ezappt for advisors - asuasu.edu/courses/oasis/ezapptforadvisors/ezapptbpg.pdf · everyone enters...

EZAppt for Advisors

Business Process Guide

For

Academic Support Specialists (Advisors)

EZAppt for Advisors Page 1 of 46 ©Copyright 2010 – Arizona State University

PURPOSE .................................................................................................................................... 2 ACCESS THE SYSTEM ............................................................................................................... 2 INTRODUCTION .......................................................................................................................... 2 EZAPPT VIEWS ........................................................................................................................... 4 SCHEDULE AVAILABLE TIME ................................................................................................... 7 VIEW APPOINTMENTS, SELF AND GROUP ........................................................................... 15

SCHEDULING STAFF .................................................................................................................. 16 UPDATE APPOINTMENTS ....................................................................................................... 18 BOOK AN APPOINTMENT ........................................................................................................ 20 READJUST TIME ....................................................................................................................... 24

BLOCK TIME .............................................................................................................................. 24 REMOVE BLOCKED TIME ............................................................................................................ 28 CANCEL APPOINTMENTS ........................................................................................................... 32 VIEW CANCELLED APPOINTMENTS ............................................................................................. 33 REMOVE AVAILABLE TIME .......................................................................................................... 34 EMAIL CONFIRMATION EXAMPLES .............................................................................................. 36

PRINTING SCHEDULES ........................................................................................................... 38 EXPORT TO OUTLOOK ............................................................................................................ 39 MANAGING EZAPPT STUDENT APPOINTMENTS IN PEOPLESOFT ................................... 40 PEOPLESOFT ACCESS ............................................................................................................ 43


Purpose EZAppt enables students to schedule appointments with their advisor by going online in My ASU. Advisors schedule available time in their EZAppt calendar so that students can book their own advising appointments online. With the correct permissions, advisors and staff can schedule available time, book appointments, or block time for other advisors as well. Note: To perform this task you must have access roles: EZAppt Advisor Access See the ‘Next Steps’ section at the end of this guide for more information.

Find online information about EZAppt at URL - http://help.asu.edu/EZAppt Access the System Log into My ASU with your ASURITE ID and Password. Access the EZAppt system under the Teach & Student Support Tools:

Introduction Before students can schedule advising appointments online in EZAppt, the advisors must first schedule which times they are available. Those time slots will be what students can see to decide when to schedule their appointments. This reference will take you through the following processes:

• Schedule available time • Block time from being available • Book an appointment • Remove available time • EZAppt tips

o Viewing appointments o View cancelled appointments o Schedule Staff o Error messages


o Email confirmations


EZAppt Views Viewing appointments To view your own Schedule

1. In My View click the My View icon. Note that your active view is green

2. Select a View by Day or View by Week link.

3. Select a day or week

4. To view schedules for everyone in your Group, in My View select Group View. Use the Group View icon to switch to Group View to view other’s schedules.

Again, note that your active view is green. NOTE: If you have trouble selecting Group View, be sure that your browser window is not blocking the group selection pop-up. IE message that pop-ups are blocked:


Firefox message that pop-ups are blocked:


Error messages When you are in Group View, you cannot access the Admin function and will get the following message:

Either go to Appointments, or select My View for Admin functions.


Schedule Available Time

1. Everyone enters EZAppt in the My View mode. 2. A schedule can be viewed by the day or by the week. Here, the View by Week link is

selected. 3. This view is the Appointments view, but no available time or appointments have been

scheduled for the week of September 27th, the day selected in the calendar, so nothing is listed in this view.

4. To schedule available time that students can use for advising appointments go to the My Schedule link.

5. You can schedule available time for a single day, week, month, or semester. Use this calendar and click on a date to view a schedule and appointments on that date.


Schedule Available Time for Yourself In this example we are going to schedule a week of available time beginning September 27th. To begin we’ll schedule Mon, Wed, and Fri., then Tue and Thu.

1. Click a checkmark next to your name. 2. Click a checkmark in the days of the week on which you want to schedule time. In this

example Mon, Wed, and Fri are going to be the same schedule, so all three have been check marked.

3. Click on the Calendar drop-down menu and determine a Start and End date.


4. Click on the Location drop-down menu and select your location.


5. Click the drop-down menus for Start time and End Time to schedule available time.


6. Verify that the Is Client Accessible checkmark is present. If the checkmark isn’t

checked your time will be scheduled as available, but students won’t be able to view it to book appointments.


7. Click the Add button to add Mon, Wed, Fri morning time to the schedule.


8. Follow the same process to schedule Mon, Wed, and Fri afternoon. In this example we’ve also scheduled Tue and Thu in one long schedule lasting 6 hours. We’ll BLOCK time on Tue and Thu instead of scheduling AM and PM separately. When you’ve completed scheduling time for the week, click the Confirm button. NOTE: Double check to make sure the Is Client Accessible box is checked, otherwise your availability will be scheduled but students won’t be able to see it. The box is still unchecked in this screenshot. Also if you clear scheduled time using the No schedule box, you will again need to recheck the Is Client Accessible box. NOTE: If you change any AM or PM schedule for a given day and then Confirm it, you will overwrite the previously scheduled time in the other half of the day. So, when changing any scheduled time, re-Add time for the entire day.


9. A message will appear in the upper left corner confirming that the Schedule was added successfully.

10. To view the available time just scheduled, click the Appointments link.

11. Click the View By Week link. The start date we used is selected in the calendar so the available time we just scheduled should display.


View Appointments, Self and Group

1. From the Pop-up, select your Group

2. Once in Group View you can select View by Day or View by Week.

3. Group members who have time scheduled for the selected timeframe will be available in the

Schedule for Staff drop down. If staff member do not have time scheduled they will not be included in the drop-down.

4. Mouse-over an appointment to see the details, including the status of ‘Arrived’ if used.


5. In group view, when viewing by day, note that only 4 calendars will be displayed at one time, to select another calendar, select the name drop-down to select anther calendar

6. Scheduling Staff 1. If you have Admin access and can set-up availability for other users, be sure you are using

My View

2. Then Select Admin>Schedule Staff 3. To View schedules, be sure you are using Group View and that you have selected the

appropriate group

4. Then Select Appointments and the dates you want to view.


5. Remember, staff names will only be selectable if they have been scheduled for the time

frame you are viewing.

NOTE: In Group view you can only see 5 staff member names at


Update Appointments

1. If you need to update an appointment locate it in a My View or Group View:

2. Hover your mouse over the appointment. The appointment details will appear. Click on the appointment:


3. The appointment details page opens:

You can change the appointment status here to No Show, Cancelled, or Completed. The Arrived status is designed for non-educational settings, but departments could choose to use it as a means for front desk staff to communicate to advisors during meetings. Notes that clarify what the appointment is about can be added here as well. Since there is no status for Rescheduled, a note could be entered here stating that it is a rescheduled meeting.

Notes About Appointment Status No Shows – can see in PeopleSoft, so may be used as a tracking system within a department. Cancelled – Students receive a message that the appointment was cancelled. Completed – Not a necessity. It is assumed the student attended the appointment if no other status is indicated.


Book an Appointment Caution – only in special circumstances! It’s important to note that booking an appointment for students should be avoided if possible. When a student goes through My ASU to book an appointment the information is incorporated into PeopleSoft, and students can see them in their student service view. If someone books an appointment directly into EZAppt using the following method the information doesn’t go into PeopleSoft. Students cannot book an appointment less than 18 hours before a given time. This feature helps to insure that advisors have adequate time to prepare for their appointments. Additionally students can’t schedule appointments more than two weeks in advance, so that advisors can keep their schedules more easily in sync with the students’.

1. If for unusual purposes you need to book and appointment for a student, click the BOOK link under the day and date needed.


The appointment details screen appears.

2. Use the drop-down menu to choose the Service Type. In this example we’ll choose the 30 minute advising session.


The Appointment Duration is now displayed in that field.

3. Fill in the Student ASURITE name, Location, Start Time, Notes, and click a checkmark in the Send Email Reminder checkbox so that student will receive notification of the appointment.

4. Click Confirm


The appointment will now appear in the schedule.


Readjust Time Block Time

1. The available time we just scheduled for the week displays. To block time for lunch on Tue and Thu click the BLOCK link under the day and date. Note: There are some Known Issues with Blocking time:

1. Blocks can’t overlap. So, be careful not to schedule a block from 12pm-1pm for lunch, then schedule a block from 8am-4pm on top of it.

2. Blocks can’t extend beyond scheduled open time. If you have open time scheduled from 8am-3pm and want to block your whole day, be careful not to schedule the block from 7am-4pm.


2. The screen to BLOCK time appears. Use the drop-down menu to choose your Location.

The only Service Type is BLOCKED TIME so no need to access that menu. Set the start time, type in the number of minutes to be BLOCKED and lastly add a note that explains why time is BLOCKED.


3. Click the Confirm button when all information has been entered.


4. In this example time has been BLOCKED for both Tue and Thu. The updated schedule with the BLOCKED time displayed for Tue and Thu will appear with a confirmation message saying Appointment successfully blocked.


Change Available Time Remove Blocked Time This section will show you how to change or add available time when time has already been blocked, or when an appointment has already been made. An important point to remember is that if you change available time for the morning only, or afternoon only, you must also reschedule the available time that didn't change. A change in any part of the day will overwrite the entire day's schedule.

Note that this schedule has Blocked Time on Tue and an appointment booked for Wed. We need to change the schedule on these two days so we’ll have to delete the BLOCKED time, and cancel the appointment.


1. Click on the BLOCKED TIME area to open it.


2. Click the Delete button.


3. The Blocked time is now removed from the schedule. Click on the Booked

Appointment area to open it. This example shows how on mouse-over the appointment details pop up.


Cancel Appointments

1. If you click on the appointment you will be able to change the status to No Show, Cancelled, Arrived or Completed. The Arrived status is a part of the EZAppt system designed for physicians, but you may choose to use it if an advisor would find it helpful. You can also click to Outlook to send an appointment to your calendar. Your Outlook calendar will block that appointment time for you, but will not display any details. You need to check EZAppt for them. Click the Cancelled button. When the cancellation is updated students will receive an email telling them to return to My ASU to reschedule an appointment.

2. Click the Update button to complete the cancellation.

Notes About Appointment Status No Shows – can see in PeopleSoft, so may be used as a tracking system within a department. Cancelled – Students receive a message that the appointment was cancelled. Completed – Not a necessity. It is assumed the student attended the appointment if no other status is indicated.


3. The schedule returns to view and the appointment no longer appears in the schedule. Reschedule available time, then re-BLOCK, or re-BOOK as needed.

View Cancelled Appointments To view just cancelled appointments, select CANCELED from the Status drop-down.


Remove Available Time

1. To remove scheduled time, choose the date and the days that you want to remove scheduled time. Click the No Schedule checkbox.

NOTE: You will need to recheck the Is Client Accessible box after using this feature to clear scheduled time.


2. When you click Add, the time becomes Not Scheduled.

NOTE: The Is Client Accessible box will need to be rechecked the next time this area is accessed, after using the No Schedule button to clear available time.

3. Your schedule will have no available time on those days:

NOTE: If you change any AM or PM schedule for a given day and then confirm it, you will overwrite the previously scheduled time in the other half of the day. When changing any scheduled time, re-enter time for the entire day.


Email Confirmation Examples Confirmation of BLOCKED time:


Confirmation of a scheduled appointment:


Printing Schedules To print a schedule click the Print icon in the upper right above your calendars. The schedule will open. You have a choice of printing it from there, or exporting it to Excel.


Export to Outlook Appointments can be sent to your Outlook calendar. Be aware that the appointment details will not display there, only the fact that time is booked for an appointment.

1. Click on the appointment you want to export.

2. Click the To Outlook button.


Managing EZAppt Student Appointments in PeopleSoft When a student schedules an advising appointment in EZAppt the appointment information is immediately sent back to PeopleSoft. The appointment information is available to the student in My ASU, and it is available to advisors working in PeopleSoft. Navigation: ASU Customizations>ASU Student Reocrds>Online Advisor Appointment>Student Advisor Appointments

Advisors can use this search page to find the appointments they have scheduled each day in order to prepare for each student. By entering their own name or ID and a starting date and time (enter time in this format: 07/01/2010 12:00:00AM and use the qualifier of >) an advisor can see all of the student appointments they have from that point forward. Any other search criteria may also be used.


The search results can be sorted by clicking the column headers.

Then, the user clicks each appointment to see the appointment detail.

To view any notes that the student has added to their appointment, you need to go to EZAppt to view the appointment there.


If the student cancels the appointment, it is reflected here:

As are all “no-shows” for a student.


PeopleSoft Access

Apply for access to Peoplesoft; This class makes you eligible for these roles: EZAppt Advisor Access

Complete the Access form from My ASU


Your department EZAppt coordinator/Admin will also need to add you to the EZAppt system, and associate you with the advisor groups for your department.

Link to request access to PeopleSoft: https://www.asu.edu/go/oasis/AddSecurityRequest/ Link to manage your request for access to PeopleSoft: https://www.asu.edu/go/oasis/ManageSecurityRequest/ Step-by-step instructions for requesting access to PeopleSoft: http://help.asu.edu/node/254 Step-by-step instructions for viewing your current roles in PeopleSoft. http://help.asu.edu/node/140


Revisions

Changes Date of Change Editor

Updated Page(s)

Status notes page 2/4/2011 Martha Steinacker pg 23 Updated BPG 3/16/11

Next Review Date Document Owner Version Number

ezappt for advisors - asuasu.edu/courses/oasis/ezapptforadvisors/ezapptbpg.pdf · everyone enters...

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