TracCloud: Appointment Invites - Revision history

Redrock at 22:14, 5 May 2026

2026-05-05T22:14:53Z

← Older revision		Revision as of 22:14, 5 May 2026
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	* <b>Hide On Dashboard</b>		* <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.		::If checked, this entire search widget will be hidden from the dashboard. It will only be accessible via appointment invite.

			* <b>Faculty Invites Require Approval</b>
			::If checked, any invites submitted by faculty must be approved by a staff member on the Appointment Invites listing (detailed below). Invite emails will not send until the invite is approved.

	* <b>Invitation Types</b>		* <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.		::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>Email Subject</b>
			::The subject of the email sent to students.

	* <b>Send instructions x days</b>		* <b>Send instructions x days</b>
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	[[File:889130.png\|700px]]		[[File:889130.png\|700px]]

	After opening one of the existing invites, you can view the fields that were filled out as well as a list of the invitees.		After opening one of the existing invites, you can view the fields that were filled out as well as a list of the invitees. This is where an invite can be approved, if approval is required.

	[[File:538433.png\|800px]]<br>		[[File:538433.png\|800px]]<br>

Redrock at 22:09, 5 May 2026

2026-05-05T22:09:21Z

← Older revision		Revision as of 22:09, 5 May 2026
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	[[File:889130.png\|700px]]		[[File:889130.png\|700px]]

	After opening one of the existing invites, you can view the fields that were filled out as well as a list of the invitees~~. If a student has booked an appointment from the invite, a link to the appointment will be made available under the <i>Appointment</i> column~~.		After opening one of the existing invites, you can view the fields that were filled out as well as a list of the invitees.

	[[File:538433.png\|800px]]<br>		[[File:538433.png\|800px]]<br>

			If a student has booked an appointment from the invite, a link to the appointment will be made available under the <i>Appointment</i> column. The <i>Overrides</i> column shows if the duration of that invite has been modified by any duration rules.

	[[File:903386.png\|800px]]<br><br>		[[File:903386.png\|800px]]<br><br>

Redrock at 22:07, 5 May 2026

2026-05-05T22:07:01Z

← Older revision		Revision as of 22:07, 5 May 2026
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	===Listing, Duration Rules, & Appointments===		===Listing, Duration Rules, & Appointments===

	After an invite has been created, you can revisit it by going to <i>Other > Listings > Appointment Invites</i>. This allows you to review existing invites or create duration rules.		After an invite has been created, you can revisit it by going to <i>Other > Listings > Appointment Invites</i>. This allows you to review existing invites or create duration rules. The listing also shows if approval is needed and if the invite has been approved if so. The right-most column shows how many invites have been created, how many invite emails have been sent, and how many appointments have been booked for that invite.

	[[File:889130.png\|700px]]		[[File:889130.png\|700px]]
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	[[File:903386.png\|800px]]<br><br>		[[File:903386.png\|800px]]<br><br>

	You can create duration rules by clicking the hamburger menu, then <b>Edit Duration Rules</b>. These rules allow you to automatically adjust the duration of appointments booked via invite if certain conditions are met. ~~For~~ example, in the screenshot below, if an invite is sent to a student on the '~~Active~~' [[TracCloud:_Student_Lists\|list]], for the type 'Exam,' and for a duration of 60 minutes, when that student books their appointment will be extended to 90 minutes automatically.		You can create duration rules by clicking the hamburger menu, then <b>Edit Duration Rules</b>. These rules allow you to automatically adjust the duration of appointments booked via invite if certain conditions are met, or send the invite email earlier for certain students.

			As an example in the screenshot below, if an invite is sent to a student on the 'Freshman' [[TracCloud:_Student_Lists\|list]], for the type 'Exam,' and for a duration of 60 minutes, when that student books their appointment will be extended to 120 minutes automatically.

			The next rule states that students on the 'Active' list will be sent an invite for 'Pop Quiz' 5 days earlier than it otherwise would. E.g., if your invite instructions are configured to send 10 days before the due date, students on this list will get the invite 15 days before the due date.

	[[File:925069.png\|800px]]<br><br>		[[File:925069.png\|800px]]<br><br>

Redrock at 17:23, 28 April 2026

2026-04-28T17:23:10Z

← Older revision		Revision as of 17:23, 28 April 2026
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	<hr>		<hr>
	~~===Report===~~		<i>See Also</i>

	~~{{:~~TracCloud_Report:_Appointment_Invite_Schedule}}		* [[TracCloud_Report:_Appointment_Invite_Schedule\|Report: Appointment Invite Schedule]]

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

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

Redrock at 22:07, 20 April 2026

2026-04-20T22:07:31Z

← Older revision		Revision as of 22:07, 20 April 2026
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	:::<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.
	:::<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>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.
			:::Additionally, [[TracCloud:_Custom_Fields\|custom fields]] can be created for appointment invites.

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

Redrock at 17:39, 20 April 2026

2026-04-20T17:39:32Z

← Older revision		Revision as of 17:39, 20 April 2026
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	<hr>		<hr>
	===Listing & Appointments===		===Listing, Duration Rules, & 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>. This allows you to review existing invites or create duration rules.

	[[File:889130.png\|700px]]		[[File:889130.png\|700px]]
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	[[File:903386.png\|800px]]<br><br>		[[File:903386.png\|800px]]<br><br>

			You can create duration rules by clicking the hamburger menu, then <b>Edit Duration Rules</b>. These rules allow you to automatically adjust the duration of appointments booked via invite if certain conditions are met. For example, in the screenshot below, if an invite is sent to a student on the 'Active' [[TracCloud:_Student_Lists\|list]], for the type 'Exam,' and for a duration of 60 minutes, when that student books their appointment will be extended to 90 minutes automatically.

			[[File:925069.png\|800px]]<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 16:56, 20 April 2026

2026-04-20T16:56:57Z

← Older revision		Revision as of 16:56, 20 April 2026
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	===Usage===		===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.		After the appointment invite settings have been configured, you're all set to send invites to students. <b>As a staff member</b>, you can 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 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.		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 then send the invitation emails to students, allowing them to search for and book an appointment.

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

			<b>Faculty</b> on the other hand will have the ability to quickly create invites for students in their rosters. From the Faculty Options [[TracCloud:_Dashboard\|dashboard widget]], under the referrals menu, the invite options will appear as shown below.

			[[File:599391.png\|600px]]<br><br>

			After clicking the invite to submit, the faculty can select the students from their section roster to send the invite for. The process is otherwise the same as the staff perspective.

			[[File:215241.png\|600px]]

	<hr>		<hr>

Redrock at 16:35, 20 April 2026

2026-04-20T16:35:08Z

← Older revision		Revision as of 16:35, 20 April 2026
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	~~{{WIP}}~~
	{{TracCloudGuideTabs}}		{{TracCloudGuideTabs}}
	<div class="tcWidgetPage">		<div class="tcWidgetPage">
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	===Report===		===Report===

	~~<span style="color~~:~~red">Coming later...</span>~~		{{:TracCloud_Report:_Appointment_Invite_Schedule}}

	<hr>		<hr>

Redrock at 23:26, 17 April 2026

2026-04-17T23:26:37Z

← Older revision		Revision as of 23:26, 17 April 2026
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	[[File:889130.png\|700px]]		[[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~~>		After opening one of the existing invites, you can view the fields that were filled out as well as a list of the invitees. If a student has booked an appointment from the invite, a link to the appointment will be made available under the <i>Appointment</i> column.

	[[File:538433.png\|~~700px~~]]<br><br>		[[File:538433.png\|800px]]<br>

			[[File:903386.png\|800px]]<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 23:22, 17 April 2026

2026-04-17T23:22:51Z

← Older revision		Revision as of 23:22, 17 April 2026
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	===Report===		===Report===

	~~{{WIP}}~~		<span style="color:red">Coming later...</span>

	<hr>		<hr>