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View All

Purpose: To view all the Appointments related to the user in Accudemia, these can be appointments that the students themselves create or that tutors/admins create for the student(s), it is always advisable to check this information regularly so we do not miss appointments.

How to Access: Appointments > View All

This Module will explore options such as Write Notes, Canceling, and Re-Scheduling Appointments in Accudemia.


Filtering Appointments

Appointments can be filtered using several options(see screenshot) like:

  • Location: This field specifies the Center where the appointment will take place.
  • Tutor: This field specifies the Tutor.
  • Period: This field specifies a Date Range to select only Appointments that fall within the specifications.
  • Show Cancelled: This shows the Appointments that were canceled.
  • Show Voided: This shows the Appointments that were voided by Tutors.
  • Rescheduled Only: This shows “ONLY” the appointments that were rescheduled.
Notice that if the Rescheduled Only option is selected it will override any other filtering option selected



Appointment Statuses

After an appointment has been scheduled, its status will automatically change from upcoming to taking place, and finally to a past appointment as long as the student signs in as scheduled. These are the status changes that can be made to an appointment:

  • Scheduled: Appointments that took place normally or have yet to happen are marked with a green calendar.

* No Show: An appointment is recorded as a no show if the student does not sign in within the designated time frame controlled in appointment settings and are marked with a red calendar.

  • Canceled: Appointments can be canceled prior to the scheduled appointment time. This will remove the appointment from both the appointment list and the schedule unless the search option is selected to show canceled appointments.
Email notifications will be sent to both the student and tutor at the time of cancellation.
  • Voided:Appointments can only be voided if they are already recorded in the Accudemia System as Cancelled or No Show. This will remove the appointment from both the appointment list and the schedule unless the search option is selected to show voided appointments. Voiding an appointment can be used as a way to excuse a no show or cancellation.
  • Rescheduled : Appointments can be rescheduled several times depending on the configuration set by the administrator.



Re-Scheduling an Appointment

This tool allows rescheduling your appointment to a later date. To re-schedule an appointment in Appointments view:

  1. Click on the checkbox next to the calendar icon for the appointments you want to re-schedule.
  2. Now click the Re-schedule button at the top of this page.
  3. You will be redirected to the Appointments Wizard page to select a new date for the appointment, click “Show Schedule” and select a new appointment-block(for this sample the one highlighted):


  1. Now Accudemia will show the block selected so we can make sure it is correct, click Next:


This is the last step, if the information looks correct click Finish:


Confirm all changes:


If we want to make sure that we were successful rescheduling the appointment we can go to the appointment list and enable the option “Rescheduled Only” in the filter section , now we should see the appointment we just rescheduled.




When choosing a new date please notice that Accudemia might have restrictions in place to avoid Appointments too far in the future



Adding Notes to an Appointment

This option allows us to add Notes to an Appointment.

  1. Please select from the list the Appointment you want to add Notes to.
  2. Click the Notes button.
  3. A small screen will show to input some Notes.
  4. Click Accept.



Cancelling an Appointment

This option allows us to add Notes to an Appointment.

  1. Please select from the list the Appointment you want to add Notes to.
  2. Click the Notes button.
  3. A small screen will show to confirm the operation.
  4. Click Yes for Accepting, No to Cancel.



Appointment Wizard

Purpose: To schedule a single or reoccurring set of appointments with tutors.

Way to Access: Quick–> New Appointment:
Use this module to schedule appointments between yourself and a tutor, in Accudemia this wizard can be customized by the administrators so the options might look somewhat different depending on the selected paths specified by the admins, take this guide as an example. -Select the Center or directly click on the Service: -Click Next to select the Service(s).

-Click Next to select the Subject Area(s).

-Click Next to select the Instructor(if needed).

Choose the block of time:

-Click Next to validate the appointments. That last step will show a description of the appointments you are trying to schedule. You might find that some of them are valid and some of them are not. You can go back and select another date or just click Finish to schedule the valid appointments. Please take into account that the invalid appointment will never be scheduled so you might want to pick another time or tutor.

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<note tip> To access the full guide of how to Create New Appointments you can click on the following link: Create New Appointment. </note>


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