to add multiple connectors for your board! This allows you to add other staff members or trusted volunteers to handle follow-up!
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​5. Column Emails

​​This section displays the emails that are currently set up for each column! Clicking on them allows you to view the entire preview of the email!
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​Editing Delays and Instructions

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​​The page listed above is the central configuration page for each Central Ministry Team! Each box displays the text/instructions that you have set for each of the columns in the Span of Care process for your team! 
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​​Clicking on the edit button will redirect you to the page displayed below. In this page, you are able to add a “Delay” to the column. This is the amount of time the card will be snoozed in the column for before the connector is notified that they need to follow up!
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​​In this page you can also edit the Instructions that is displayed within the cards using the editor displayed in the image below.
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​​With Span Of Care you will be able to view all of the cards that are assigned to you via the mobile app/experience! This can be found in the “Connections” section of your app! 
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​​Here is a quick guide/reference on how it works:
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​Connections Home Page

​​On this homepage, you will be able to see if you have any cards requiring your attention (this would be any cards that have been un-snoozed and you are the assigned connector).
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​​As you can see in the reference image on the right, there is one card assigned to me in Span of Care that is ready to be followed up with! Unless you set filters to show otherwise - this section will not display ALL cards you are the connector for. It will only show cards that are Un-Snoozed and need to be followed up with.
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​​Clicking on that button will take you into another page where you will choose the ministry you are working with! At this point you will and in the page described below.
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​Connection Request Page and Filters

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​​In this page, you will see all of the volunteer’s cards that you are able to click into! Additionally, at the top of the page is the “Filters” drop-down where you can choose to include snoozed cards in your view!
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​The Card (Mobile View) 

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​​Clicking into the cards on this page will open up the connection request so you are able to see all of the information you usually could in the Web View version of the tool! You are even able to interact with the “Followed-Up” button, “Remove From Workflow” button, and “Add Activity” features!

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​The Onramp

​​When a volunteer hits the green, final stage in the volunteer onboarding process (actively serving, actively leading, etc.) a card will be created on this board! 
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​​You will see them land in the “One” column and will be set to “Future Follow Up” (Snoozed). As a default connector you will be notified when cards enter your board.
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​Following up

​​When the Future Follow Up date has arrived, this card will become “Un-snoozed” and you as the connector will receive an email letting you know it’s time to follow up with the volunteer on that card! It’s important to take a look at the instructions within the card that your CMT has set for you so that you know how to handle the follow-up!
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​​Once you have followed up with the volunteer, it’s time to hit the “Followed-up” button! This will have the card move automatically from The current column they are in to the next.
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​Continued Care

​​After you have performed the initial follow up. The above process will continue up until the point that the card reaches “Continued Care”. There will be a delay within each column that adds a future follow-up date to the card and 
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​Want To Remove a Card?

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​​To remove a card from the process, click on the card and select the “Remove” button! Always be sure to use this feature instead of deleting!
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​                  Frequently Asked Questions

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​​                                      ( This section will be filled out after BETA Testing )
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