Quick Start Guide

Welcome to the CORES RMS Quick Start Guide.

CORES RMS (Resource Management System) is a volunteer A user who can participate in missions, request shifts, and record volunteer hours. management platform that enables organizations Official entities, such as public health authorities, healthcare agencies, and corporations. to recruit, manage, deploy, and track volunteers during preparedness and response activities.

The core workflows needed to manage missions and volunteers in CORES RMS include system access, mission creation, volunteer assignment, time tracking, and reporting.

System Access

Logging In

1. Go to your CORES RMS login page.

2. Enter your email and password, then click Sign In.

User Roles & Permissions

CORES RMS access is determined by a combination of:

• System role Permissions assigned to accounts. Your role determines what you can view, modify, and manage in the application.: permissions assigned to the account Used to track and manage users. Accounts differ from your profile, which is used to modify personal settings for using the solution..

• Organization membership and organization role Permissions that define your access to organization information, including members, groups, and files, and how you interact with that information.: permissions within that organization.

• File and folder-level access controls: determines what documents, libraries, or shared resources a user can view or manage.

Your menu and header options may look different depending on whether you are a Volunteer or an Admin, because what you see and have access to is dependent on your system role.

Creating a New Mission

Missions help track response/deployment work and volunteer hours.

1. On the main menu, select Missions.

2. Click Launch a New Mission.

3. Enter the mission details (for example, Mission name or Mission type).

4. Add shifts after creating the mission, so volunteers know when and where help is needed. A mission with at least one shift can be mobilized, and after mobilization, its status becomes Active.

For step-by-step instructions and additional details, please refer to the Launch a New Mission.

Reviewing and Assigning Volunteers

You manage volunteers at the shift level.

1. On the main menu, select Missions, and open the mission.

2. Under Active Shifts, expand a shift.

3. Do one (or more) of these:

   • Approve volunteer requests.

   • Deny a request and record the reason.

   • Add Volunteers to a shift.

   • Withdraw a volunteer from a shift.

   • Export roster as a CSV file.

For step-by-step instructions and additional details, please refer to the Manage Shift Volunteers.

Tracking Hours

Volunteers: Logging Your Hours

Volunteers are responsible for submitting the hours they worked for a specific shift.

1. From the main menu, select Time Tracking.

2. Open the My Hours tab.

3. Locate the appropriate shift.

4. Select + Add Hours and enter the time worked.

5. Save your entry.

Submitted hours typically remain in a Pending status until reviewed and approved by an administrator.

For step-by-step instructions and additional details, please refer to the Add Hours to a Shift.

Volunteers: Exporting Your Hours

Volunteers can download a record of their logged hours for personal tracking or reporting.

1. Navigate to Time Tracking.

2. Select one or more shifts.

3. Choose Export CSV.

4. Download the generated file.

For step-by-step instructions and additional details, please refer to the Track Your Hours.

Administrators: Reviewing and Approving Hours

Administrators manage submitted volunteer hours to ensure accuracy and compliance.

1. From the main menu, open Time Tracking.

2. Select the Volunteer Hours tab.

3. Choose to view entries grouped Comprised of accounts with certain shared characteristics, such as role or location, but not necesarily employer. by Shift or by Volunteer, depending on your preference.

4. Open the relevant record to review, approve, edit, or deny submitted hours.

Approved hours are finalized and reflected in reporting.

For step-by-step instructions and additional details, please refer to the Manage Volunteer Hours.

Reports (Admin)

1. Go to the Reports page to understand system usage and activity.

2. Reports can be viewed as tables and charts, and you can filter/sort to refine results.

3. Export complete reports or individual report components for further analysis.

4. You can also use alerts An alert, update, advisory, information, drill, or test message that can be sent & received through delivery methods such as email, voice, text, fax, or inbox. and scheduled notifications An alert, update, advisory, information, drill, or test message that can be sent & received through delivery methods such as email, voice, text, fax, or inbox. to monitor criteria and share progression.

5. Access to reporting depends on permissions (for example, client admin access; org “run-reports” permission can matter).

For step-by-step instructions and additional details, please refer to the Manage Report Data.