Raul and Mona Session starters Please silence all cell phones Please hold questions for question breaks Please state your name and organization when asking a question PowerPoints and handouts are available at ID: 212154
Download Presentation The PPT/PDF document "Automating Your Student Appointments" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Slide1
Automating Your Student Appointments
Raul and MonaSlide2
Session starters
Please silence all cell phones
Please hold questions for question breaks
Please state your name and organizationwhen asking a questionPowerPoints and handouts are available at www.csoresearch.com/csoconferenceSit back, relax and let’s have some fun!Slide3
Overview
Create Appointment Types
Create Administrator Availability
Viewing/Booking Appointments as AdministratorViewing/Booking Appointments as a StudentSyncing AppointmentsSlide4
Creating Appointment Types
Tools > Setup > AppointmentsSlide5
Creating Appointment Types
Title
:
What will this appointment cover? This also becomes the subject of the observation noteSlide6
Creating Appointment Types
Appointment Duration
How long will the appointment last?Slide7
Creating Appointment Types
Appointment Duration (Displayed to Student)
This is the time the student will actually see.Slide8
Creating Appointment Types
Lead Period
This is the amount of time before the appointment that the student will see this slot as available.Slide9
Creating Appointment Types
Freeze Period
This is the amount of time before the appointment where the student can no longer cancel or reschedule the appointment.Slide10
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.Slide11
Creating Appointment Types
Sign-up Limit Period
This is tied to the Sign-up Limit. It is the number of days before a student can schedule an appointment for a given reason after hitting the Sign-up Limit.Slide12
Creating Appointment Types
From Address
This is the email address that the reminder/confirmation/cancellation email will come from.Slide13
Creating Appointment Types
Lag Days
This is the number of days before the appointment date that reminder email will be sent to the student.Slide14
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. Slide15
Creating Appointment Types
Confirmation Memo:
This is the confirmation message the student sees once an appointment is selected.Slide16
Questions?Slide17
Creating Administrator Availability
Indicate when you’re available for appointments
What type of appointments you’re available for
Go to My Profile>Availability tabSlide18
Creating Administrator Availability
Day of Week:
What day are you available?
Build Slots by Day of Week: You’re available for this appointment every Monday at the same timeBuild Slots by Individual Day:
You’re available for this appointment on this Monday onlySlide19
Creating Administrator Availability
Appointment Type:
What type of appointment are you available for?
Setting availability for different appointment types must be set up individuallySlide20
Creating Administrator 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 timeSlide21
Creating Administrator Availability
Block Start and Block End:
Set the start and end time that you’re available for this appointment on this day.Slide22
Creating Administrator 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 adminSlide23
Creating Administrator 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 appointmentSlide24
Creating Administrator Availability
Description:
This text will appear next to the appointment and will also be included in confirmation email.
Include your office location or brief description of appointmentSlide25
Viewing Appointments as Administrator
Option 1:
Go to My Profile and click
View Appointment Calendar
There are two ways Admin’s can view appointments.Slide26
Viewing Appointments as Administrator
Booked appointments appear in red
Open
slots appear in yellowRegular calendar will show booked appointments onlySlide27
Viewing Appointments as Administrator
Option 2:
Go To My Profile>View Activity>Appointment tabSlide28
Viewing Appointments as Administrator
Under Appointment tab you can:
Indicate if student was a No Show
Create Observation NoteSlide29
Booking Appointments as Administrator
Go to student’s profile and click on
Make AppointmentSlide30
Booking Appointments as Administrator
Select Appointment Type and Time Slot
Confirm or CancelSlide31
Questions?Slide32
Booking Appointments as a Student
Under I want to… Click Make AppointmentSlide33
Booking Appointments as a Student
Select Appointment Type and Time Slot
Confirm or Cancel Slide34
Viewing Appointments as a Student
Students can view appointments two ways
Option 1:
View My Activity>Appointment tabSlide35
Viewing Appointments as a Student
Option 2:
Appointments appear in calendarSlide36
Syncing Options
These options allow you to sync your appointments (and events) to your email client.
Google Sync
Outlook Sync ($)Slide37
Syncing Options
My Profile > Calendar SyncingSlide38
Questions?Slide39
Thank you for attending!
If you have any additional questions, please contact the Support Team or your CRM.
What’s next?
Evening event – Abel’s on the Lake!6:00 pmJoin us at Abel’s on the Lake for drinks, dinner and a live karaoke band! Meet us in the Sheraton lobby at 5:45pm for free shuttle transportation to the event.
Sponsored in part by: