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            Module 3 - Appointments in AccuCampus

            Module 3: Appointments

            Topic: Appointments

            1. Advanced Options > Appointments Settings
            2. Staff Availability
            3. Making Appointments
            4. Reports Available

            Appointments

            Within AccuCampus, users are able to create appointments for locations. Each department/entity first decides if offering appointments is needed/beneficial for their area and if the appointments should be made by students or if the creation of an appointment is reserved for staff. 

            Advanced Options > Appointments Settings

            Within this page, you are able to set global settings for appointments as well as location-based settings for them. The global settings are the default for the entire system. In order for a location to have settings different from the default, they must change the settings on their specific location by changing the scope.

            From the Main Sidebar, hover over Advanced Options.


            Click Settings.


            Click Appointments.


            Choose the Scope to edit settings for. The default is Account, which controls the global settings for all locations. To change the scope, click Change and select the Location you want to edit settings for. Make sure to click Set Scope once the location is selected.


            The following settings are able to be adjusted:

            Status: Choose whether appointments will be allowed to be scheduled at all.  


            Service Selection: choose whether appointments will be tied to a service or not. You can also allow users to select no service or multiple services when signing in.


            Event Selection: choose whether an event can be selected as part of an appointment. You can also allow users to select “none.”


            Staff Selection: adds a filter to allow the attendee to select a specific staff member when scheduling an appointment.  If unchecked, the attendee will be shown all available staff members.


            Allow Creating Appointments: choose the time frames during which appointments can be made.


            Duration Restrictions: choose the minimum and maximum length and default length of appointments.


            Count Visit Towards Appointment: allows you to set limits on how early or late an attendee can sign-in and still be counted as attending the appointment. Also allows you to set a minimum amount of time for an attendee to be signed in for the appointment to count.


            Maximum Appointment Time Per Week: allows you to set limits on the total amount of time an attendee or staff member can be in appointments. This is typically set at the location level, not the global level.


            Maximum # Of Appointments Per Week: allows you to set the maximum number of appointments per week that a staff member or attendee can attend. This is typically set at the location level, not the global level.


            Appointment’s Actions Restrictions: allows you to set restrictions on editing, cancelling and restoring appointments by all users.


            No-Show Restrictions: allows you to set limits on how many “no-shows” an attendee can have before they are no longer allowed to make appointments.


            Back To Back Restrictions: allows you to create a time buffer between appointments.


            Group Appointment Restrictions: allows you to decide if staff members must assist with events.


            Reminders: triggers a reminder notice for appointments at a set time period prior to the appointment.

            Click Save.





            Staff Availability

            Staff availability can be set by an administrator for the center or by the user themselves depending on permissions.

            Setting Staff Availability (Administrator)

            By clicking on a user on the main Users page, you will be taken to that user’s profile. The profile is where all demographic and tracking information for the user lives. From this screen, depending on your permissions, have access to all of the “More Actions” items. These are located on the right hand of the screen. To update staff availability, click on the Staff Availability link.

            There are two ways to navigate to a user profile – either from the main sidebar, or by using the search function at the top of the page.

            First Option

            From the Main Sidebar, hover over General.


            Click Users.


            Scroll through the list of users to find the user you need or


            Use the look-up glass to search for the user.


            Second Option

            Use the search box at the top of the page to search for the user. To do so, type in the name of the user you want to see followed by in:users. This option is only available in the browser.


            Once you’ve found the user you want to edit, click on their name.


            You will see the user’s profile page. The information that you are able to see on this page is based on your permissions within the system.



            Click Staff Availability.


            Choose if the user will be available for all services, or only available for selected services. If you choose available for specific services, you will need to select the specific services.


            Choose if the user will be available for all courses, or only selected courses. If you choose available for selected courses, you’ll need to select the specific courses or course groups.


            Choose if the user will be available at any time or if they will have a schedule


            To add a schedule, click Add Schedule.


            Select one of the three options. 

            Adding Regular Work Hours: the normal days and times that the user is scheduled to work.


            Select the days and times for the schedule. If the schedule is recurring, hold the shift key and select the days.


            Enter the location for the schedule.


            Choose if the user will be available for appointmentswalk-ins or all.


            If there will be a max # of attendees, add in that number.


            Click Save Changes.


            Adding Off-time: times when the user is not scheduled to work (typically vacation, meetings, etc.)


            Enter start and end dates/times for the scheduled off time.


            Click Save Changes.


            Adding Extra Work Hours: days and times outside of the normal schedule that the user will also be working (typically used for special events.)


            Enter start and end dates/times for the extra work hours.


            Enter the location.


            Choose if the user will be available for appointmentswalk-ins or all.


            If there will be a max # of attendees, add in that number.


            Click Save Changes.


            Setting Staff Availability (User)


            If users will be setting their own availability, you will need to communicate to them which settings you want them to edit.

            From the Main Sidebar, hover over General.


            Click My Availability.


            Follow the same instructions as above.



            Making Appointments


            Users are able to make appointments for themselves via the web browser or via the mobile app. Appointments can also be created manually by another user depending on their permissions. 

            Search By Service

            Users are able to make an appointment based on a specific service. The user’s ability to make an appointment is based on their role, the location’s appointment settings, and any attendance restrictions that may exist for the user and/or the location, staff or service.

            From the Main Sidebar, hover over Appointments.


            Click Make Appointment.


            Click Search by Service.


            Search for the specific Service needed. Popular searches are listed below the search box and can be clicked.


            Select a Location from the list of locations where that service is offered. This list is populated based on your role and any attendance restrictions that may exist for you and/or the location or service.


            Click Make Appointment. Note: you may also Send E-mail to or Visit Website of the location to discuss your concerns or to set up an appointment (if directed to do so)



            The LocationSemester and Service will automatically be populated from the previous screens. The options to choose from will vary based on the appointment settings for that location.

            Choose the Period (date range) during which you want an appointment


            Choose the Student the appointment is for. Note: If the student is making an appointment for themselves, this information will already be populated


            If needed, select Course from the drop down menu. These will populate based on the user’s current registration.


            If needed, select Event from the drop down menu. This option is based on the appointment settings for the location.


            Click either Search By Staff or Search By Date. Note that Search by Date is limited to a seven day period; however, any seven day period may be selected.



            Choose the Staff Member and Date/Time for the appointment from the populated list



            Verify that all information is correct. If needed, add or change the Duration for the appointment.


            If desired, add Notes. These will be visible to the staff member the appointment will be with.


            Click Save. You will receive a confirmation screen that the appointment has been successfully made.


            Search By Location

            Users are able to make an appointment based on a specific location. The user’s ability to make an appointment is based on their role, the location’s appointment settings, and any attendance restrictions that may exist for the user and/or the location, staff or service.

            From the Main Sidebar, hover over Appointments.


            Click Make Appointment.


            Click Search by Location.


            Search for the specific Location desired. Popular searches are listed below the search box and can be clicked.


            Click Make Appointment. Note: you may also Send E-mail to or Visit Website of the location to discuss your concerns or to set up an appointment (if directed to do so)


            The LocationSemester and Service will automatically be populated from the previous screens. The options to choose from will vary based on the appointment settings for that location.

            Choose the Period (date range) during which you want an appointment


            Choose the Student the appointment is for. Note: If the student is making an appointment for themselves, this information will already be populated


            If needed, select Course from the drop down menu. These will populate based on the user’s current registration.


            If needed, select Event from the drop down menu. This option is based on the appointment settings for the location.


            Click either Search By Staff or Search By Date. Note that Search by Date is limited to a seven day period; however, any seven day period may be selected.



            Choose the Staff Member and Date/Time for the appointment from the populated list



            Verify that all information is correct. If needed, add or change the Duration for the appointment.


            If desired, add Notes. These will be visible to the staff member the appointment will be with.


            Click Save. You will receive a confirmation screen that the appointment has been successfully made.


            Create Manually

            Appointments can be made manually by any user with permissions. The appointment can be made for themselves or for others. The user’s ability to make an appointment is based on their role, the location’s appointment settings, and any attendance restrictions that may exist for the user, the attendee and/or the location, staff or service.

            From the Main Sidebar, hover over Appointments.


            Click Make Appointment.


            Click Create Manually.


            Enter the Location.


            Semester will automatically populate. If needed, use the drop down menu to change the semester.


            Select the Date and Time of the appointment. If this is left blank, you will need to Search Available Slots.


            Select the Duration of the appointment. This will default to the location’s specific appointment settings, but can be modified.


            Choose whether to schedule as Administrator, Staff or Attendee.


            Select the Student who will attend the appointment. Users with the correct permissions can select themselves.


            Select the Staff Member the appointment will be with. If this is left blank, you will need to Search Available Slots.


            If needed, select the Service.


            If needed, select the Course.


            If desired, add Notes. These will be visible to the staff member the appointment will be with.


            Click Save or click Search Available Slots. If searching available slots, you’ll be taken to the same screens as above and will be able to Search by Staff or Date. You will then select a staff member and day/time, verify information and click save.




            Reports
            To get to the reports related to appointments, from the Main Sidebar navigate to Appointments > Reports. All reports can be filtered and most can be memorized, scheduled, and downloaded as CSV, Excel or PDF. From the individual report, you may also be able to create a User Group or assign/unassign tags to users.

            Scheduled Appointments

            This report shows all of the scheduled appointments grouped by staff member. It lists the status of the appointment and if the attendee showed up. It can be filtered by date range, status, group, staff member, role, specific attendee, location, course and/or service.

            Daily Appointments

            This report shows all of the scheduled appointments grouped by day and staff member. It lists the status of the appointment and if the attendee showed up. It can be filtered by date range, status, group, staff member, role, specific attendee, location, course and/or service.





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