Appointment Scheduler

Overview

• Create Appointment Types• Create Administrator Availability• Viewing/Booking Appointments as

Administrator• Viewing/Booking Appointments as a

Student

Creating Appointment Types

• Tools > Setup > Appointment Types

Creating Appointment Types

• Step One:

Type Definition section

Creating Appointment Types

• Title

What will this appointment cover?

This also becomes the subject of the observation note

Creating Appointment Types

• Appointment Duration (minutes)

How long will the appointment last?

Creating Appointment Types

• Appointment Duration (Displayed to Student)

This is the time the student will actually see.

Creating Appointment Types

• Lead Period (minutes)

The amount of time before an available appointment disappears from student view.

Creating Appointment Types

• Freeze Period (hours)

This is the amount of time before the appointment where the student can no longer cancel or reschedule the appointment.

Creating Appointment Types

• Sign-up Limit

This is tied to the Sign-up Limit Period. Determines the number of appointments a student can schedule for this reason.

Creating Appointment Types

• Sign-up Limit Period (days)

This is tied to the Sign-up Limit.

Students can only book the number of appointments indicated in the Sign-up Limit within this period of days.

Creating Appointment Types

• Future Sign-up Days Allowed for Students

This is the number of days into the future that a student would be able to see availability and book an appointment.

Creating Appointment Types

• Future Sign-up Days Allowed for Admins

This is the number of days into the future that an admin would be able to see availability and book an appointment.

Creating Appointment Types

• From Address– This is the email

address that the reminder/confirmation/cancellation emails will come from.

Creating Appointment Types

• Lag Days– This is the number

of days before the appointment date that the reminder email will be sent to the student.

Creating Appointment Types

• Slot Display Memo:– The text written here will display as notes at

the top of the page above the available appointments the student sees.

Creating Appointment Types

• Confirmation Memo:– This is the confirmation message the student

sees once an appointment is selected.

Questions

Creating Admin Availability

• How would you like to build availability?– True = Build Slots by Day of Week

• Example: Available every Monday from 10:00 AM – 1:00 PM for Resume Reviews

– False = Build Slots by Date• Example: Available on Monday, 4/20 from 10:00

AM – 1:00 PM for Resume Reviews and available on Monday, 4/27 from 9:00 AM – 11:00 AM for Resume Reviews

*Cannot be changed after availability has been created

Creating Admin Availability

• Indicate when you’re available for appointments

• What type of appointments you’re available for

Go to My Profile > Availability tab

Creating Admin Availability

Day of Week:

What day are you available?

Creating Admin Availability

Appointment Type:

What type of appointment are you available for?

Setting availability for different appointment types must be set up individually

Creating Admin Availability

Appointment Duration:

Lets you know what the set duration and the duration displayed is to students for this particular appointment type.

This will help determine how many appointments you’re able to take during the allotted time

Creating Admin Availability

Block Start and Block End:

Set the start and end time that you’re available for this appointment on this day.

Creating Admin Availability

Hide From Student View:

Should students be able to see this appointment availability?

If selected, this appointment availability will not be visible to students

Appointment must be booked by admin

Creating Admin Availability

Hide My Name:

Should students be able to see the counselor’s name?

If selected, students cannot see the counselor’s name for this appointment

Creating Admin Availability

Description:

This text will appear next to the appointment and will also be included in confirmation email.

Include a brief description of appointment

Creating Admin Availability

Location:

This text will appear next to the appointment and will also be included in confirmation email.

Include the location for the appointment (building/office)

Viewing Appointments as Admin

• There are three ways Admins can view appointments.

Option 1: Go to My Profile and click View Appointment Calendar

Viewing Appointments as Admin

• Booked appointments appear in red

• Open slots appear in yellow

• Regular calendar will show booked appointments only

Viewing Appointments as Admin

Option 2:

Go To My Profile>View Activity>Appointment tab

Viewing Appointments as Admin

Under Appointment tab you can:- Indicate if student was a No Show- Create Observation Note

Viewing Appointments as Admin

Option 3:

Go to Appointment Calendar in the left hand navigation

Booking Appointments As Admin

• Go to student’s profile and click on Make Appointment

Booking Appointments as Admin

Select Appointment Type and Time Slot

Confirm or Cancel

Questions

Booking Appointments as a Student

Under I want to… Click Make Appointment

Booking Appointments as a Student

Select Appointment Type and Time Slot

Confirm or Cancel

Booking Appointments as a Student

Students can view appointments two ways

Option 1: View My Activity>Appointment tab

Booking Appointment as a Student

Option 2: Appointments appear in calendar

Questions