Appointment Status

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User Manual Contents

RgtArr.gif Introduction
RgtArr.gifSysAdmin Preferences
RgtArr.gifCenter Profile Prefs
RgtArr.gifGroup Settings
RgtArr.gifSections
RgtArr.gifReasons
RgtArr.gifConsultants
RgtArr.gifStudent Records
RgtArr.gifAvailabilities
DwnArr.gifAppointment Scheduling
B.gif Booking appointments as a user
B.gif Booking appointments as a student
B.gif Center Schedule Options
B.gif Group Schedule Access
B.gif Appointment Status
B.gif Appointment Custom Question
RgtArr.gifVisits
RgtArr.gifResources
RgtArr.gifList Management
RgtArr.gifKiosk
RgtArr.gifCustomize My Trac
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.


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


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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.


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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.


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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.


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

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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.

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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.

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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.

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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.