ACCUTRACK SET APPOINTMENTS SCREEN

When you click on Set Appointments from the Main Menu, you will see the following options:

• Appointment Wizard: Use to set up an appointment for a student using the Appointment Wizard.
• Set by Activity: Use to set up an appointment for a student by first selecting the activity.
• Set by Student: Use to set up an appointment for a student by first selecting the student.
• Quick Scheduler: Use a quick method to set up an appointment for a student.
• Appointments Central: Use to access many appointments features all in one screen.

The following sections have more information on the above screens.

Video Learning Series: Setting up for and Scheduling Appointments

View video at: https://www.youtube.com/watch?v=y1mQFKfL1Zk

Purpose: To view open slots and schedule appointments.

Access: From System Administration, click on Set Appointments»Appointment Wizard.

The Appointment Wizard offers a centralized interface for appointment scheduling. You can use the Wizard to select a class, or a class and a tutor, and see the available open slots. Either the Appointment Wizard or the Quick Scheduler (discussed in a bit) can be specified as the method students use to schedule Appointments through the main sign-in screen when they click the Appointments button.

To use the Appointments Wizard, click on Set Appointments in System Administration then click Appointment Wizard.

Start by selecting the category and activity from the list boxes on the left. If you like, you can also select a tutor from the Tutor list box, or optionally view all tutors' schedules. Next select the day or days of the week by checking the appropriate day box, and click on Next Page. This will bring up the next step in the Appointment Wizard.

You will see the above screen if you did not select a tutor but instead selected View All Tutors. The screen shows the schedules of all tutors that work with the selected class. Use the vertical scrollbar (if present) to see all the schedules. You can also narrow your results by entering the desired time period for your appointment by using the filters above. Hit the refresh button to see the filtered results. Once you have located the appropriate appointment slot, select the tutor from the “Selected Tutor” drop-down box and click on “Next Page”. You will see the schedule of the selected tutor.

Now click Next and select the appointment start time by using the appropriate drop-down box. Next, select the duration of this appointment from the “Select Duration” drop-down box. If the administrator permits it, you can also change the appointment type (exclusive or one-to-many). Finally, select the appointment’s dates from the selection list boxes. You can select a single date for a one-time appointment, or you can select more dates for a recurring appointment. You can also double-click on an appointment block to select the date automatically.

When finished, click “Set” to schedule the appointment. If the appointment is being created from the main sign-in screen by a student, then the student will automatically be displayed. If the Appointment Wizard is being accessed by an administrator, AccuSQL/AccuTrack will display a student selection screen and may also show an Appointment Notes screen, depending on the configuration.

Simply select one (or more if a non-exclusive appointment) student from the SuperTable on the left. AccuSQL/AccuTrack will check the selected student against defined appointment restrictions. If clear, the student’s name will appear on the list box on the right:

After selecting the student or students, click on “Done” to schedule the appointment.

If on the other hand there is a restriction, you see a screen similar to this:

The list box on the bottom shows students with a restriction. For each name, there are several columns. If the box in the column is checked, the corresponding restriction applies to this student. The restriction codes are shown on the left side of the screen. In the screenshot above, the student has an “NR” restriction, which means the student is not registered for the selected class and a restriction is set that students can only schedule appointments for their registered classes. You can still over-ride the restriction as an administrator and schedule the appointment anyway by clicking on “Schedule Appointment” and then “OK – Override violations and record” in the Encountered policy violations pop-up screen, or you can end the process by clicking on “Cancel”.

When you click on “Schedule Appointment” you will be asked if you would like to add any appointment notes through a pop-up screen. The notes screen is optional and you can choose to add a short note, or turn notes off completely in the Set Appointments » Setup » Appointments Options screen by unchecking the Add a short note to an appointment made checkbox.

If you have the option to schedule rooms for appointments turned on and you are making the appointment as an admin and not a student, you will be able to assign a room for the scheduled appointments:

Using the above box, you can select a room for each appointment.

You will then see a screen where you can print out an appointment confirmation slip. Do this by checking the appropriate student or tutor checkbox and clicking on “Print.” This step can also be bypassed by hitting the Cancel button and can be turned off completely in the Set Appointments » Setup » Email Confirmation Options screen by unchecking Show Appointment Confirmation Slip print-out box.

You will then see a confirmation message indicating the appointment was successfully created.

Purpose: To quickly schedule appointments.
Access: From System Administration, click on Set Appointments » Set by Activity.

Step 1 & 2: Select the category/activity and a tutor that provides it. Start by selecting what you want to schedule an appointment for by selecting the Category and then the Activity from the drop-down boxes.

Step 3: Select the tutor Next, select the tutor you want to schedule the appointment with. Note that the categories and services are set up in the Modify Activities screen and the tutors that are available for the activity selected are based on the Activity Assignments you give the tutors in the Users » Tutors screen and also on the tutors’ schedules, set up in the Users » Tutors » Tutor Schedule and/or the Users » Tutors » Tutor Advanced Scheduler screen.

Step 4: Select the days of the week you want to schedule the appointment: When you select a tutor in the step above, AccuSQL/AccuTrack will show the days of the week this tutor is available. For example, when we selected Morgan Freeman the “Select Days” box shows he is available Monday through Friday:

You can select any or all of these days. To select one of the days, click on its box. A checkmark will appear in the box to indicate that it is selected. To quickly select all the available days, select All Days:

Step 5: Show the schedule Click on the “Show Schedule” button to see the schedule of the selected tutor during the selected days. The schedule will appear in a graphical chart like this:

The name of the tutor appears in the upper left corner. Each row in this chart represents a date, which is shown in the left column. For example, the first row in the screenshot above represents Friday, April 22, 2016. The columns represent the time. For example, the column first above shows the time period from 8:00 AM to 9:00 AM.

The time blocks are color-coded. Here’s what the colors mean:

Step 6: Select an open time slot With the appointment chart in front of you, select an open time slot for the appointment you want to schedule.

When looking for an open time slot, look for green blocks. To select the time slot, simply highlight the time with the mouse. For example, to select 9:00 AM to 10:00 AM, place the mouse pointer on the 9:00 AM block and click the mouse button and keep it down. Now drag the mouse button to the right until you reach the 10:00 block. If you want to schedule the same appointment over several days, simply drag the mouse down to select these days.
AccuSQL/AccuTrack will show you the selected time and date in the selected time boxes under the appointment chart. Here’s an example:

Step 7: Select appointment type: After selecting the appointment time slots, specify the appointment type by using the “Exclusive” checkbox. If you want this appointment to be a 1-to-1 appointment, make sure the Exclusive check box is checked, otherwise, make sure the checkbox is not checked. Note that you can only change the default appointment type if the admin has enabled this feature in the Options screen.

Step 8: Click on “Set Appointment” To schedule the appointment, click on the “Set Appointment” button. When you do this, pay attention to the caption on this button. If all the times you selected for the appointment are open, the button will look like this:

However, if there is a conflict somewhere, the button will look like this:

This is an indication for you that auto cut-off will be used when scheduling appointments. There are two reasons why this might happen:

1. One or more of the appointment slots you selected is already taken. For example, if you schedule an appointment every Wednesday from 9:00 AM to 10:30 till the end of the semester, and on the second Wednesday there is already an exclusive appointment from 10:00 AM to 10:50, then your appointment cannot be set from 9:00 AM to 10:30. With auto cut-off, the software will schedule you from 9:00 AM to 10:00 AM on that day.
2. The start time selected is not allowed. For example, if the administrator sets the appointment’s start time increment to 30 minutes, and you try to set an appointment at 9:25 AM, the auto cut-off function will activate, and your start time will be automatically changed to 9:30 AM instead of 9:25 AM.

For example, if the minimum appointment duration is 30 minutes, and you select an appointment slot that is 20 minutes long, the “Set Appointments” box will be grayed out, and you will see a message when you select the time slot alerting you to the problem:

Step 9: Select the student(s) When you click on the “Set Appointment” button, AccuSQL/AccuTrack will display a selection list box with your students. The Selection List Boxes make it easier to select more than one student for one-to-many appointments. If the selected student has a restriction, you will see another Selection List Boxes that shows the restriction:

The list box on the bottom shows students with a restriction. For each name, there are several columns. If the box in the column is checked, the corresponding restriction applies to this student. The restriction codes are shown on the left side of the screen. In the screenshot above, the student has an “NR” restriction, which means the student is not registered for the activity for which you are scheduling the appointment and you have that restriction activated. The following are the restriction codes used in this box:

• NTR – No Tutoring Requests:
• NR – Not Registered: Restriction applies if admin selects the option to only allow registered students for appointments:
• ONS – Over No-show Limit: The Student has exceeded the maximum number of no-shows allowed.
• OCL – Over Cancellation Limit: The Student has exceeded the maximum number of appointment cancellations allowed.
• ODL – Over Daily appointments Limit: The Student has other appointments on the selected day and the maximum number of daily appointments is exceeded.
• OWL – Over Weekly Appointments Limit: The Student has other appointments on the selected day and the maximum number of daily appointments is exceeded.
• VD – Violates Duration settings:
• O – Overlapping Appointment: The student already has an appointment on the selected date and time.
• MX – Violates maximum student per appointment

You can still override the restriction and schedule the appointment anyway by clicking on “Done”, or you can cancel the process by clicking on “Cancel”.

If you have the options turned on, you may be presented with a screen to add a short note, select a room, and/or print out a slip for the appointment. Please see the Appoint Wizard section for details on those screens.

After you have this completed then you will get a confirmation screen indicating the appointment was created successfully.

Purpose: Another method for quickly scheduling appointments.
Access: From System Administration, click on Set Appointments »Set by Student.

First, select the student(s) you are scheduling the appointment for in the list and then click OK.

From this point forward, the appointment scheduler behaves exactly like the Set by Activity option. Start by selecting the Category & Activity, Tutor, and Days of the Week and click the Show Schedule button.

Next, click and drag over the time slot that you want to make the appointment and then click the Set Appointment button.

Enter a note if prompted or necessary.

Both the Student and Tutor will be notified via email (if set up properly in the Communication > Setup section).

Finally, you should see a confirmation message that the appointment has been successfully scheduled.

Purpose: Another method for quickly scheduling appointments.
Access: From System Administration, click on Set Appointments »Quick Scheduler.

Select a Category on the left (1) Select Category list and then the activities listed for that category will appear in the (2) Select Activity list. Select the Activity for which the appointment will be scheduled. Next, click the date when the appointment will occur. You can click the left or right arrows to scroll from day to day or click the drop-down box next to the date display to select a day from a calendar view.

A list of tutors that are available for the selected activity and for the selected day (based on the tutor activity assignments and tutor schedules you have created) will appear in the (4) Select an open slot display area. To schedule the appointment, click on the O (which stands for Open) on a time slot adjacent to the desired tutor. The Scheduling Appointment box will appear:

Based on your appointment rules (min and max appointment length settings you can click the Duration drop-down box to expand the appointment length. You can also add any notes for that appointment. Click the Schedule button to schedule the appointment. After you click Schedule, the system will send an appointment confirmation to the tutor and student and remove the O (open) slot from the appointment grid. If you are using Quick Scheduler as an admin, you will be asked to pick the student(s) for the appointment.

Finally, you'll the confirmation if successful.

Purpose: A centralized location for handling lots of appointment tasks in one place.

Access: From System Administration, click on Appointments»Appointments Central.

The Appointments Central screen allows you to filter appointment schedules based on tutor, activity, the period of time, and the day of the week. If no filters are selected, all tutor schedules will be displayed when you click Go. If specific filters are selected, the screen will display a schedule that looks something like this when you set whichever filters and click Go.

The grid shows available time slots in light green and also any scheduled appointments. There are several options available by clicking the mouse button in the grid. The options differ, however, depending on where you click in the grid. If you click in the grid for dates/times that are in the past, for example, then you will get a message that only says “Exit Menu.”, indicating there are no options for past dates/times.

If you click in a light green portion of the grid on a date/time that is in the future, you will get the following pop-up menu choices:

Select Schedule Appointment to schedule an appointment starting in the time slot where the click originated. You can see exactly where you are clicking in the grid by looking at the status bar at the bottom of the grid.

If you click Schedule Appointment for the slot you want, the Schedule Appointment screen will open where you can create the appointment.

• Operation – System maintained field.
• Tutor – Will automatically select the tutor you are scheduling the appointment for as selected in the main grid.
• Activity – Click the […] button next to this field to select the activity (class) you are creating the appointment for.
• Appointment Date – This field will automatically be populated based on the date you selected in the main grid.
• Appointment Time - This field will automatically be populated based on the time you selected in the main grid.
• Add Students – Press this button to add one or more students to the appointment. If you do not allow group appointments, then only one student would be selected. If you allow group appointments, then you can add as many students as you have specified in the “max number of students in a group appointment” in your Set Appointments » Setup screen.
• Remove Students – This allows you to remove the student(s) that you have previously added.
• Duration – From the drop-down menu, select the length of the appointment. The scheduling min/max and increments are specified in the Set Appointment Setup menu.
• Exclusive – Check this box if you want the appointment scheduled to be a one-to-one appointment with the tutor and student. This will prevent other students to be added to it later.
• Set Appointment – After you have entered the desired information above, click this button to create the appointment.

After you click Set Appointment, you may have the system set up to enter appointment notes, select a room for the appointment, and/or print a confirmation slip. These options are configured in the Set Appointments Setup options.

AccuSQL/AccuTrack will then send out the appointment confirmation emails if you have it set up to do so and then you will be returned to the main Appointments Central screen with the appointment showing either in dark green (if a group appointment) or red if it is an exclusive appointment.

For a group appointment the following options are available:

• Appointment Details
• Cancel Appointment
• Move Appointment
• Add Student
• Remove Student
• Repeat
• Expand or Shrink Time
• Schedule Off Time
• Exit Menu

These options are discussed in more detail in the following sections.

Click to view the specifics of the appointments in a table view.

Click to cancel an existing appointment. This option will cancel the appointment for all students and the tutor. If you click the radio button for Student in the Appointment is canceled by: area, then the cancellation will count against all students for your rules about maximum cancellations restriction. This may not be fair in a group appointment, so you would likely click either the Tutor radio button or the Admin radio button. Either of these options will prevent the students from getting the cancellation counted against them. You can also enter a reason for the cancellation in the Reason to Cancel text area. After you are done, click Cancel Appointment(s) to complete the cancellation process.

Click to move the appointment’s date and time to another date and time in the future. When you select this option, you will get a popup screen indicating that the appointment information is copied.

You can now right-click in the grid (in the future) and then select the Paste Appointment option to move that appointment to the new date/time indicated.

The information from the original appointment will be moved to the new date and time indicated. Click the … button to select the Activity and you can adjust any other information as needed.

After the move is complete, you will notice the appointment will now show up in the main Appointments Central grid in its new date and time slot.

Click to add students to the appointment. You will be able to add as many students as you have specified in your maximum number of students in a group appointment value in the Set Appointments > Setup options.

After you select Add Student, you will be presented with a screen where you can move the students you want to add to the appointment to the Selected (right side) of the screen. Also notice in the title bar of the screen, you will see the number of students that can be added to the group appointment. In this example, I have two slots available because I have a maximum of four students in any group appointment and two students have already been added, hence two are remaining. After you have moved the desired students to the Selected side, click Schedule Appointment to complete the process.

Click to remove the student(s) from the appointment. After you click this option, you will be presented with a pop-up screen that shows the students currently scheduled for the appointment. Click the checkboxes next to the students you want to remove, then click Close.

The Cancel Appointment screen will then appear, where you can specify who canceled the appointment and the reason for the cancellation.

Click to copy the appointment’s date and time to another date and time in the future. When you select this option, you will get a popup screen indicating that the appointment information is copied.

You can now right-click in the grid (in the future) and then select the Paste Appointment option to move that appointment to the new date/time indicated.

The information from the original appointment will be copied to the new date and time indicated. Click the … button to select the Activity and you can adjust any other information as needed.

After the copy is complete, you will notice the appointment will now show up in the main Appointments Central grid in its new date and time slot.

Click to increase or decrease the length of time for the appointment. After you select this option, you will be presented with a screen that shows the appointment details. In the New Duration drop-down box, select the new length of time for the appointment.

After the time has been adjusted, you will notice the appointment will now show up in the main Appointments Central grid in its updated length.

Click to schedule a block of time as off-time for the selected tutor. After you click this option, you will be able to enter the To period for the off-time. The No Available From value is based on what you click in the main Appointments Central grid. You can also enter a reason for the off-time. After you are done, click Set Off Time to complete the process.

After the off time has been scheduled, you will notice the block of time you scheduled off will appear in yellow on the main Appointments Central grid.

For an exclusive appointment (colored in Red in the Appointments Central grid), the options are exactly like those you would see when you click on a group appointment, with the following exceptions:

• Add Student Details – Since it is an exclusive appointment, there would be no need to add more students to the appointment.
• Remove – Since it is an exclusive appointment, there would be no need to remove the student from the appointment. In this case, you would select Cancel Appointment or perhaps Move Appointment.

Prev - STUDENT DEMOGRAPHICS OPTIONS | TOC | Next - SET APPOINTMENTS SETUP OPTIONS