Daily Duties

Everyday make sure to check:
1.  Expired List once per day.
2.  Rejected List several times throughout the day.
3.  New List: check for crisis emails by opening and scanning each one.
4.  Locked List: click on Subject, click Cancel and it will unlock.

For new requests:
1.  After you log in ‘select e-mails’ and click ‘new’.
2.  Click on subject’s email’.
3.  Edit body of email if necessary and make appropriate changes in shaded grey areas.
4.  Any change you make (ie. Gender), you must hit ‘update’.
5.  Click ‘monitoring’ option if this e-mail was one that you wanted to track.
6.  If you want to view all of the ‘monitoring’ e-mails   you select ‘monitoring’ in the ‘select e-mails’ list.
7.  To assign the e-mail you click ‘assign’. 

When looking at emails, click on the Subject line to open. Click “Cancel” to exit, do not use the “X” in the upper right corner (it will remove it from the list it is in). Go to the Locked list to unlock.

How to Search :
Select Emails “ALL”; Criteria “%lastname%”; Assigned; Click Search.

% wild card character is necessary.  This will bring up all the e-mails that this mentor has been assigned.

If you are looking for e-mails from the visitor you can use their email address up to the and not including the @ sign or the domain name. Choose the ‘field’ section ‘from’.

*You will have to click the ‘clear’ button to remove yourself from search and select another list from ‘select emails’ to continue.

Assigning Requests:
Click on link under ‘subject’.  Edit fields From (name) (email) and Sent To if necessary.  Make all appropriate changes in Status area. Click ‘Update’ to save changes.  Do not change ‘Response Required’ with new requests.  Click ‘Reply/Comp’ when you want to send a reply to the person or when there is nothing else to do with the request.

Forward:
You can only forward to the mentors who have ‘Destination’ in the ‘Type’ field in the staff list. These are people that you would not be using as mentors.

Delete:
will remove from your list but stay in mars

Cancel:
will send back to appropriate list under ‘Select Emails’

When matching to a mentor:
Click ‘Assign’ for available mentor list.  Make appropriate changes under ‘Select Minister’.  If you need to find a mentor who does not appear in list check ‘Over Work Limits’ or ‘Not Available’ to appear.  Click ‘Search'.  Select mentor under ‘matching ministers’ by clicking on their name.

Assigned Current (Total):
The number outside the bracket indicates how many requests have been sent to the mentor. The number inside the bracket indicates how many requests are waiting to be completed by mentor.  If ‘Susie mentor’ has agreed to answer 4 requests per week. (Max Load) and she has been assigned 3 with 2 still needed to be done choose someone else. I always match ones with 0(0) as soon as possible.

AMAN means ‘As Many As Necessary’ . The number on the right always accumulates.

Staff List (Mentors)
1.  Choose Staff Tab.

2.  When viewing the Staff list (Mentors), RED highlight means Not Available, YELLOW highlight means over their weekly limit. And these will not show when matching requests.

3.  To update a Mentor's availability, click on Staff name.

4.  Make appropriate changes

5.  Change date of return from holidays/day next available in the ‘available on’ field. Click ‘save’ to keep the changes.

Expired and Rejected list:
Check expired and rejected list everyday. You can receive rejected emails throughout your day. Expired list will received requests after midnight every 24 hours.

Pre-Written Responses: Frequently used responses.
1.  Click Insert
2.  Fill in Key Word, Phrase, Text
3.  Click Insert

Example: This prayer request came in through one the Women Today online web sites.  Please log into MARS  before Sept 5, to view and respond.  If you do not wish to send a reply, click the "reject" button in MARS by Sept 1.

Include a typed prayer along with sharing the 'Hope of Christ' in your reply email.

Sample: "I have discovered that Christ gives me incredible strength and guidance to deal with difficult situations in my life. If you would like to know more about having a personal relationship with Jesus Christ, please check out http://www.journeyofjoy.com If you already have a relationship with Christ, but feel that you are living a defeated life, please check out http://www.christianwomentoday.com/growth/spiritfilledlife.html"

Other helpful tips on how to respond to a prayer request:

http://training.truthmedia.com/mentoring/prayer_mentor.html

**Check out the new mars tutorial at:http://training.truthmedia.com/mars

Re-Assigning Requests from the Rejected or Expired List:
1.  Click on Subject Line.
2.  Click on History (to view who the email has been assigned to previously).
3.  Click on Assign.
4.  Click on applicable items and gender.
5.  Click UPDATE.
6.  Click Search.
7.  Click on Mentor name (reassign to a different, available mentor).
8.  Choose the appropriate Prewritten response. INSERT.
9.  Write Hello ________ (mentors name) and update the text body with the visitors name.
10.  Change the date of Response time (7 days from today) or Rejecting time (2 days from today) in the text body.
11.  Click Send.
12.  Click Close.

Crisis Emails: Suicide and severe depression, abuse situations.

Choose EMERGENCY or Urgent box to alert the mentor/counselor.
1.  Click UPDATE.
2.  Click Assign.
3.  For counselor choose Helper Type: Counseling.
4.  Choose Prewritten Response

When sending a reply from visitor to mentor:
1.  Click on Subject Line.
2.  Uncheck “Response Required” box.
3.  Check “Followup” box.
4.  Click Update.
5.  Click Assign.
6.  Click on name under Mentor-Responded (it appears on the right).
7.  Choose Prewritten Response
8.  Click Send.
9.Click Close.

Different language Requests:
1.  Choose the Language.
2.  Click appropriate boxes
3.  Click Update.
4.  Click Assign.
5.  Click on Mentor.
6.  Use appropriate pre-written response
7.  Click Send.
8.  Click close.

IMPORTANT NOTE:   ANY time that you are in an e-mail, assigning an e-mail, or working on any of the e-mails, and you are finished or decide not to do anything DO NOT hit the ‘x’ box to get out of it.  You must hit the ‘cancel’ option or else the e-mail will be locked. All e-mails that have light grey writing are those that are locked. To unlock go to ‘select emails’   and choose ‘Locked’. Click on the subject, click cancel and it will go back to the ‘new’ list unlocked so you can work with it again. It’s best not to use the ‘X’ until after you log out and want to close the program.

Pri: Priority
Normal: N
Emergency: Red ‘E'
Urgent: U
Low: Blue ‘L’

STAT:
N= New and will need to be opened, edited, and assigned
N*= New e-mail BUT this email address has come through mars before.   It could be a reply from the visitor to the mentor or another request.

When it is a reply to the mentor from the visitor. Click on ‘subject’ line and you will see the mentors name under ‘Mentor-Responded’. Click on the mentor name, click appropriate pre-written response and click ‘send’. 

C= Completed- and this means that the mentor has already answered.
A= Assigned-You’ve assigned it, but it’s not complete yet
D= Deleted

From: Name and email address of person sending request

Subject: Where the email or request came from. ie: site, article, story

To: Change to MARS@truthmedia.com if a personal email shows here.

Received: Date and Time email was received.

Assigned: Name of person request has been sent to.

Red Flag: Being Monitored

Red trash can: Delete. (If you use this delete button it is permanently gone!)