This documentation refers to an old version of Accudemia 7.0 and has been replaced by Accudemia 9.0:
Accudemia 9.0 - View All Appointments

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View All

Purpose: To view and perform actions on all of the Appointments that the user has access to in Accudemia.

How to Access: Center Attendance > Appointments > View All

This module will explore options such as the Appointment Statuses and Appointment Symbol meanings. Additionally, we'll explore Rescheduling, Editing, Canceling, Voiding, and Editing the Presence of Appointments in Accudemia. This should help you manage your Center's availability for Students and help cut down on the amount of traffic in your Centers as the Students can create Appointments from home when enabled.

Appointment Statuses

After an appointment has been scheduled, the appointment status automatically is set to Upcoming. When the date and time comes and the user signs in to the appointment, it changes from Upcoming to taking place. When it is complete and the session is over, it changes again to Past Appointment as long as the student signs in as scheduled. These are the status changes that can be made to an appointment:

  • Valid: 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 that was set in appointment settings. It is 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. Tutors and Students are only able to cancel their own appointments while System Administrators can cancel any other user’s appointments.
  • Voided: Appointments can only be voided if they are already recorded in the Accudemia System as either Canceled 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.
When voiding an appointment the user can write notes/give a reason for it. This reason can be seen in the appointment's detailed history report.

Appointment Symbols

This section will explain the symbols that can appear on an Appointment record in the Appointments list:

  • Online: This symbol appears as a globe icon to indicate the appointment is online.
  • Face-to-face: This symbol appears as a 2-person icon to indicate a face-to-face appointment.
  • Rescheduled: The calendar with a clock icon indicates that this appointment has been rescheduled.

You can click on the Details link on the right side of any record in this list/page to see more information about this appointment, including a detailed history.

Reschedule Appointments

This tool allows you to edit your appointment. You can change the date, the start time of the appointment, and the duration. To reschedule a scheduled appointment in Appointments view:

  1. Click on the check box next to the calendar icon for the appointments you want to reschedule.
  2. Now click the Re-Schedule button at the top of this page.
  3. You will be redirected to the Appointments Wizard page and finish editing there.

Edit or Edit Manually

When you select an appointment as an Appointments Administrator (a system user security permission), you will see the options of Edit or Edit Manually in the buttons at the top of the list or in the mouse-over options at the end of each record. It will look like this:

  • Edit: This option will take you through the appointment wizard to reselect items using the appointment rules.
  • Edit Manually: This option will let you select anything regardless of any of the appointment rules.

Manage Notes/Attachments in Appointment

To manage Notes/Attachments in the appointments, there are two ways to do it. Mark the appointment and click on the Notes button, or double click on the appointment name as shown here:

Canceling an Appointment

To cancel a scheduled appointment in Appointments view:

  1. Click on the checkbox next to the calendar icon.
  2. Click the Cancel button at the top of the page.
  3. A pop-up window with the text Are you sure you want to cancel the selected appointment(s)? will be prompted. By selecting Yes, the appointment will be marked as canceled.

Restore Appointments

To restore an appointment that has been canceled:

  1. Use the filter under the Search section and check the option to Show Canceled appointments.
  2. Select the canceled appointment record in the list.
  3. Click the Restore button to restore the appointment.
In order to restore an appointment, it must be a future appointment. Past appointments can not be restored regardless of their status.

Void No-Shows or Cancellations

First, navigate to the section in the Main Menu under Center Attendance > Appointments > View All. The void button will only be displayed for Appointments Administrators. It allows them to void the appointment(s) from counting as a No-Show or Cancellation for the student. By doing this, the student's ability to book their own appointments will be restored.

  1. Start by using the filter options under the Search section on the left-side menu and filter by the student's name.
  2. Optionally, click the Show Cancelled checkbox at the bottom of the Search section.
  3. In the filtered list, select the Appointments that need to be voided of No-Shows or Cancellations in Accudemia.
  4. Click the Void button at the top of this screen, enter a reason, and click Accept.

    Note: When you void these appointments, it will allow the student to schedule appointments on their own in Accudemia.
When you click each of these appointments in the list, it now shows who voided the appointment and why it was voided.

Edit Presence

This button is displayed only for Appointments Administrators. It allows you to change the appointment status from No-Show to a Show.

  1. Click on the check box next to the calendar icon for the appointments you want to edit the presence.
  2. Click the Edit Presence button. A pop-up window will display the appointment information and the current status.
  3. Click the Mark as Show button to select the appointment's session log. If the user has no session log, there is an option that allows you to create a new one. If selected, Accudemia will change the appointment status to Show and create a session log for the appointment.

Mark a Student as a "Show" When Marked a "No-Show"

Here's an example of editing the presence of a student for an appointment with images:

  1. Go to Appointments > View All
  2. Select the students with the red No-Show message by placing a check in the checkbox next to the calendar icon. (You can click the Details button to see the appointment's information and add notes.)
  3. Click the Edit Presence button on the top menu bar after selecting the student record.
  4. From here, click the Mark as Show button.
  5. Now you will be prompted to select the Session Log that was supposed to be for that student's appointment. This will only exist if they did actually sign-in, but maybe were outside of the appointment window you've setup (based on how early and late they can be to a session). If there is not one, you can create one by clicking the Create New button.
  6. If you selected a session in the list for that day or clicked to create a new session, confirm by clicking the Yes option. Clicking No will bring you back to the previous screen to reselect the correct session log.
  7. They should now be counted as showing up for the session and have a Session Log associated with the Appointment that is created or updated based on the appointment info already in the system. The Appointment should show as completed (green check mark in circle).

The Appointment Feature

How to Reschedule an Appointment

How to Void an Appointment that was a No-Show

How to Cancel an Upcoming Appointment

How to Add Appointment Notes

How to "Edit Presence" for "No-Show" Appointments

This is needed when an appointment is set as a no-show, but the student showed and didn't sign in. It is also needed when it says a student showed, but they did not. In this example, it shows both processes in the same appointment. It is first set as SHOW and then to NOT SHOW:


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