TracCloud: Appointment Invites - Revision history

Redrock at 16:52, 1 July 2026

2026-07-01T16:52:15Z

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	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~~.		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.		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. If approval is required, individual invites can be approved from this tab.

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

Redrock at 17:51, 17 June 2026

2026-06-17T17:51:28Z

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Redrock at 15:40, 16 June 2026

2026-06-16T15:40:19Z

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Redrock at 15:03, 16 June 2026

2026-06-16T15:03:46Z

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

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	[[Category:TracCloud Manual]]		[[Category:TracCloud Manual]]

Redrock at 23:36, 12 June 2026

2026-06-12T23:36:10Z

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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. 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.		After an invite has been created, you can revisit it by going to Other ➜ Listings ➜ Appointment Invites. 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]]

Redrock at 16:06, 12 June 2026

2026-06-12T16:06:38Z

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	<div class="pageTitle">Appointment Invites</div>		<div class="pageTitle">Appointment Invites</div>

	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>~~		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.

	~~<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 Other ➜ Other Options ➜ Preferences ➜ Search Availability Options, then click on the widget that you want to link this appointment invite to.

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	::This text will be included in the reminder notice, appended to your invitation instructions.		::This text will be included in the reminder notice, appended to your invitation instructions.

	~~<hr>~~
	===Usage===		===Usage===

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

	~~<hr>~~
	===Student Perspective===		===Student Perspective===

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

	~~<hr>~~
	===Listing, Duration Rules, & Appointments===		===Listing, Duration Rules, & Appointments===

Redrock at 22:14, 5 May 2026

2026-05-05T22:14:53Z

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