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Appointment Scheduler

 

Manage your resources with the Appointment Scheduler. Here you can search and book consultant appointments. 

 

Booking an Appoint in the SchedulerNew Appointment TypeAppointment TimesAppointment AvailabilityAvailability TimesLocation Times

Booking an Appointment in the Scheduler 

 

When the scheduler is launched, no result will be displayed. A resource manager needs to select the filter fields to view availability.

1. Click the Appointment Scheduler tab from the Navigation Bar or App Launcher.

2. Select an Appointment Type from the list.

3. Enter the student’s name in the Student field or leave blank if this appointment will be for this user.

  • Optional: Select Campus Location.
  • Tip: Use this if you have multiple locations or consultants that are based at different locations. 
  • Optional: Use the quick find box to search for Available Consultants.

4. Select an open appointment.

    • Available appointments will show up as green.
    • Appointments that are not available will show up grey.
    • Break times will appear as orange.

5. A pop-up screen will appear asking to Confirm Appointment

      • You can change the subject to custom text, if required.
      • Highlight the checkbox next to the consultant to book an appointment with.

6. When complete verifying the consultant plus the appointment date and time, click Confirm to save the appointment.

  • NoteThe appointments time slot will go grey once saved, if there is no further available consultants for that time slot, as it’s no longer available for further bookings. 

 

 

 

 

New Appointment Type

 

The appointment type is what will show up in the scheduler Appointment dropdown. E.g. what students will be looking to book. 

1. Click the Appointment Types tab from the Navigation Bar or App Launcher.

2. Click the New button.

3. Fill in the Appointment Type Name.

4. Check the Active checkbox.

5. When complete, click Save.

 

 

Appointment Times

 

The Appointment Times is where you set up the blocks of time that an appointment requires.

Once you have saved and created your Appointment Type, the next task will be to create the Appointment Times

 

1. Continuing from previous Appointment Type, from the newly created appointment type, select the arrow next to Appointment Times, then click the New button.

2. Fill in the following fields:

  • Appointment Time Name: The name the appointment will appear as. 
  • Appointment Type: Will autofill. 
  • Day of the Week: Select the days that this Appointment Time will apply too.
    For example – Thursday and Friday might have different times compared to the rest of the week. 
  • Appointment Duration: How many minutes long the appointment is for.
  • Start and End Time: Times that can be allocated for appointment bookings. 
  • Appointment Gap: If time in minutes, that is buffered between appointments.

3. Create A Break Time.  In the Break Time field click + New Break Time.

    • a. Fill in a Break Time Name
    • b. Fill in a Start Time (Slot 1).
    • c. Fill in an End Time (Slot 1).
  • Tip: Make sure your start and end time slots match! 
  • Note: You will have the ability to enter 3 break time slots per break time record.
    • d. When complete with setting up the break time, click Save to return to previous Appointment Times.

6. When complete with Appointment Times, click Save.

 

 

 

Appointment Availability 

 

Where you can identify which Faculty members are “qualified” to perform this appointment. 

1. Click the Appointment Types tab from the Navigation Bar or App Launcher.

2. Click the New button.

3. Fill in Appointment Type (will autofill) and Contact (Select the Faculty member from contacts that is qualified for this appointment).

4. When complete, click Save.

 

 

  • Note that if you would like to configure this for a Faculty that is a Salesforce standard user, you will need to create a contact record and link it to the Salesforce standard user via the “User” lookup field in the contact record.

 

 

Availability Times

 

This is used to track a user’s availability in a week and it will be used as a template to plot the availability in the appointment scheduler. 

 

1. Click the Appointment Times tab from the Navigation Bar or App Launcher

2. Click the New button. 

3. Fill in the following fields:

  • Availability Time Name.
  • Contact.
  • Day of the Weeks.
  • Start Time.
  • End Time.
  • Note: When the All Locations box is checked it will identify that this time is applicable to all locations, checked by default Admin will need to uncheck if they want to use the Location Times below.

4. When complete, click Save.

 

 

Location Times

 

This is a junction object to link the Availability times with the Assigned locations. E.G John may be available in Location A Mon-Tue, and Location B Wed-Fri.  The Appointment Scheduler will need to search on this to identify which locations. 

1. Click the Availability Times tab from the Navigation Bar or App Launcher.

2. Select an Availability Times Name from the list.

3. Click the New button under Location Times.

4. The Availability Time will autofill.

5. Fill in an Assigned Location.  

  • Note: To assist selecting the correct Assigned Location Name, See: Assigned Location tab from the Navigation Bar or App Launcher.

6. When Complete, click Save.

 

 

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