Appointments

Use this option to schedule an appointment between Student(s) and Tutor or Advisor in a Location (based upon the Tutor's Schedule, Tutor Assignments, and Center Assignments). You can also view all appointments scheduled in the Centers (depending on your access in AccuCampus.

Way to Access: Appointments > Make Appointment
Purpose: To schedule a Student with a Tutor or Advisor for an appointment.

In this section, several buttons are useful when making Appointments:

• Create Manually - Use this option to select all the appointment options manually. This should only be used by administrators and mostly to edit existing appointments and make changes

• View All - This option takes you to View All the appointments already created.

• Schedule by Service - Use this option to pick the Service that the Student wants help with before selecting the other required appointment options.

• Schedule by Location - Use this option to pick the Center that the Student wants help with before selecting the other required appointment options.

Use this option to select the Service first to see what Locations offer help with the selected Service.

1. There are 2 ways to search for the Service; you can search for the Service in the search box or click one of the options in the suggested Services.

1. Once the Service is selected, you see a list of Location that offer this Service.

1. Now, for each Location shown for that Service there is several options:
   

• Make Appointment- Please click this button to create an Appointment in such Location, Note other options are displayed if the Location set up the information; please see details below.
  

• Send-email- If this Location were configured with an email account, this link would show as a way to contact the Location.
  

• Visit Website- If this Location were configured with a website URL, this link would show as a way to navigate to such website belonging to the Location.
  

• Location- Use this option to select the Location.

• Semester- Use this option to set the Semester information.

• Period- Use this option to set the Start-Date and End-Date.

• Student-Use this option to select the student from the list(Depending on your role, you will see more or fewer list entries)

• Service- Select the Service or Services.(Please notice that if you select more than one service then that indicates you are searching for a Staff who can assist in all those services as per the staff schedule. This is not meant to search for a list of Staff that can help on each individual services, Staff should be able to assist in ALL of them).

• Event(optional)- Select the Event as needed.

SEARCH BY STAFF- Select this option to search for the Staff who meets the conditions set above; a new screen will show with the names; please click on one of them as needed:

After clicking in one of the tutors, a new screen will show underneath to select a block of time available; select one as needed:

After selecting the block of time, a screen will show with the appointment ready to be saved.

SEARCH BY DATE- Select this option to search for Available Dates for ALL tutors that meet the above-mentioned filters.

If you choose to use selection by dates, a new screen will show with all available tutors AND their available blocks of times; please click a block of time below:

After selecting the block of time, a screen will show with the appointment ready to be saved.

Use this option to select the Location first to see what Services they offer.

1. There are 2 ways to search for the Location; you can search for the Location in the search box or click the Make Appointment link on the Location that the Student prefers to visit. Note: Other options are displayed if the Location setup the information. As an example above, if the address is included, then a map will display this Location. Additionally, there is an option to visit the Location's website if provided, and if they set up an e-mail, there is an option to contact the Location..
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2. Once the Location is selected, you can click on the magnifying glass in the Services search box to see a list of Services that are offered at the selected Location.

Now you get to select the other options such as the Student (will be pre-selected if you are logged in as a Student), Course, Staff (optional if known), and the Date range. Click the Search button once you have the fields completed, and a list of available Staff will be displayed. When you click on one of the available Staff, it further displays time slots for that Staff over the time period you selected. Now select the starting time you would like to make for the appointment. Note:This is all based on the Staff Schedules, Staff Assignments, and Location Appointment Settings.

1. The final step in the process is to adjust the appointment duration (if necessary), add notes, and verify the options selected are good. Once everything looks good, click the Save button. The system will verify the appointment is following all the rules set up in AccuCampus and schedule the appointment.

1. Done! Now you should see a green confirmation box that states “The appointment was scheduled successfully!” in the lower-right corner of the screen.

Please notice that on each Appointment Row, there are options in the right corner of the row.

• View -Please click this link to “View” the Appointment details on another screen.

• More ActionsPlease click this option to see a list of other options available for each row.

• Cancel - Use this option to cancel the current operation and go back without saving.

• Edit -Use this option to Edit the current Appointment on another screen.

• Mark as no-show -Use this option to Edit the status of the Appointment to no-show.

• mark as show -Use this option to Edit the status of the Appointment to show.

• restore - Use this option to restore the Appointment(if it was canceled)

• void -Use this option to Edit the “void/justify” the presence in the Appointment.

Please notice that on the top right of the list, there is a magnifying glass icon; this is the search module; please click it to see the options as described below:

• Search -Use this option to search for a text.

• Search in -Select from the list a specific Module to search for.

Refine your Search

• Status- Select from the list a Status to filter with.

• No-show Status - All- Select from the list a No-show Status to filter with.

• Student - First Name- Use this option to filter using the Student First Name field.

• Student - Last Name- Use this option to filter using the Student Student Last Name field.

• Attendee - Card #- Use this option to filter using the Attendee Card # field.

• Staff - First Name- Use this option to filter using the Student Staff First Name field.

• Staff - Last Name- Use this option to filter using the Student Staff Last Name field.

• Staff - Card #- Use this option to filter using the Student Staff Card # field.

• Location- Use this option to filter using the Location field.

• Date Start- Use this option to filter using the Date Start Name field.

• Date End- Use this option to filter using the Date End field.

• Course- Use this option to filter using the Course field.

• Services- Use this option to filter using the Services field.

Click in the “Create Manually” button (to avoid the Appointment Wizard) to set all the parameters on the same screen.

• Location- Use this option to select the appointment Location.

• Semester- Use this option to select the Semester information.

• Date- Use this option to select the appointment Date.

• Duration- Use this option to select the appointment Duration.

• Schedule As- Use this option to select the role of who is creating the appointment.

• Student- Use this option to select the Attendee.

• Staff Member- Use this option to select who will be meeting with the Attendee.

• Service- Select the Service associated with this appointment.

• Course- Select the Course associated with this appointment.

• Notes- Add Notes as needed in this appointment.

• SAVE- Select this option to try to save the appointment with the current parameters.

• Search Available Slots- Use this option to search available slots using all filters set above.

• Cancel- Use this option to cancel and roll back without saving.

This is an example of an exception that can show if you break some rules; as you can see in this case, the Staff is not registered in the selected service(s), so to fix this problem, an administrator needs to link this Service with this Staff and then try again.

In AccuCampus, we can use rules to restrict the length of appointments using certain criteria; in this article, we describe how this works: https://desk.zoho.com/portal/engineerica/en/kb/articles/accucampus-how-to-limit-the-appointment-length-by-using-rules.

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