Setting up Appointment Options

Go to Administration > Control Panel > Appointment to set your options.

Look at the scope of how the location does appointments to set your appointments options.

This icon indicates an College-wide Setting only. Meaning that you cannot set this setting at the Center Level

Appointment options are broken into 3 groups of settings that you can change from the defaults:

To set range of time to schedule appointments.

• Prevent users from handling appointments:
  • Prevent students from scheduling appointments - This option allows you to stop students from scheduling appointments with your center.
  • Prevent users from cancelling appointments starting less than X minutes ahead - This option stops students/tutors from cancelling appointments X minutes before the appointment start time so they give the other person enough time to know they cancelled.
  • Prevent students from cancelling, restoring and re-scheduling appointments - This disables the ability for students to make changes to appointments that are scheduled.
• Tutors load balancing:
  • Hide tutors' names from students when they make appointments - This option allows you to hide the not show the names of tutors when students schedule appointments so favorite tutors are not being bombarded with students.
• Allow creating appointment:
  • No less than X days, X hours and X minutes ahead - This setting defines the least amount of time necessary to setup an appointment before the start of the appointment.
  • No more than X days ahead - This setting defines how far out a user can setup an appointment.
  • In future terms - This allows appointments to be made in future semesters or terms.
  • If the student does not have one with the selected staff in the selected day - This setting makes it so that an appointment can only be made with the same student and tutor once per day.
  • Starting every X minutes from [time] to [time] - This setting defines the hours that Appointments can be made in your center and the increments that they can start. If the increment is set to 15 minutes for example you could make appointments on the hour, 15 minutes after the hour, 30 minutes after the hour, and 45 minutes after the hour each hour that is specified in the time range.
• Maximum hours per week:
  • Staff: X hours - This is the maximum number of hours a staff member can be scheduled for appointments per week.
  • Students: X hours - This is the maximum number of hours a student can be scheduled for appointments per week.
• Maximum number per week:
  • Staff: X visits - This is the maximum number of appointments that can be scheduled with each staff member per week.
  • Students: X visits - This is the maximum number of appointments that can be scheduled with each student per week.
• No-show restriction:
  • Prevent creation with a student with more than X not voided no-shows in X days - This setting is how you want your College to deal with Appointment No-Shows.
• Back-to-back restriction:
  • Prevent creation of back-to-back appointments with the same or an unspecified subject area until X minutes have passed - This setting is how you want your College to allow setting back-to-back appointments.
• Duration restriction:
  • The minimum appointment length is X minutes - This defines the shortest appointment time length an appointment can be made for a visit.
  • The maximum appointment length is X minutes - This defines the longest appointment time length an appointment can be made for a visit.
  • The default appointment length is X minutes - This defines the standard appointment time length an appointment can be made for a visit and will be set to this value when scheduling appointments by default.
• Count visit towards appointment if sign in is:
  • Early by X minutes - This defines the start of the window that a student will be counted as showing up for the appointment when they sign-in at a Sign-in Station.
  • Late by X minutes - This defines the end of the window that a student will be counted as showing up for the appointment when they sign-in at a Sign-in Station.
  • And stays signed in for at least X minutes - This defines how long a student must stay signed in to be counted as showing up for the appointment when they sign-in at a Sign-in Station. This will prevent students from quickly signing in and out for an appointment and leaving the center.

• Group appointments:
  • Tutor can assist with different subject areas - Set if tutors at the college can help in different subject areas during the same time slot.
• Allow only the following days: - Place a check next to whichever days you want to have appointments be available at the college.

To set subjects and services as options to choose when setting up appointments.

• New appointment default screen
• Students must confirm their contact information once every X days - Use this setting to set the frequency you would like students to update their info. If you prefer that they not update this info please leave the checkbox unchecked.

• Subject Areas - Set the option below based on your center's needs for Subjects to be reported on Appointments. Select from the following options:
  • Required
  • Optional
  • Do not show
• Use Student subject area Enrollment - This checkbox enables the use of enrollment information so only subjects the students are registered show up.

• Services - Set the option below based on your center's needs for Services to be reported on Appointments. Select from the following options:
  • Required
  • Optional
  • Do not show

Enables users to receive confirmations and reminders via emails and allows you to set the amount of time before the appointment they will receive this message.

• Email Notifications
  • Send reminder X hours before the appointments start
  • Send confirmation by email
• SMS Notifications
  • Send reminder X hours before the appointments start
  • Send confirmation by SMS

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