TracCloud: Appointment Invites - Revision history

Redrock at 22:41, 14 April 2026

2026-04-14T22:41:10Z

← Older revision		Revision as of 22:41, 14 April 2026
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	After opening one of the existing invites, you can view the fields that were filled out as well as a <span style="color:red;">list of the invitees.</span>		After opening one of the existing invites, you can view the fields that were filled out as well as a <span style="color:red;">list of the invitees.</span>

	[[File:538433.png\|700px]]		[[File:538433.png\|700px]]<br><br>

	When editing an appointment that was booked via an invite, a special tab will be available in the bottom of appointment entry. This will show the invite details such as the invitation type, exam details, etc. This is not accessible to students, only staff.		When editing an appointment that was booked via an invite, a special tab will be available in the bottom of appointment entry. This will show the invite details such as the invitation type, exam details, etc. This is not accessible to students, only staff.

Redrock at 22:40, 14 April 2026

2026-04-14T22:40:52Z

← Older revision		Revision as of 22:40, 14 April 2026
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	* <b>Invitation Instructions</b>		* <b>Invitation Instructions</b>
	::These instructions will appear in the invite email sent to the student. ~~<span style="color:red">double-check this</span>~~		::These instructions will appear in the invite email sent to the student.

	* <b>Ask staff for these fields per invite</b>		* <b>Ask staff for these fields per invite</b>

Redrock at 22:39, 14 April 2026

2026-04-14T22:39:12Z

← Older revision		Revision as of 22:39, 14 April 2026
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	<div class="pageTitle">Appointment Invites</div>		<div class="pageTitle">Appointment Invites</div>

	TracCloud's Appointment Invite feature allows students to ~~be sent invites to quickly book appointments~~. This feature is primarily designed for testing centers, but can be used for other centers too. This article explains how you can configure and use this feature.<br><br>		TracCloud's Appointment Invite feature allows custom appointment search invites, where students can find availabilities according to what their invite allows. This feature is primarily designed for testing centers, but can be used for other centers too. This article explains how you can configure and use this feature.<br><br>

	<hr>		<hr>
	===Configuration===		===Configuration===

	Appointment invites are initially configured as part of [[TracCloud:_Search_Availability_Options\|Search Availability Widgets]]. Go to <i>Other > Other Options > Preferences > Search Availability Options</i>, and click on the widget that you want to link this appointment invite to.		Appointment invites are initially configured as part of [[TracCloud:_Search_Availability_Options\|Search Availability Widgets]]. Go to <i>Other > Other Options > Preferences > Search Availability Options</i> and click on the widget that you want to link this appointment invite to.

	[[File:149543.png\|~~700px~~]]<br><br>		[[File:149543.png\|800px]]<br><br>

	* <b>Is Invitation</b>		* <b>Is Invitation</b>
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	* <b>Invitation Instructions</b>		* <b>Invitation Instructions</b>
	::These instructions will appear in the invite email sent to the student.		::These instructions will appear in the invite email sent to the student. <span style="color:red">double-check this</span>

	* <b>Ask staff for these fields per invite</b>		* <b>Ask staff for these fields per invite</b>
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	:::<b>Invitation Type</b> is a drop-down menu containing the types defined above.		:::<b>Invitation Type</b> is a drop-down menu containing the types defined above.
	:::<b>Section</b> & <b>Reason</b> adds their respective fields to the invite form, allowing the staff member to restrict what section and reason the student can select.		:::<b>Section</b> & <b>Reason</b> adds their respective fields to the invite form, allowing the staff member to restrict what section and reason the student can select.
	:::<b>Duration</b>		:::<b>Duration</b> will add a duration choice to the invite form. If the staff member specifies a duration, only availabilities at least that length will be found. If the student clicks an availability that is longer than this duration, their appointment duration will still be capped to the limit specified in the invite.
	:::<b>Exam Code/File/Passcode</b> allows you to store exam information in the invites.		:::<b>Exam Code/File/Passcode</b> allows you to store exam information in the invites.
	:::<b>Notes</b> allows for any arbitrary notes to store in the invites.		:::<b>Notes</b> allows for any arbitrary notes to store in the invites.
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	After the appointment invite settings have been configured, you're all set to send invites to students. Go to the [[TracCloud:_Students_Listing\|Students Listing]] and select the students you want to invite on the right. Then, go to the hamburger menu, choose <b>Create Appointment Invite</b>, and select the widget that corresponds to your invite.		After the appointment invite settings have been configured, you're all set to send invites to students. Go to the [[TracCloud:_Students_Listing\|Students Listing]] and select the students you want to invite on the right. Then, go to the hamburger menu, choose <b>Create Appointment Invite</b>, and select the widget that corresponds to your invite.

	The due date will be used to determine when the instructions will be sent. The ~~pre-populated~~ <b>Email Text</b> field shows the text that will be sent to students. This field supports [[TracCloud:_Twig\|Twig]], allowing for more personalized and dynamic emails. All other fields will display according to the field configuration in the section above.		The due date will be used to determine when the instructions will be sent. The prepopulated <b>Email Text</b> field shows the text that will be sent to students. This field supports [[TracCloud:_Twig\|Twig]], allowing for more personalized and dynamic emails. All other fields will display according to the field configuration in the section above.

	Clicking <b>Create Invitations</b> will		Clicking <b>Create Invitations</b> will

	[[File:540005.png\|~~700px~~]]<br><br>		[[File:540005.png\|800px]]<br><br>

	<hr>		<hr>
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	<hr>		<hr>
	===Listing===		===Listing & Appointments===

	After an invite has been created, you can revisit it by going to <i>Other > Listings > Appointment Invites</i>.		After an invite has been created, you can revisit it by going to <i>Other > Listings > Appointment Invites</i>.
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	[[File:538433.png\|700px]]		[[File:538433.png\|700px]]

			When editing an appointment that was booked via an invite, a special tab will be available in the bottom of appointment entry. This will show the invite details such as the invitation type, exam details, etc. This is not accessible to students, only staff.

			[[File:367394.png\|800px]]

	<hr>		<hr>
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	{{WIP}}		{{WIP}}

			<hr>
			<i>See Also</i>
			* [[TracCloud:_Search_Availability_Options\|Search Availability Widgets]]

			* [[TracCloud:_Scheduling_Preferences\|Search Appointment Links]]

	</div>		</div>
	<!--[[Category:TracCloud Manual]]-->		<!--[[Category:TracCloud Manual]]-->

Redrock at 22:05, 14 April 2026

2026-04-14T22:05:50Z

← Older revision		Revision as of 22:05, 14 April 2026
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	* <b>Ask staff for these fields per invite</b>		* <b>Ask staff for these fields per invite</b>
	::Choose the fields that staff can select when sending ~~this invite~~. ~~This~~ will ~~allow staff to control~~ which availabilities students ~~see~~ when ~~they search~~ using ~~this~~ invite link.		::Choose the fields that staff can select when preparing and sending invites. Some of these fields will restrict which availabilities can be found and booked by students when using the invite link.
	:::<b>Invitation Type</b> is a drop-down menu containing the types defined above.		:::<b>Invitation Type</b> is a drop-down menu containing the types defined above.
	:::<b>Section</b> & <b>Reason</b>		:::<b>Section</b> & <b>Reason</b> adds their respective fields to the invite form, allowing the staff member to restrict what section and reason the student can select.
			:::<b>Duration</b>
			:::<b>Exam Code/File/Passcode</b> allows you to store exam information in the invites.
			:::<b>Notes</b> allows for any arbitrary notes to store in the invites.
			:::<b>Ask Group, 1on1, Online, etc</b> allows the you to choose which modalities and availability types can be returned during the search. By default (if these fields are not editable during invite creation), only in-person 1-on-1 and group availabilities will be found.

	* <b>Resend with Reminder every x days</b>		* <b>Resend with Reminder every x days</b>

Redrock at 21:44, 14 April 2026

2026-04-14T21:44:31Z

← Older revision		Revision as of 21:44, 14 April 2026
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	{{TracCloudGuideTabs}}		{{TracCloudGuideTabs}}
	<div class="tcWidgetPage">		<div class="tcWidgetPage">
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	<div class="categoryDynamic">		<div class="categoryDynamic">
	{{TracCloudModulesTOC}}		{{TracCloudModulesTOC}}
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	TracCloud's Appointment Invite feature allows students to be sent invites to quickly book appointments. This feature is primarily designed for testing centers, but can be used for other centers too. This article explains how you can configure and use this feature.<br><br>		TracCloud's Appointment Invite feature allows students to be sent invites to quickly book appointments. This feature is primarily designed for testing centers, but can be used for other centers too. This article explains how you can configure and use this feature.<br><br>

	~~[[File:image.png\|850px]]<br><br>~~

	<hr>		<hr>
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	* <b>Ask staff for these fields per invite</b>		* <b>Ask staff for these fields per invite</b>
	::Choose the fields that staff can select when sending this invite. <~~span style="color~~:~~red;"~~>~~todo: more descriptions for some items~~</~~span~~>		::Choose the fields that staff can select when sending this invite. This will allow staff to control which availabilities students see when they search using this invite link.
			:::<b>Invitation Type</b> is a drop-down menu containing the types defined above.
			:::<b>Section</b> & <b>Reason</b>

	* <b>Resend with Reminder every x days</b>		* <b>Resend with Reminder every x days</b>

Redrock at 21:38, 14 April 2026

2026-04-14T21:38:55Z

← Older revision		Revision as of 21:38, 14 April 2026
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	* <b>Send instructions x days</b>		* <b>Send instructions x days</b>
	::Choose when ~~to send this~~ invite, ~~<span style="color:red;">~~relative to the due date of the invite.~~</span>~~		::Choose when invite emails will be sent, relative to the due date chosen during the creation of the invite.

	* <b>Invitation Instructions</b>		* <b>Invitation Instructions</b>
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	After the appointment invite settings have been configured, you're all set to send invites to students. Go to the [[TracCloud:_Students_Listing\|Students Listing]] and select the students you want to invite on the right. Then, go to the hamburger menu, choose <b>Create Appointment Invite</b>, and select the widget that corresponds to your invite.		After the appointment invite settings have been configured, you're all set to send invites to students. Go to the [[TracCloud:_Students_Listing\|Students Listing]] and select the students you want to invite on the right. Then, go to the hamburger menu, choose <b>Create Appointment Invite</b>, and select the widget that corresponds to your invite.

			The due date will be used to determine when the instructions will be sent. The pre-populated <b>Email Text</b> field shows the text that will be sent to students. This field supports [[TracCloud:_Twig\|Twig]], allowing for more personalized and dynamic emails. All other fields will display according to the field configuration in the section above.

			Clicking <b>Create Invitations</b> will

	[[File:540005.png\|700px]]<br><br>		[[File:540005.png\|700px]]<br><br>

Redrock: Created page with "{{WIP}} {{TracCloudGuideTabs}}
{{Tier}}
{{TracCloudModulesTOC}}

Appointment Invites
TracCloud's Appointment Invite feature allows students to be sent invites to quickly book appointments. This feature is primarily designed for testing centers, but can be used for other centers too. This article explains how you can configure and use this feature.

[[File:image.png|850px]..."

2026-04-14T21:31:25Z

Created page with "{{WIP}} {{TracCloudGuideTabs}} <div class="tcWidgetPage"> {{Tier}} <div class="categoryDynamic"> {{TracCloudModulesTOC}} </div> <div class="pageTitle">Appointment Invites</div> TracCloud's Appointment Invite feature allows students to be sent invites to quickly book appointments. This feature is primarily designed for testing centers, but can be used for other centers too. This article explains how you can configure and use this feature.<br><br> [[File:image.png|850px]..."

New page

{{WIP}}
{{TracCloudGuideTabs}}
<div class="tcWidgetPage">
{{Tier}}
<div class="categoryDynamic">
{{TracCloudModulesTOC}}
</div>
<div class="pageTitle">Appointment Invites</div>

TracCloud's Appointment Invite feature allows students to be sent invites to quickly book appointments. This feature is primarily designed for testing centers, but can be used for other centers too. This article explains how you can configure and use this feature.<br><br>

[[File:image.png|850px]]<br><br>

<hr>
===Configuration===

Appointment invites are initially configured as part of [[TracCloud:_Search_Availability_Options|Search Availability Widgets]]. Go to <i>Other > Other Options > Preferences > Search Availability Options</i>, and click on the widget that you want to link this appointment invite to.

[[File:149543.png|700px]]<br><br>

* <b>Is Invitation</b>
::Check this box to enable this functionality for this widget.

* <b>Hide On Dashboard</b>
::If checked, this entire search widget will be hidden from the dashboard. It will only be accessible via appointment invite.

* <b>Invitation Types</b>
::Enter a semi-colon delimited list of types. E.g., Exam, Pop Quiz, etc. It will be possible for the staff to choose one of these types during invite creation.

* <b>Send instructions x days</b>
::Choose when to send this invite, <span style="color:red;">relative to the due date of the invite.</span>

* <b>Invitation Instructions</b>
::These instructions will appear in the invite email sent to the student.

* <b>Ask staff for these fields per invite</b>
::Choose the fields that staff can select when sending this invite. <span style="color:red;">todo: more descriptions for some items</span>

* <b>Resend with Reminder every x days</b>
::How often to send reminders for this invite.

* <b>Reminder text</b>
::This text will be included in the reminder notice, appended to your invitation instructions.

<hr>
===Usage===

After the appointment invite settings have been configured, you're all set to send invites to students. Go to the [[TracCloud:_Students_Listing|Students Listing]] and select the students you want to invite on the right. Then, go to the hamburger menu, choose <b>Create Appointment Invite</b>, and select the widget that corresponds to your invite.

[[File:540005.png|700px]]<br><br>

<hr>
===Student Perspective===

The student-facing side of appointment invites is very simple. The student will receive an email with the contents of <b>Email Text</b> as described above, along with a link to click on. Clicking that link will take them to the search availability widget that your invitation is linked to. The subject, reason, etc will be restricted depending on what was selected when the invite was being sent out.

[[File:576754.png|600px]]<br><br>

After searching, the student will receive the filtered list of results where they can choose the time that works for them and book, just like a regular appointment search.

[[File:521011.png|600px]]<br><br>

For convenience, the link the student received in the invite email will change purpose after the appointment has been booked. If the student clicks the invite link again, they will be taken directly to their appointment record that they previously scheduled.

[[File:177199.png|600px]]

<hr>
===Listing===

After an invite has been created, you can revisit it by going to <i>Other > Listings > Appointment Invites</i>.

[[File:889130.png|700px]]

After opening one of the existing invites, you can view the fields that were filled out as well as a <span style="color:red;">list of the invitees.</span>

[[File:538433.png|700px]]

<hr>
===Report===

{{WIP}}

</div>