The Appointments Module is part of the Campus Workflow Suite.
Tool Search: Staff Appointment Calendar
The Staff Appointment Calendar tool allows users to view appointments and/or rooms to which staff member(s) have been assigned in four-week increments: the current week and the upcoming three weeks, as well as appointments from previous and upcoming weeks. This tool also allows users to add, edit, and delete appointments. Staff members/students can also end an appointment early if the appointment concludes before its scheduled end time.
Staff Appointment Calendar ToolFilter Staff Appointments
Users can view staff appointments for specific staff or rooms.
Staff Appointments Filters- Use the Staff Members field to determine the staff members for which to view appointments.
- Select the Room for which you want to view appointments by selecting the appropriate room from the drop-list.
- Use the Set Operation field to determine how you want the Staff Member(s) field and Room field filters to interact with one another: Union or Intersection. See Set Operation for more information on this interaction.
Staff Appointment filter fields
View scheduled Appointments
Users can view scheduled staff appointments in four-week increments: the current week and the next three upcoming weeks. Users may also view staff appointments from previous and upcoming weeks.
- The Appointments screen displays scheduled staff appointments for the current week and any appointments scheduled for the next three weeks.
- To view appointments for the previous four weeks, press Previous 4 Weeks. All scheduled appointments for filtered staff in the previous four weeks display. Continue to press the Previous 4 Weeks button to view earlier appointments in four-week increments.
- To view upcoming appointments for the next four weeks, press Next 4 Weeks. All scheduled appointments for the filtered staff for the next four weeks display. Continue to press the Next 4 Weeks button to view upcoming appointments in four-week increments.
Create a new Appointment
Users may create scheduled appointments for staff members.
- From the Appointment screen, press New Appointment.
- Enter a Title for the appointment.
- In the Attendance Code field, use the drop-list to select the appropriate code to use for this appointment. The Attendance Code selected is assigned to the student's appointment 10 minutes before the appointment begins.
Once the appointment start time is within 10 minutes of the start time, this field can no longer be changed. NOTE: Attendance Codes are only written to calendars with matching attendance codes. Attendance Codes are NOT written to calendars with Attendance Codes that do NOT match.If attendance codes for the appointment and the student's calendars do not match, a validation window appears, prompting the user to resolve the mismatch.
- Mark the Visible to Parent option if the appointment should be visible to parents/guardians on the Parent Portal.
- Leave this option unmarked if parents/guardians do not need to see the appointment.
- Use the Description field to enter any additional information that is relevant to the appointment.
- Mark the Create a Hall Pass option to create a hall pass for the student 10 minutes before the appointment begins.
- Leave this option unmarked if the student does not need a hall pass.
- If the Create a Hall Pass option is marked, users MUST select a Hall Pass Type. Use the drop-list to select the appropriate hall pass.
- Mark the Create Returning Pass option to create a hall pass to return to class when the appointment ends.
- Leave this option unmarked if the student does not need a returning hall pass.
- In the Student(s) field, enter the student, or students, to assign to the appointment. Users can select students from the drop-list or begin typing in the name(s) to more quickly find the student(s).
- In the Staff Member(s) field, enter the staff member, or members, to assign to the appointment. Users can select staff members from the drop-list or begin typing in the name(s) to more quickly find the staff member(s).
NOTE: Users MUST assign at least one Staff Member OR a Room to the appointment. The appointment cannot be saved if either a staff member or a room is not assigned to the appointment.
- Use the Room drop-list to select a room to assign to the appointment.
NOTE: Users MUST assign a Room OR at least one Staff Member to the appointment. The appointment cannot be saved if either a room or a staff member is not assigned to the appointment.
- Use the Recurrence Pattern fields to set frequency and recurrence options for the appointment. The options available change depending on the selections made. See the Recurrence Pattern fields in Appointment Fields for more information on each of the available Recurrence Pattern fields.
- When finished, press Save to save the appointment or Cancel to exit without saving the appointment.
Appointment Email Notifications
A user group named Workflow Administrator is automatically created and available in your site. This user group MUST be assigned to users to edit the email notification templates students receive for their appointments. Notification templates can be edited in the Letter Designer.
Within the notification templates, the following fields are available to pull information from the appointment into the email.
NOTE: When using the following fields, you MUST include the (L) at the START and END of each field.
Notification Template fields available
| Field | Description |
|---|---|
| (L)FIRSTNAME(L) | First name of the student. |
| (L)MIDDLENAME(L) | Middle name of the student. |
| (L)LASTNAME(L) | Last name of the student. |
| (L)TITLE(L) | Title of the appointment. |
| (L)DESCRIPTION(L) | Description of the appointment. |
| (L)DATE(L) | Date, or date range, of the appointment. |
| (L)STARTDATE(L) | Start Date of the appointment. |
| (L)ENDDATE(L) | End Date of the appointment. |
| (L)STARTTIME(L) | Start time of the appointment. |
| (L)ENDTIME(L) | End time of the appointment. |
| (L)STAFF(L) | Staff members assigned to the appointment. |
| (L)ROOM(L) | Room assigned to the appointment. |
Edit Appointments
Users can modify upcoming and past staff scheduled appointments. Users can also end an appointment early and assign attendance to in-progress appointments.
- Find the appointment to which you want to make changes. Press Edit and select Edit Appointment from the drop-list.
- Make the necessary changes to the appointment. For more information on each field, see Appointment Fields.
- Press Save to save the changes to the appointment or Cancel to exit without saving the changes.
Edit an Appointment series
- Find the appointment series to which you want to make changes. Press Edit. From the drop-list, select This Event, This and all of following events, or All events in the series.
Edit Type Description This Event After the edits are made to This Event in the appointment, the changes are saved, the edited appointment is removed from the series, and becomes a standalone appointment. The original appointment series remains unchanged and continues to occur according to its schedule. This and all of following events After the edits are made to This and all of following events in the series, the changes are saved, the edited appointment and future appointments are removed from the existing series to become a new standalone series. Events occurring before this edit remain in the original appointment series for historical record. NOTE: If any appointments normally encompassed by this edit are part of a different series (i.e. if an appointment(s) has been edited and therefore removed from the original series), those appointments are not modified.All events in the series After the edits are made to All events in the series, the changes are saved, ALL events (past, present, and future) in the appointment series are updated to reflect the changes. NOTE: If any appointments normally encompassed by this edit are part of a different series (i.e. if an appointment(s) has been edited and therefore removed from the original series), those appointments are not modified. - Make the appropriate changes to the appointment.
- Press Save to save the changes to the appointment or Cancel to exit without saving the changes.
Assign attendance to an Appointment
Users can assign student attendance to an appointment even if the appointment has already occurred.
NOTE: Be sure to understand this is NOT the same as marking attendance for the periods the student missed. This only indicates student attendance FOR the appointment.
- Find the appointment to which you want to assign attendance. Press Edit and select Assign Attendance from the drop-list.
Set Appointment Attendance Editor - A list of all students assigned to the appointment displays. You can take attendance for each student.
- Use the Attendance drop-list to assign the student's attendance status for the appointment.
- Select Present if the student is at the appointment.
- Select Absent if the student is not present for the appointment.
- When finished, press Save to save the attendance or Cancel to exit without saving attendance.
End an Appointment early
Users can assign an early end to in-progress appointments.
-
Find the in-progress appointment you want to end early. Press Edit and select End Appointment Early from the drop-list.
End Appointment Early Editor - A list of all students assigned to the appointment displays. You can end the appointment early for the appropriate students.
- In the End Early column, select End Appointment for the appropriate student(s). A pass is issued for each affected student.
- When finished, press Return to return to the Appointments screen.
Delete Appointments
Users can delete a single occurrence appointment or an appointment series.
Delete a single-occurrence Appointment
Users can delete upcoming student appointments.
- To delete an existing appointment, find the appointment you want to delete. Press Delete.
- At the prompt, press Delete to remove the appointment. Press Keep to cancel the appointment removal.
Delete an Appointment Series
- Find the appointment series you want to delete. Press Delete. From the drop-list, select This Event, This and all of following events, or All events in the series.
Deletion Type Description This Event Select This Event to delete only this event from the appointment series. The original appointment series remains unchanged and continues to occur according to its schedule. This and all of following events Select This and all of following events in the series, to remove this event and any future events in the series. Events occurring before this deletion remain in the original appointment series for historical record. NOTE: If any appointments normally encompassed by this edit are part of a different series (i.e. if an appointment(s) has been edited and therefore removed from the original series), those appointments are not deleted.All events in the series Select All events in the series, to remove ALL events (past, present, and future) in the appointment series. NOTE: If any appointments normally encompassed by this edit are part of a different series (i.e. if an appointment(s) has been edited and therefore removed from the original series), those appointments are not deleted. - Make the appropriate changes to the appointment.
- Press Save to save the changes to the appointment or Cancel to exit without saving the changes.
Appointment fields
| Field | Definition | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| General | |||||||||||||
| Title Required |
The name of the appointment. | ||||||||||||
| Attendance Code | Use the Attendance Code field to enter the code to apply to the appointment 10 minutes before it begins. NOTE: Attendance Codes are only written to calendars with matching attendance codes. Attendance Codes are NOT written to calendars with Attendance Codes that do NOT match.  Attendance Code Validation | ||||||||||||
| Visible to Parent | Mark this option to make the appointment visible to the student's parent/guardian on the Parent Portal. Leave this option unmarked if the appointment should NOT be visible to parents/guardians. | ||||||||||||
| Description | Use the Description field to enter any additional information relevant to the appointment. | ||||||||||||
| Create Hall Pass | To create a hall pass for the student 10 minutes before their appointment, mark this option. Leave the option unmarked if a hall pass is not needed.
NOTE: If this option is marked, you MUST select a Hall Pass Type. | ||||||||||||
| Hall Pass Type Required (only available for appointment for which the Create Hall Pass option is marked) |
This field determines the type of hall pass to create for the student 10 minutes before their appointment. NOTE: To assign a hall pass, you MUST have at least one hall pass type set for appointments in Hall Pass Settings. | ||||||||||||
| Create Returning Pass | To create a RETURN hall pass for the student when the appointment reaches its end time OR the Staff Member/Student(s) ends the appointment, mark this option. Leave this option unmarked if a return hall pass is not necessary. | ||||||||||||
| Participants/Location | |||||||||||||
| Student(s) Required |
Use this field to assign a student, or students, to the appointment. Users can select students from the drop-list or begin typing in the name(s) to more quickly find the student(s). | ||||||||||||
| Staff Member(s) | Use this field to assign a staff member to the appointment. Users can select staff members from the drop-list or begin typing in the name to more quickly find the staff member.
NOTE: Users MUST assign at least one Staff Member OR a Room to the appointment. The appointment cannot be saved if either a staff member or a room is not assigned to the appointment. | ||||||||||||
| Room | From the drop-list, assign a Room to the appointment.
NOTE: Users MUST assign a Room OR at least one Staff Member to the appointment. The appointment cannot be saved if either a room or a staff member is not assigned to the appointment. | ||||||||||||
| Recurrence Pattern | |||||||||||||
| Frequency Required |
Use this option to determine the frequency at which the appointment occurs.
| ||||||||||||
| Date Required (only available for appointments set to a Frequency of Once) |
The Date field indicates the appointment date. Appointments may not be back-dated. | ||||||||||||
| End Date Options Required (not available for appointments set to a Frequency of Once) |
This date determines the day on which the appointment series ends.
| ||||||||||||
| Start Date Required (not available for appointments set to a Frequency of Once) |
The day on which the appointment series begins. Appointments cannot be back-dated.
NOTE: Depending on the appointment frequency and other recurrence settings, the true start date may be after the recorded date. | ||||||||||||
| End by Date Required (only available for appointments set to an End Date Option of End by Date) |
The date on which the appointment series ends.
NOTE: Depending on the appointment frequency and other recurrence settings, the final appointment date may be prior to the End by Date value. | ||||||||||||
| End After # of Occurrences Required (only available for appointments set to an End Date Option of End After # of Occurrences) |
Use the End After # of Occurrences field to determine the number of appointments necessary to complete the appointment series. The appointment series ends once the number of appointment occurrences is complete. | ||||||||||||
| Start Time Required |
The time at which the appointment begins. The Start Time, by default, is 5 minutes from the current time. | ||||||||||||
| End Time Required |
The time at which the appointment ends. The End Time, by default, is 35 minutes from the current time. NOTE: Appointments can end either by time running out OR by a staff member/student ending the appointment early. | ||||||||||||
| Every X Week Required (only available for appointments set to a Frequency of Weekly) |
The weeks on which the appointment series occurs.
| ||||||||||||
| Day(s) of the Week Required (only required for appointments set to a Frequency of Weekly) |
Use this field to determine the day(s) of the week on which the appointment series occurs. This is a multi-select field; select as many days as necessary. | ||||||||||||
| Monthly Options Required (only available for appointments set to a Frequency of Monthly) |
In the Monthly Options field, use the drop-list to determine the frequency of the monthly appointments.
| ||||||||||||
| On The Required (only available for appointments set to a Monthly Option of Ordinal) |
Use the drop-list to select the day(s) on which the appointment series occurs.
| ||||||||||||
| Every X Month Required (only available for appointments set to a Monthly Option of Date) |
Use the Every X Month field to determine the number of months between appointments.
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| Day of the Week Required (only available for appointments set to a Monthly Option of Ordinal) |
Use the drop-list to select the day on which the appointment series occurs.
| ||||||||||||
| Day of the Month Required (only available for appointments set to a Monthly Option of Date) |
Day of the month on which the appointment series occurs. | ||||||||||||
