<b>2023-02-09 | Block Students from Booking Appointments Between Two Static Times<br><br></b>
It's now possible to prevent students from booking appointments in a specific time range during the day. This applies in addition to the st
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<b>2023-05-04 | Asynchronous Availabilities and Appointments<br><br></b>
...be concluded and reopened at any time, as opposed to standard synchronous appointments which have a designated start and end time.<br><br>
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...e default value is 2, meaning students are not allowed to book consecutive appointments. 3 would allow 2 consecutive and block the third.
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<b>2022-09-27 | Log Visits from Consultants' Upcoming Appointments<br><br></b>
...ants the ability to start and conclude visits directly from their Upcoming Appointments list.
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<b><big>Optional: In-Person vs Online Appointments</big></b>
This report displays a count of appointments with their meeting type, for availabilities that were optionally in-person
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<big><b>Students Visits/Appointments by ??</big></b>
This report will display the Visits and/or Appointments in your system that match the criteria you search by. This data can be grou
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<b><big>Appointments/Availabilities by Hour by Day of Week</big></b>
This report will show you the number of appointments compared to the number of availabilities in the date range you specify. The
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| style="vertical-align:top; font-size:160%; color:#7c1911; " | '''Students/Appointments Status Cross Tab''' <HR>
| style="vertical-align:top; font-size:120%; " | <BR />The Students and Appointments Status Cross Tab shows an alphabetical list of Sort Preference and will dis
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| style="vertical-align:top; font-size:160%; color:#7c1911; " | '''Appointments/Students by ??''' <HR>
...20%; " | <BR />The Appointments/Students by report shows a listing of the appointments by “Group Appointment By” and “Group 2” For each group selected, t
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<b><big>Referrals by Student and Appointments/Visits</big></b>
...ferrals by ??]], but additionally shows information for related visits and appointments. Additional details on those records can also be displayed, along with link
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| style="vertical-align:top; font-size:160%; color:#7c1911; " | '''Appointments/Students by ??''' <HR>
...ize:120%; " | <BR />The Appointments/Students By displays a listing of the appointments with the data that is grouped by chosen field. For each grouped data, the d
2 KB (319 words) - 11:11, 26 March 2024
...:top; font-size:160%; color:#7c1911; " | '''Blocking Students from Booking Appointments''' <HR>
...nt-size:120%; " | There are two options for blocking students from booking appointments in the Trac System.
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...of Days you are limiting your students booking ability to a set number of appointments that can not be exceeded.
In the example below, we are setting our rule as "Maximum of 2 Appointments in 5 Days". If the student attempts to book the a third appointment in a 5
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| style="vertical-align:top; font-size:160%; color:#7c1911; " | '''Consultant Appointments/Visits''' <HR>
| style="vertical-align:top; font-size:120%; " | <BR />The '''Consultant Appointments/Visits''' report displays the students the tutor saw and the time they work
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<big><b>Appointments Listing</b></big><br>
...created, and the status will be recorded as cancelled or missed as needed. Appointments can additionally contain [[TracCloudGuideGlobalCustom|custom fields]] that
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...a consultant availability or by scheduling a standalone appointment. Those appointments and availabilities can then be viewed on the Schedule or through the Appoin
...ilities, students are unable to access any sensitive data such as existing appointments with other students, Consultants, or any irrelevant contact info.
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...ys the number of appointments for the day and how many students booked the appointments.
| style="width:50%; text-align:left;" | [[Reports:Consultant Appointments/Visits|← Previous Page]]
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...hours associated with the appointment, and total hours scheduled in the appointments.
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...ss from the Group Roster view. This will send visit notes for any attended appointments, without requiring that you access each visit individually.<br><br>
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...op; font-size:100%; " | The second major area of Configuration Options for Appointments is located in your Group Access Preferences. Group Access settings determin
'''''Allow User to Create Appointments not linked to Availabilities'''''<BR />
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You can now change your threshold of missed/canceled appointments to auto-cancel the remainder of an appointment series. This can be found in
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...an now be provided a default set of options to choose from when cancelling appointments, in addition to the standard text field.<br>
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...udents in and out, through Quick Visits, through Batch Visits, and through Appointments.
...0px;" | [[Recording_Visits_Through:_Appointments|Recording Visits Through: Appointments]] <HR>
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...ointment itself. Additionally, another option was added to include deleted appointments in this report.<br><br>
...tment group roster screen, it's now possible to only add notes to selected appointments' visits.
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<b><big>Appointments/Visits Utilization</big></b>
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* [[TracCloudGuideBasicsSchedule|Asynchronous appointments]] can now be canceled by students or staff.<br><br>
...arch by appointment status in [[TracCloudReportsStudents03|Students Visits/Appointments by ??]]<br><br>
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Similar to appointments and registrations, it's now possible to open student accounts directly from
...lds can now be included in the [[TracCloudTechExport#2._SFTP_Export|Visits/Appointments SFTP Export]] as additional fields.<br><br>
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'''''Prevent User from Viewing Student IDs in Appointments and Log Listing'''''<BR />
...selected Group of Users from being able to view Student ID #s both in the Appointments Entries and Log Listing pages. Activating this preference will hide Student
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...vs Online Appointments]] report now has an option to include Asynchronous Appointments in the results.
...scheduled the appointment in [[TracCloudReportsStudents03|Students Visits/Appointments by ??]].
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...tments. If you would like to ONLY allow students who are on a list to book appointments, click the '''Constrain Student Booking''' to dropdown menu and select the
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...ntment rules]]. The value entered here acts as a buffer for when cancelled appointments will be deleted instead of set to a cancelled status. For example, if a stu
...e is dangerous as if the value is set to high, it can inadvertently delete appointments that should've been recorded as cancelled.<br><br>
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...s grouped by appointment status. For each student, you can see their total appointments of said status, total appointment hours, and total visit hours.<br><br>
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...listed with their number of visits, Appointments, Students, and status of appointments that logged into that particular center. The tutor logins can be regenerate
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...upload files to student and staff accounts, [[TracCloudGuideListingsAppts|
appointments]], [[TracCloudGuideListingsVisits|visits]], and even [[TracCloudGuideBasics
...margin-bottom: 1em"><big><b>Uploading and Viewing Documents</b> / Visits &
Appointments</big></div><div class="mw-collapsible mw-collapsed"><br><br>
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This report shows a list of students and their total appointments separated by status. This report can be filtered by appointment status and
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This report will show you consultants and their appointments, along with the consultants' [[TracCloudWhatsNew2022-02-18_1|maximum hours]
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...e calendar. This block simple allows you to put a block over the scheduled appointments and “blocks” those permission rules.
...ing reasons. If instead the appointment was deleted, information on booked appointments and the students that booked them, would be lost. With that being said, ava
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...listed with their number of visits, Appointments, Students, and status of appointments that logged into that particular center. The tutor logins can be regenerate
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...ting centers in TracCloud, as this will remove the related records (Visits/Appointments/etc) from reports and student/staff histories. Instead, we recommend settin
...vailabilities from the dashboard, and does not have an effect when booking appointments from the staff schedule. The center course list still applies as usual.<br>
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...ocking students with excessive missed appointments, timings around booking appointments, and what search criteria options show up and whether or not they're requir
...students or tutors confirming appointments, notifying missed or cancelled appointments, and a whole range of other reasons. There are a couple of steps that we ne
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...globally for the Profile in order to be an available option for visits and appointments. The checkbox on the left column determines whether the course is active or
The section is now an option for visits and appointments in this center.
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This report will list student visits and appointments, providing the ability to clean up these records if needed. You can modify
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*Appointments / Students by ??
*Appointments / Students by ??
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* <b>2023-07-10: Start or stop one-on-one visits for appointments from the staff schedule</b>
...to the visit start/stop option found in group rosters, just for one-on-one appointments instead.
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...hen a staff member logged in for work compared to their availabilities and appointments. This will display as a vertical red line overlaying availabilities.<br><br
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...hat they searched for and whether or not they booked. TracCloud checks for appointments that were booked on the same day as the search, so you will not see results
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...oudGuideProfilePrefsSchedule#Appointment_Status_and_Management|Calc Missed Appointments Since]]</b>
...<i>Other > Other Options > Preferences > System Preferences > Calc Missed Appointments Since</i>
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...ilities, students are unable to access any sensitive data such as existing appointments with other students, Consultants, or any irrelevant contact info.
...over the Search Glass Icon on the right side of the Trac Navigation. Click Appointments to access the Search for Availability Window. Keep in mind that this path t
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...that your campus deems as necessary. The three major default statuses for Appointments are Attended, Missed, and Cancelled. However, campuses commonly add additio
From the student record, select the History Tab and navigate to the Appointments subtab.
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...; color:#7c1911; padding:30px 0px 0px 0px;" | '''Recording Visits Through: Appointments''' <HR>
...-size:100%; " |Visit Data may also be recorded through Appointments. While appointments are scheduled and appointment data is recorded, the associated Visit still
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* <b>2023-08-01: Subject/Course/Section search added to Appointments/Visits Utilization report</b>
* <b>2023-08-02: It's now possible to apply center searches to appointments in the Students Visits Cleanup Data report</b>
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...its that meet the search criteria specified. Similar to <i>Students Visits/Appointments by ??</i> in terms of configuration.<br><br>
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As an example, this test system doesn't allow students to book appointments within an hour of the session starting. At more than an hour out, it appear
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...can be confirmation emails about appointments, reminder emails of upcoming appointments and then if they miss or cancel an appointment they would receive an email
...ultants to navigate through the Trac System to check their schedules, book appointments, and view their appointment/visit history. If you have any questions about
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...ing." This works exactly the same as a normal reserve block in relation to appointments and other availabilities, but has two unique benefits for staff. It display
* Access to the appointments listing can now be given to any staff account based on permission group (ra
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...er referrals via SAGE]]. Faculty can also be given the ability to schedule appointments for students in their roster if you have the [[TracCloudSAGE|SAGE module]].
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This tab allows us to search for students who visited, had appointments, or accrued hours between a set date range, as well as by GPA.
'''Appointments'''
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* <b>[[TracCloudTechExport#2._SFTP_Export|Visits/Appointments SFTP Export]]</b> & <b>[[TracCloudTechExport#5._Starfish_Export|Starfish Ex
* <b>Access to the "Delete Selection" option on some listings</b> - Appointments, Course Lists, Documents, Referrals, Registrations, Success Plans, and Atte
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...[[TracCloudGuideListingsVisits|Attendance]], [[TracCloudGuideListingsAppts|Appointments]], and more. This utility is found within the hamburger {{#fas:bars}} menu
...r example, deleting a duplicate student record will not move their visits, appointments, registrations, etc to the remaining account. This only deletes the current
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<b>2024-04-22</b> - Appointment statuses not displaying in appointments over the weekend. Resolved on Monday at 8:29am MST.
<b>2024-02-12</b> - Registration lists displayed when booking appointments, logging in, etc not functioning correctly starting at 2:57pm. Most issues
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7th Training: Creating schedules and booking appointments.
| Appointments || <span style="color:green">Yes</span>
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...date and time that Consultants are available to hold sessions, and also so appointments may be scheduled by several different users, including the students themsel
...establish the date and time range of when the consultant is available for appointments. The availability also sets up session information regarding the number of
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The utility allows you to reset the Center Status and the Total Missed Appointments counts for the students.
Enter a date for the modified appointments and resend confirmation emails for appointments.
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...their enrollment, and tutoring sessions may be hosted as drop-ins, 1-on-1 appointments, or groups.<br><br>
::Student accounts belong to the clients coming in for services. Appointments can be scheduled for these accounts, and visits can be created for them. St
9 KB (1,500 words) - 10:58, 15 November 2023
...tion email, if they're more likely to rely on other resources to see their appointments for the day.
...aff|Consultants]] to remind them of upcoming [[TracCloudGuideListingsAppts|appointments]]. Just like confirmations, this can be configured separately for students
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...tudents]] and [[TracCloudGuideProfileStaff|consultants]] will see upcoming appointments on their dashboard, and staff will see them from the [[TracCloudGuideBasics
Students will be able to view their upcoming appointments on the right-side of the dashboard. The fields visible and the format they'
7 KB (1,046 words) - 14:23, 19 April 2024
...f being the record that all their [[TracCloudGuideListingsVisits|visits]], appointments, [[TracCloudGuideGlobalDocs|documents]], and more are assigned to, you also
.... This includes the ability to run searches such as "students who have had appointments in the last 7 days" or "students who have ongoing referrals."
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...h availability widget is one option available to staff/faculty for booking
appointments on behalf of students, and it's the only option available to students thems
...style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Upcoming
Appointments</b></big></div><div class="mw-collapsible">
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...to confirm their own bios, if they can browse resources, if they can book appointments, and more.
Here you can set which centers students are able to book appointments in (if any), whether or not they can view their own visits (If you allowed
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...n select a location during the "Search for Availability" process, and only appointments matching the location they selected will appear. This could be used as a wa
...he results. If a location isn't specified during the search, all available appointments will be displayed, allowing students to book without knowing the location.
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...ows new students to easily create accounts for themselves so they can book appointments or visit your centers. This can be initiated by the student on a kiosk or b
...Max Appointment Rules]] can now be configured to block a certain number of appointments in X hours or minutes, in addition to the existing days, weeks, etc options
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...the schedule. Also gives quick access to search for availabilities to book appointments for students.
A tab in the center of the main menu will appear displaying the number of appointments and visits that have occurred since a particular date. Date can be adjusted
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::If checked, this Reason will only appear for staff who are booking appointments on behalf of students. Students themselves will not see this Reason.<br><br
* <b>Do NOT SHOW for Appointments
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* <b>Calc Missed Appointments Since</b>
...ntment_Status_and_Management|profile doesn’t already have a <b>Calc Missed Appointments Since</b> value defined]]. <b>Automatically Use Term Start</b> can be used
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* '''Center Status''' – Their current center status and total missed appointments in the “Center Info” tab. This is their center specific status.
The student(s) will now be able to login and book appointments again.
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...top; font-size:100%; " | The first major area of Configuration Options for Appointments is located in your Center Profile Preferences. Center Profile preferences a
This preference defines the Time range in which Appointments are able to be booked. The default settings are: Schedule no sooner than (
27 KB (3,987 words) - 11:03, 26 March 2024
...rules, controlling exactly when a student can book appointments, how many appointments they can book, and much more. These preferences will apply to all centers w
...tments can start at. For example, if this preference is set to 15 minutes, appointments could be booked at 9:15, 9:30, 9:45, and so on. This is not commonly used o
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...e:120%; " | <BR />The Group Rosters quickly displays the Consultants Group appointments for the day and if they have any cancellations.
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...03-24: [[TracCloudGuideListingsViews|Custom views]] have been added to the Appointments Listing</b><br><br>
* <b>2023-03-21: Date range searches in [[TracCloudTechExport|Visits/Appointments SFTP Export]]</b>
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:*'''Appointments'''
...story of the student’s Appointment records. Users can click on individual appointments to view/edit the available information.
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...TracCloud, as this will also disconnect them from related records (Visits, Appointments, etc). Instead, we recommend deactivating the account by checking this box.
::An alternate name that will appear when searching for appointments. Requires the “Display consultant alias on availability search” option
11 KB (1,497 words) - 14:20, 12 April 2024
...and Edit Availabilities Only, No Edit Appointments; View Schedule and Edit Appointments, No Edit Availabilities; or Search Availability Only. This allows you to be
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| style="width:50%; text-align:left;" | [[Reports:Appointments/Students by|← Previous Page]]
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...those using the 'Choose a Date & Center' option for availability search. "Appointments must be scheduled at least 12 hours in advance" in the example screenshot b
::This allows you to move appointments to a past availability slot with the "Move" button in appointment records,
9 KB (1,403 words) - 16:59, 30 April 2024
...mated and manual emails. This would include Confirmation and Reminders for appointments, SAGE referral notices, Notifications, and much more.
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...ments occurred in the past, present, or will occur in the future. Any past appointments will include an Appointment Status (Attended, Missed, Cancelled) as well as
...lerts, as well as full access to the student’s history of records: Visits, Appointments, Registrations, Resources, and Messages.
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...ents made per week, Max # of appointments made per center, Max # of missed appointments, or Minimum of 24 hours previous to booking an Appointment, etc…Any of th
8 KB (1,260 words) - 11:05, 26 March 2024
...ugh how to utilize these features, from creating availabilities to booking appointments.<br><br>
...ilities/time slots, review past and future appointments, and even book new appointments on behalf of students.
27 KB (4,174 words) - 11:12, 26 April 2024
...ounts to be created, giving new students the opportunity to visit and book appointments prior to being included in your student information system. This requires s
...imported students by default, including the ability to search for and book appointments. If you want to restrict or give special access to prospective students, ta
11 KB (1,545 words) - 17:28, 30 April 2024
An availability is an appointed time that a consultant offers for student appointments or drop-in visits.<BR /><BR />
...ntment that was scheduled. If the iCal attachments are utilized, then the appointments will appear on your Outlook calendar when they are scheduled in the Trac
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...tudent can be assigned to both Dave Smith <i>and</i> Jane Doe and schedule appointments with them both, rather than being limited only a single assigned advisor. U
...tment_Rules_and_Blocks|Max Appointment Rules]] can now be created to limit appointments of the same "Section" in addition to "Same Subject."<br><br>
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...if your staff has all the access they need in the Trac System to help book appointments or log students in? Or if your consultants have too much access to student
2 KB (340 words) - 11:10, 26 March 2024
...e emails containing their schedule summary or a summary of their scheduled Appointments.
...Consultants will receive individual email confirmations for each of their appointments. The sending of these emails is dependent on the Automated Event “send Em
17 KB (2,434 words) - 11:04, 26 March 2024
...cal-align:top; font-size:160%; color:#7c1911; " | '''Setting up Emails for Appointments''' <HR>
...udents or tutors confirming appointments, notifying of missed or cancelled appointments, and a wide range of other reasons. There are a couple of steps that we nee
10 KB (1,480 words) - 11:07, 26 March 2024
...Menu, click on “Create a Quick Visit” on the left hand side underneath the Appointments Link.
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...ty will be located on the left hand side of your Main Menu just underneath Appointments and the Quick Visit Utility.
...order to mark attendance. The SI Batch Utility is typically used for Group appointments such as SI sessions, Exam reviews, and Orientations, etc..., and allows a U
8 KB (1,350 words) - 11:10, 26 March 2024
Applies to: <i>Visits, Appointments, Availabilities, Payroll, Staff, Resource Usage, Referrals, Surveys.</i>
Applies to: <i>Visits, Appointments.</i>
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...you pay your staff. If you pay staff based on their availabilities/booked appointments, you would want to use the <b>Schedule</b> pay basis. If it's based on thei
...ulate work hours based on the consultant's scheduled availabilities and/or appointments.<br>
16 KB (2,570 words) - 09:35, 1 April 2024
...ns|sections]] accessible when [[TracCloudGuideBasicsSchedule|searching for appointments]], [[TracCloudGuideBasicsVisits|logging in]], etc. Inactive term courses wo
3 KB (500 words) - 14:21, 19 April 2024
This will allow you to get the total visits, minutes, missed and cancelled appointments for a specific date range.
3 KB (507 words) - 11:09, 26 March 2024