General FAQ for Administrators

General FAQ for Administrators

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

Table of Contents

Basics

Program Configuration

Communication with Users

Connections & Matching

Managing Users & Roles

 

Basics

What browsers and operating systems are supported by Chronus Software?

The following browsers are supported by Chronus Software:

  • Internet Explorer (IE); Version 11 – Download the latest version here.
  • Mozilla Firefox; Version 30 and above – Download the latest version here.
  • Google Chrome; Version 40 and above – Download the latest version here.
  • Safari: Versions 8 and 9 - Download the latest version here.
  • Mobile App: iOS8, iOS9
  • Mobile Browser:
    • Android - Can browse using Chrome Browser
    • Apple - Can browse using Safari

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?

To see these steps performed when adding a new resource, watch our walkthrough video.

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. 

uploading.png

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.

Final step in attaching a file

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:

  1. Click Manage from the top navigation
  2. Choose Program Settings>General Settings
  3. Edit the program name and/or program description and click Save

How do I change the program logo?

To change the program logo:

  1. Click Manage from the top navigation
  2. Choose Program Settings>General Settings
  3. Click Browse and choose the logo from your computer and click Save

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

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

  1. Click Manage from the top navigation
  2. Choose Program Overview

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:

    • Mentor (used for Coach role)
    • Mentee (used for Coachee role)
    • Mentoring Connection
    • Article
    • Resource
    • Meeting
    • Program
    • Administrator
    • Mentoring

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. Administrators can also download sample handbooks from the Chronus Support site. These handbooks serve as a starting point for Program Administrators to customize the content to the program participant needs.

How can I customize the system emails?

Currently, email customization is only available in the enterprise edition subscription. To customize system emails, please file a support ticket.

Can a member join the 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 members to extend invitations to join the program to others?

Members 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.

  1. Click Manage from the top navigation
  2. Choose Program Settings>Membership
  3. To allow mentors/mentees to invite others check the relevant boxes and click Save. To disable permissions to extend invitations, uncheck the relevant boxes and click Save

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

  1. Click Manage from the top navigation
  2. Choose Program Settings>General Settings
  3. Click Add and use the editor to format the content and click Done
  4. Click Save on the General Settings page to confirm

Note: For Enterprise edition customers with multiple sub-programs, the Terms and Condition (T&C) and Privacy Policy is configured at a Global level and is applied to all programs.

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 was created (applicable to some Enterprise edition customers). Please contact us for details.

 

Communication with Users

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?

  1. Click Manage from the top navigation
  2. Choose Announcements
  3. Click Edit under Actions for the respective announcement to be edited
  4. Make the changes and click Save

Note: The recipients of an Announcement cannot be edited.

Can I make an Announcement to specific users?

No, announcements can only be made to a group of users (all mentors, all mentees or all participants). To send a message to one or more specific users, use “Admin Messages”.

How do I create a new Forum?

To create a new forum:

  1. Click Manage from the top navigation
  2. Choose Forums
  3. Click New Forum on the top right corner of the Forums page
  4. Enter the Name of the Forum
  5. Check the relevant boxes to select who can see and participate in the forum
  6. Provide a description for the new forum
  7. Click Create to complete the new forum setup

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.

  • Title - Enter the topic title
  • Message - Enter the topic details
  • Click Create to publish the topic on the 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.

 

Connections & Matching

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 (or Coachee requests Coaches) - 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).

  1. Click Manage from the top navigation
  2. Choose Mentor Requests

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.

  1. Click Manage from the top navigation
  2. Choose Mentor requests

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:

Option 1

  1. Click Manage from the top navigation
  2. Choose Mentees

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.

Option 2

  1. Click Manage
  2. Choose Bulk Match

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.

Option 3

  1. Click Manage from the top navigation
  2. Choose Mentoring Connection
  3. Click Create new connection on top of the page
  4. Enter mentor and mentee name and click Create to make a connection

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:

  • Mentees Request Mentors - Allows mentees to search for available mentors from the mentor listing page and request mentorship directly from their chosen mentor. This mode allows the mentees a free hand in determining the mentor they want to connect with.
  • Administrator Assigns Mentor Based on Mentee Preference List - Allows mentees to search for available mentors from the mentor listing page and send a list of preferred mentors to the program administrator. The program administrator then assigns a mentor from the list provided by the mentee.
  • Administrator Assigns Mentors - The assignment of mentors to mentees is decided by a program administrator. The administrator directly pairs the mentors and the mentees.
  • Mentors Request Mentees- Allows mentors to search for available mentees from the mentee listing page and request a relationship directly with their chosen mentee. This mode allows the mentors a free hand in determining the mentee they want to connect with.

To switch between pairing modes:

  1. Click Manage in the top navigation
  2. Choose Program Settings>General Settings
  3. Select the option under Matching Settings and click Save

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/coachees assigned concurrently to a mentor/coach?

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:

  1. Click Manage from the top navigation
  2. Choose Program Settings>Matching Settings
  3. Input the desired number for “Maximum concurrent mentees for a mentor/mentors for a mentee” and click Save

How do I set the default length of a connection?

  1. Click Manage from the top navigation
  2. Choose Mentoring Plan Templates, select the template that you would like to set the default for, and click Edit
  3. Click Add Content, then set the Duration of the connection at the top in months or days

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

  1. Click Manage from the top navigation
  2. Choose Mentoring Connections in the Administration section (your tool may be named differently, depending on the how terminology has been customized for your program)
  3. Choose the specific Connection that you would like to change. Under More Actions select “Set Expiry Date”, choose the new date and click “Change Expiry Date” to confirm the action

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

  1. Click Manage from the top navigation
  2. Choose Mentoring Connection (this tool may be named differently, depending on how you've customized your program terminology) in the Administration section
  3. Choose the specific Connection that you would like to change. Under More Actions, select Close Connection

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:

  1. Click Manage from the top navigation
  2. Choose Program Settings, then click Matching Settings
  3. Under the Ongoing Mentoring Settings section, click Advanced Options
  4. Change the radio button next from Allow mentees to send requests for mentoring from No to Yes, then Save your changes at the bottom of the page

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:

  • Educational attainment (e.g., high school, Associate's, Bachelor's, Master's, Doctorate)
  • Organization-specific gradation (e.g., associate, specialist, manager, senior manager, director, VP)
  • Years of experience (e.g., 0-3 years, 4-8 years, 9-12 years, 13+ years)

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:

Single choice ordered field

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:

  1. Click Manage from the top navigation
  2. Choose Program Settings>Connection Settings
  3. Select the desired mentoring style and click Save

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.

 

Managing Users & Roles

How do I invite a person outside of the program to join as an Administrator?

To invite a person outside of the program:

  1. Click Manage from the top navigation
  2. Choose Administrators
  3. Click Invite New Administrators, enter the email ID of the recipients and click Send invites. To track invitations which have not been accepted, click Awaiting acceptance next to send invites

How do I add an existing member as an Administrator?

To invite an existing member of the program:

  1. Click Manage from the top navigation
  2. Choose Administrators
  3. Click Add New Administrators, enter the name of the member and click Add

Can I remove an existing Administrator?

Yes, Administrators can be removed from the program.

  1. Click Manage from the top navigation
  2. Choose Administrators
  3. Click Remove Admin next to the respective administrator

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

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

Can a Mentor/Coach also be a Mentee/Coachee, 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 (or coach/coachee in the case of a coaching program). They will need to complete the respective user profile form to fully use their secondary role.

  1. Click Edit Profile on the Profile Page
  2. Click Change Role under Admin Actions and select the additional role

Note: Once the role has been assigned, the roles cannot be deleted. You can file a support ticket to remove roles.

Have more questions? Submit a request

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