Automating Your Student Appointments - PowerPoint Presentation

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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.

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