Here you'll find some of the questions most frequently asked by administrators.

Managing Users & Roles

Which browsers and operating systems are supported by Chronus Software?

The following browsers are supported by Chronus Software:

Additionally, Javascript and AJAX must be enabled on the browser.

I forgot my password. How can I retrieve it?

On the login page, click Forgot password next to the password input box. Enter your registered email ID and click submit. Instructions to reset your password will be emailed to you.

How do I edit or add attachments in Chronus Software?

You can attach resources for users in Task descriptions or in the Resources tool. Both places include a text box with a row of formatting tools at the top. Use the "link" icon to attach documents. Here's how:

1. Edit or create the document directly on your computer. Then save the document to your computer to a location you can easily find, like your desktop. In most cases you'll save as a Word document or PDF.

2. Now go to the Mentoring Connection Template or the Resources tool.

3. In Mentoring Connection Template: To add a document to a task, click "Add new action" and select "Task." Or you can edit an existing task--hover over it until a pen icon appears on the left, and click that. You should now see a text editor.

4. In Resources: If attaching a document to a resource, edit an existing resource or click "Add New Resource." You should now see a text editor.

5. To replace an existing document: If you want to replace an existing document, highlight the link and click the "unlink" icon.

6. If adding a new document: Type the name of the document, then highlight the words you just typed.

7. Click the link icon.

8. Click "Browse Server."

9. Click "Upload." Find your file and double-click it to upload. Once the file finishes uploading, you'll see a list of all the files you have uploaded to the Chronus server.

10. Once the file appears in the list of hosted files on our server, click the file name.

11. You will be returned to the "insert link" pop-up, now with a URL created to access the hosted file. Verify that a URL is showing in the URL space. It will look something like the below image.

12. Click OK. Now your file has been loaded on our web servers so it can be accessed by your users with the click of a link. The words you initially highlighted should now appear clickable.

Program Configuration

How do I edit the program name and description?

To change the program name and/or the program description:

How do I change the program logo?

To change the program logo:

How can I make changes to Program Overview page(s)?

Program Overview page(s) can be added, modified, or deleted.

To create a new page: Click Add a new page. Provide a title for the page. Add content using the editor. Click Save.

To edit an existing page: Click Edit on the top right of the page. Edit the page content using the editor. To change the page title, make changes to the title. Click Save to retain the changes.

To delete a page: To delete a page, click Delete on the top right of the page, then click OK to complete the action.

How can I customize the terminology used to describe various roles?

The following labels can be customized:

If you would like to make changes to any of these terms, submit a ticket with the details of your request, as this is a back-end feature.

Can I edit the Mentor and Mentee Handbooks, or other Chronus-provided resources?

Mentor and mentee handbooks cannot be modified but can be replaced with new handbooks. Handbooks serve as a reference to mentors and mentees and provide mentoring best practices. There is both a mentor and mentee handbook. Sample handbooks are provided within the Chronus software. These handbooks serve as a starting point for Program Administrators to customize the content to the program participant needs.

How can I customize or enable/disable system emails?

Note: Not all emails may apply to how you run your program (e.g. there may not be a need to have the deactivate users notification email send out if you're only deactivating people who are no longer in your organization).

Note: Some system emails cannot be edited.

Can a member join a program without Admin approval?

Yes, when an admin or other members extend an invitation, the invitee can directly sign-up for the program. In this case, they bypass the admin approval process.

How can I enable or disable the ability for participants to extend invitations to join the program to others?

Generally speaking, this isn't a workflow we recommend using since this allows program participants to invite anyone into the program. We highly recommend reaching out to your dedicated Customer Success team member to discuss potential implications before making these changes.

Participants can extend invitations to persons to join the program. Administrators can manage who can send invitations based on their membership. At anytime the administrator can revoke permissions.

How do I add or edit the Terms and Conditions (T&C) and Privacy Policy?

Note: You cannot remove or change Chronus' Terms & Conditions or Chronus' Privacy Policy. You may only add onto what already exists.

Can I change the program URL?

Once established, the program URL cannot be changed. It is unique to your program and can be created only once when the program is configured. An exception is when a custom domain has been purchased. Please contact us for details.

Can I change the email address that Chronus emails are sent from?

No, all outgoing messages are sent from [email protected] and this email address cannot be changed for individual programs.

Can an Admin view all messages, including replies from other Admins?

Yes, all incoming messages and reply messages are threaded together based on the email subject. If another Admin has replied to the message, you can view the message as part of the thread.

I am not able to attach a file to an Announcement. Is there a size limit?

Yes, there is a restriction on the size of the attachment. Be sure that your file is not more than 5 MB.

How do I edit an Announcement that has already been posted?

Note: The recipients of an Announcement cannot be edited.

Can I make an Announcement to specific users?

You can specify a User View to target a specific group of users by clicking the Select a different user set option in the Announcement editing tool.

To send a message to one or more specific users, use the Admin Messages tool instead.

How do I create a new Forum?

If forums are enabled for your program, to create a new forum:

How do I create a Forum topic?

To create a new forum topic, Click New topic on the top right hand side of a forum.

Can I create a Forum accessible by all members (both mentors and mentees)?

Yes, forums can be created for all members on the program. When creating the forums make sure that in the “Available For” section, both mentor and mentee check boxes have been checked.

How are new Connections created?

A connection can be created depending on the assignment mode set for the program.

If set for Mentees Request Mentors - The mentee browses the list of mentors and sends a request directly to the mentor. Mentors can approve or reject the request. Chronus software displays the percentage of compatibility between the two.

The Admin can track the requests under “Mentor Requests” (this tool may be named differently, depending on how terminology has been customized for your program).

If set for Administrator Assigns Based on the Preferred Mentors List From Mentees - The mentees browses the list of mentors and sends the list of preferred mentors to the administrator. Administrator assigns a mentor from the list of preferred mentor list provided by the mentee.

Administrators will be able to view the preferred list of Mentors sent by Mentee with Match percentage. Click Assign Mentor, enter the Mentor Name and click Assign to match the mentor with the mentee.

If set for Administrator Directly Assigns Mentors - Grants the administrators complete control over the assignment of mentors to mentees. The Administrator creates the mentoring connection. There are three different ways a connection can be created:

Use filters on the right side, click Status and check the “Unconnected Mentees”. The list of unconnected mentees will be displayed. Click Find a mentor for the respective mentee. The top matches for the mentee will be displayed. Click Assign for the respective mentor to create a connection.

Use the Bulk Match tool to match many mentees with mentors at once. You may choose to draft the matches first so that you can review them before publishing.

What are the matching mode options?

Matching is the process of creating mentoring connections between mentors and mentees. There are four different matching modes supported:

To switch between pairing modes:

Note: The matching option where Admin assigns mentor based on mentee preference list needs to be enabled by Chronus. For more information or to request activation of this option, please file a support ticket.

How do I limit the number of mentees assigned concurrently to a mentor?

The administrator can establish for all mentors (or coaches, in the case of a coaching program) a “default” limit of the number of connections (one-to-one or group) a mentor can have concurrently. Once the limit is reached, the mentor’s profile will no longer be available for matching. The administrator can override the limit and manually assign a mentor to additional mentoring connections.

In addition, each individual mentor can edit the default limit and set their own limit within their profile settings. The reason for this is each mentor’s availability will likely vary. For example, an individual mentor may be limited on time (and thus need to take on fewer mentees).

To set, or change, the default number of mentoring connections for all mentors:

How do I set the default length of a connection?

How can I extend the time frame of a particular connection?

How do I close a Connection before it's due to close automatically?

Why are mentees not seeing any recommended matches?

This occurs when the ability for mentees to sending mentoring requests is disabled. To change this setting:

Can I keep senior mentees from matching with more junior mentors?

To ensure people find good matches at a higher rank or experience level, use a "Single Choice (Ordered field)" question.

This field is used to pair mentees with mentors who have greater age, rank, status, or years of experience. The administrator defines an ordered list of "experience bands."

Examples:

The matching algorithm, invisible to the mentee, will look for "greater than" status in terms of the chosen variable. A mentor who is at a higher ladder level than a mentee is considered a better match than one who is at the same level or below. You can choose whether to set the aggregate match score to 0% in the case of a mismatch, or you can weight it normally along with other matching fields (tell your Chronus agent your preference).

To the user, it looks like a typical single-select, multiple choice field:

Please Note: In the profile editor, this field type is called Single choice (Ordered field). For the complete list of field types and examples, please read this article.

How can I change the style of mentoring between One on One and Group mentoring modes?

In One on One mentoring, each mentoring connection contains a single mentee and mentor. In Group mentoring, multiple mentees can connect with a single mentor.

To change the style of mentoring:

Please Note: When changing from Group mentoring to One on One (1:1), existing groups will not be affected and only new connections created will be One on One.

How do I invite a person outside of the program to join as a (global) administrator?

To invite a person outside of the program:

How do I add an existing member as a (global) administrator?

To invite an existing member of the program:

Can I remove an existing administrator?

Yes, administrators can be removed from the program.

Can a user request to join the program in multiple roles?

Yes, a user can request to join the program as either a mentor, a mentee, or both roles at once depending on the way you have your program settings established. You can also add or remove roles for an end user at any time as an administrator.

Can a Mentor also be a Mentee, and vice versa?

Yes, a member can be both roles in the program. The administrator needs to add the additional role if the user did not select multiple roles on sign-up.

Can an Administrator also have other roles?

Yes, an admin can also participate in the program as a mentor or mentee. They will need to complete the respective user profile form to fully use their secondary role.

How does Chronus define what an "Active" user is?

Chronus considers a user to be Active if they have published their profile (completed all mandatory fields) or if they enter into a connection. This does not include individuals whose accounts are in a dormant, suspended, or inactive state.