Download - Automating Your Student Appointments

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.

Automating Your Student Appointments

Raul and Mona


Session startersPlease silence all cell phones

Please hold questions for question breaks

Please state your name and organizationwhen asking a question

PowerPoints and handouts are available at www.csoresearch.com/csoconference

Sit back, relax and let’s have some fun!

http://www.csoresearch.com/csoconference


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

Administrator• Viewing/Booking Appointments as a

Student• Syncing Appointments


Creating Appointment Types• Tools > Setup > Appointments


Creating Appointment Types

Title: What will this appointment cover? This also becomes the subject of the observation note



• Appointment Duration– How long will

the appointment last?



• Appointment Duration (Displayed to Student)

This is the time the student will actually see.



• Lead Period– This is the

amount of time before the appointment that the student will see this slot as available.



• Freeze Period– This is the amount

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



• Sign-up Limit– This is tied to the

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



• 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.



• From Address– This is the email

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



• Lag Days– This is the number of

days before the appointment date that 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.



• Confirmation Memo:– This is the confirmation message the

student sees once an appointment is selected.


Questions?


Creating Administrator Availability

• Indicate when you’re available for appointments

• What type of appointments you’re available for

Go to My Profile>Availability tab



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 only



Appointment Type:What type of appointment are you available for?

Setting availability for different appointment types must be set up individually



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



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



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



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



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 appointment


Viewing Appointments as Administrator

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

There are two ways Admin’s can view appointments.



Booked appointments appear in red

Open slots appear in yellow

Regular calendar will show booked appointments only



Option 2: Go To My Profile>View Activity>Appointment tab



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


Booking Appointments as Administrator

Go to student’s profile and click on Make Appointment


Booking Appointments as Administrator

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


Viewing Appointments as a Student

Students can view appointments two waysOption 1: View My Activity>Appointment

tab


Viewing Appointments as a Student

Option 2: Appointments appear in calendar


Syncing Options• These options allow you to sync your

appointments (and events) to your email client.– Google Sync– Outlook Sync ($)


Syncing Options• My Profile > Calendar Syncing


Questions?


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 pm

Join 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:

Download - Automating Your Student Appointments

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