CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Automating Your Student Appointments
Raul and Mona
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Session startersPlease silence all cell phones
Please hold questions for question breaks
Please state your name and organizationwhen asking a question
PowerPoints and handouts are available at www.csoresearch.com/csoconference
Sit back, relax and let’s have some fun!
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Overview• Create Appointment Types• Create Administrator Availability• Viewing/Booking Appointments as
Administrator• Viewing/Booking Appointments as a
Student• Syncing Appointments
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Appointment Types• Tools > Setup > Appointments
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Appointment Types
Title: What will this appointment cover? This also becomes the subject of the observation note
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Appointment Types
• Appointment Duration– How long will
the appointment last?
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Appointment Types
• Appointment Duration (Displayed to Student)
This is the time the student will actually see.
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Appointment Types
• Lead Period– This is the
amount of time before the appointment that the student will see this slot as available.
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Appointment Types
• Freeze Period– This is the amount
of time before the appointment where the student can no longer cancel or reschedule the appointment.
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Appointment Types
• Sign-up Limit– This is tied to the
Sign-up Limit Period. Determines the number of appointments a student can schedule for this reason.
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Appointment Types
• Sign-up Limit Period– This is tied to the
Sign-up Limit. It is the number of days before a student can schedule an appointment for a given reason after hitting the Sign-up Limit.
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Appointment Types
• From Address– This is the email
address that the reminder/confirmation/cancellation email will come from.
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Appointment Types
• Lag Days– This is the number of
days before the appointment date that reminder email will be sent to the student.
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Appointment Types• Slot Display Memo:– The text written here will display as notes at
the top of the page above the available appointments the student sees.
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Appointment Types
• Confirmation Memo:– This is the confirmation message the
student sees once an appointment is selected.
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Questions?
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Administrator Availability
• Indicate when you’re available for appointments
• What type of appointments you’re available for
Go to My Profile>Availability tab
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Administrator Availability
Day of Week:What day are you available?Build Slots by Day of Week: You’re available for this appointment every Monday at the same timeBuild Slots by Individual Day: You’re available for this appointment on this Monday only
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Administrator Availability
Appointment Type:What type of appointment are you available for?
Setting availability for different appointment types must be set up individually
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Administrator Availability
Appointment Duration:Lets you know what the set duration and the duration displayed is to students for this particular appointment type.
This will help determine how many appointments you’re able to take during the allotted time
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Administrator Availability
Block Start and Block End:Set the start and end time that you’re available for this appointment on this day.
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Administrator Availability
Hide From Student View: Should students be able to see this appointment availability?If selected, this appointment availability will not be visible to students
Appointment must be booked by admin
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Administrator Availability
Hide My Name: Should students be able to see the counselor’s name?If selected, students cannot see the counselor’s name for this appointment
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Creating Administrator Availability
Description: This text will appear next to the appointment and will also be included in confirmation email.
Include your office location or brief description of appointment
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Viewing Appointments as Administrator
Option 1: Go to My Profile and click View Appointment Calendar
There are two ways Admin’s can view appointments.
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Viewing Appointments as Administrator
Booked appointments appear in red
Open slots appear in yellow
Regular calendar will show booked appointments only
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Viewing Appointments as Administrator
Option 2: Go To My Profile>View Activity>Appointment tab
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Viewing Appointments as Administrator
Under Appointment tab you can:- Indicate if student was a No Show- Create Observation Note
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Booking Appointments as Administrator
Go to student’s profile and click on Make Appointment
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Booking Appointments as Administrator
Select Appointment Type and Time Slot
Confirm or Cancel
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Questions?
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Booking Appointments as a Student
Under I want to… Click Make Appointment
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Booking Appointments as a Student
Select Appointment Type and Time Slot
Confirm or Cancel
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Viewing Appointments as a Student
Students can view appointments two waysOption 1: View My Activity>Appointment
tab
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Viewing Appointments as a Student
Option 2: Appointments appear in calendar
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Syncing Options• These options allow you to sync your
appointments (and events) to your email client.– Google Sync– Outlook Sync ($)
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Syncing Options• My Profile > Calendar Syncing
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Questions?
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Thank you for attending!If you have any additional questions, please
contact the Support Team or your CRM.
What’s next?Evening event – Abel’s on the Lake!
6:00 pm
Join us at Abel’s on the Lake for drinks, dinner and a live karaoke band! Meet us in
the Sheraton lobby at 5:45pm for free shuttle transportation to the event.
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