Appointment Scheduling and Appointment Status: Difference between pages

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{| style="width:100%; vertical-align:top; "
{| style="width:100%; vertical-align:top; "


| style="vertical-align:top; font-size:160%; color:#7c1911; " | '''Appointment Scheduling'''<HR>
 
| style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | '''Appointment Status''' <HR>
 
|-
|-


| style="vertical-align:top; font-size:120%; " | <br /> Appointments can be scheduled by filling a consultant availability or by scheduling a standalone appointment. Those appointments and availabilities can then be viewed on the Schedule or through the Appointment view, and reminders can be set to keep students and consultants informed.
|style="vertical-align:top; font-size:100%; " |Appointment Statuses can be defined in your Center Profile Prefs Tab and fully customized to include any status that your campus deems as necessary. The three major default statuses for Appointments are Attended, Missed, and Cancelled. However, campuses commonly add additional statuses to further differentiate or associate meaning. For example: Student Missed, Tutor Missed, Student Cancelled, Tutor Cancelled, or No Call No Show (NCNS).
|-
 
| style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | [[Booking_an_Appointment_(as_a_user)|Booking an Appointment (as a user)]] <HR>
 
Appointment records can be processed in several different areas within your Trac system. As an Administrator, Front Desk Worker, or Consultant with the appropriate privileges, we can access the Schedule (TracMan > Schedule). We can then process Appointment records based on Consultant selection. Click on a Consultant’s name in the Personnel List to bring up their weekly Schedule.
 
[[File:ApptStatus3.png|border|700px]]
 
 
 
Click on the time slot of an Appointment that displays as a blue hyperlink to open that Appointment record.
 
[[File:ApptStatus2.png|border|700px]]
 
 
 
In the Appointment Entry window, we are able to modify the Status of the Appointment, or any other field (if given sufficient privileges). As a Consultant, the fields that are usually the most important are the Status and Notes fields.
 
 
[[File:ApptStatus3.png|border|700px]]
 
[[File:ApptStatus4.png|border|700px]]
 
 
Click Save to Save the Appointment Record.
 
 
As a Consultant, Appointment records can also be accessed through the Schedule Tab in the Center of your Main Menu.
 
[[File:ApptStatus5.png|border|700px]]
 
 
Appointment records can also be accessed through the Student Record (with appropriate privileges). Student Records can be accessed from the Student Listings (Search Glass > Students) through a Search. If you are searching for one student, a convenient method of searching can be to simply type the last name (comma separated) and first name or ID number in the Trac Navigation bar in the upper left corner, and select the student record as it appears below.  
 
 
 
[[File:ApptStatus6.png|border|300px]]
 
 
From the student record, select the History Tab and navigate to the Appointments subtab.
 
[[File:ApptStatus7.png|border|700px]]
 
 
==<font style="color:#7c1911>Tutor Cancel Status</font>==
The TUTOR CANCEL status is a special status that can be applied to an appointment so that the availability slot is not freed up, keeping time unavailable. You must add TUTOR CANCEL (or any status beginning with the words TUTOR CANCEL, ie TUTOR CANCELLATION) to the center profile and then you may choose the status from the list of available status while viewing the appointment.
 
<br />
 
'''Center Profile Status'''
 
Open the center profile and navigate to the Prefs tab and choose Schedule. All statuses available to the appointment must be listed in the associated center profile. This button only appears in the appointment entry if the user's group has the Move To option checked and the appointment is an existing appointment.
 
Add TUTOR CANCEL to the list of statuses. Click Save to save the preferences.
 
[[Image:CtrProfileStatus.jpg|600px|]]
 
 
'''Choose the Status'''
 
From the appointment entry screen, choose TUTOR CANCEL form the list of status choices and click Save the save the appointment. Add a new status to the list of statuses. All statuses in the center profile displays in the appointment entry screen.
 
[[Image:ApptChooseStatus.jpg|600px|]]
 


|-
The appointment will have a strike through line over the student's name on the schedule. Mousing over the appointment will show the TUTOR CANCEL status as well. the strikethrough indicates the appointment has been cancelled.
| style="vertical-align:top; font-size:120%; " | As a Consultant, Front Desk Worker, or Administrator, we can book an Appointment from our Administrator’s view of the Schedule.
|-
| style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | [[Booking_an_Appointment_(as_a_student)|Booking an Appointment (as a student)]] <HR>
|-
| style="vertical-align:top; font-size:120%; " |As a Student, we can book Appointments using the Search for Availability Window, which allows users to Search for Time slots that indicate when Consultants are available.  By simply searching for Availabilities, students are unable to access any sensitive data such as existing appointments with other students, Consultants, or any irrelevant contact info.
|-
| style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | [[Center_Prefs_-_Appointment_Options|Center Prefs - Appointment Options]] <HR>
|-
| style="vertical-align:top; font-size:120%; " | The first major area of Configuration Options for Appointments is located in your Center Profile Preferences. Center Profile preferences are global per Center Profile, or in other words, the settings put into place here will affect ALL subcenters under the selected Center Profile. All subcenters under a single Center Profile are subject to the rules set for the Center Profile’s Preferences.
|-
| style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | [[Group_Access_-_Appointment_Options|Group Access - Appointment Options]] <HR>
|-
| style="vertical-align:top; font-size:120%; " | The second major area of Configuration Options for Appointments is located in your Group Access Preferences. Group Access settings determine which Groups of Users are able to Access the Schedule. The Group Access Preferences define in detail specific levels of access.


|-
[[Image:ApptSaveStatus.jpg|250px]]
| style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | [[Appointment_Status|Appointment Status]] <HR>
|-
| style="vertical-align:top; font-size:120%; " | Appointment Statuses can be defined in your Center Profile Prefs Tab and fully customized to include any status that your campus deems as necessary. The three major default statuses for Appointments are Attended, Missed, and Cancelled. However, campuses commonly add additional statuses to further differentiate or associate meaning. For example: Student Missed, Tutor Missed, Student Cancelled, Tutor Cancelled, or Admin Excused.
|-
<BR  />




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'''Other Special Statuses'''
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| style="width:50%; text-align:left;" | <!--[[Definitions|&larr; Previous Page]]-->
The statuses that have special meanings are DELETE@, @CANCEL@, and TUTOR CANCEL@.<br>
| style="width:50%; text-align:right;" | <!--[[System Prefs|Next Page &rarr;]]-->
The @ indicates wild card character(s).
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DELETE appointments do not show on the schedule and do not reserve the availability time.<br>
CANCEL appointments do not show on the schedule and do not reserve the availability time.<br>
TUTOR CANCEL show on the schedule and reserve the availability time.


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Revision as of 12:45, 11 May 2021


Appointment Status
Appointment Statuses can be defined in your Center Profile Prefs Tab and fully customized to include any status that your campus deems as necessary. The three major default statuses for Appointments are Attended, Missed, and Cancelled. However, campuses commonly add additional statuses to further differentiate or associate meaning. For example: Student Missed, Tutor Missed, Student Cancelled, Tutor Cancelled, or No Call No Show (NCNS).


Appointment records can be processed in several different areas within your Trac system. As an Administrator, Front Desk Worker, or Consultant with the appropriate privileges, we can access the Schedule (TracMan > Schedule). We can then process Appointment records based on Consultant selection. Click on a Consultant’s name in the Personnel List to bring up their weekly Schedule.


ApptStatus3.png


Click on the time slot of an Appointment that displays as a blue hyperlink to open that Appointment record.


ApptStatus2.png


In the Appointment Entry window, we are able to modify the Status of the Appointment, or any other field (if given sufficient privileges). As a Consultant, the fields that are usually the most important are the Status and Notes fields.


ApptStatus3.png

ApptStatus4.png


Click Save to Save the Appointment Record.


As a Consultant, Appointment records can also be accessed through the Schedule Tab in the Center of your Main Menu.


ApptStatus5.png


Appointment records can also be accessed through the Student Record (with appropriate privileges). Student Records can be accessed from the Student Listings (Search Glass > Students) through a Search. If you are searching for one student, a convenient method of searching can be to simply type the last name (comma separated) and first name or ID number in the Trac Navigation bar in the upper left corner, and select the student record as it appears below.


ApptStatus6.png


From the student record, select the History Tab and navigate to the Appointments subtab.

ApptStatus7.png


Tutor Cancel Status

The TUTOR CANCEL status is a special status that can be applied to an appointment so that the availability slot is not freed up, keeping time unavailable. You must add TUTOR CANCEL (or any status beginning with the words TUTOR CANCEL, ie TUTOR CANCELLATION) to the center profile and then you may choose the status from the list of available status while viewing the appointment.


Center Profile Status

Open the center profile and navigate to the Prefs tab and choose Schedule. All statuses available to the appointment must be listed in the associated center profile. This button only appears in the appointment entry if the user's group has the Move To option checked and the appointment is an existing appointment.

Add TUTOR CANCEL to the list of statuses. Click Save to save the preferences.

CtrProfileStatus.jpg


Choose the Status

From the appointment entry screen, choose TUTOR CANCEL form the list of status choices and click Save the save the appointment. Add a new status to the list of statuses. All statuses in the center profile displays in the appointment entry screen.

ApptChooseStatus.jpg


The appointment will have a strike through line over the student's name on the schedule. Mousing over the appointment will show the TUTOR CANCEL status as well. the strikethrough indicates the appointment has been cancelled.

ApptSaveStatus.jpg


Other Special Statuses

The statuses that have special meanings are DELETE@, @CANCEL@, and TUTOR CANCEL@.
The @ indicates wild card character(s).

DELETE appointments do not show on the schedule and do not reserve the availability time.
CANCEL appointments do not show on the schedule and do not reserve the availability time.
TUTOR CANCEL show on the schedule and reserve the availability time.