TracCloud: 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.

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Configuration

Appointment invites are initially configured as part of Search Availability Widgets. Go to Other > Other Options > Preferences > Search Availability Options, and click on the widget that you want to link this appointment invite to.

Is Invitation

Check this box to enable this functionality for this widget.

Hide On Dashboard

If checked, this entire search widget will be hidden from the dashboard. It will only be accessible via appointment invite.

Invitation Types

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.

Send instructions x days

Choose when to send this invite, relative to the due date of the invite.

Invitation Instructions

These instructions will appear in the invite email sent to the student.

Ask staff for these fields per invite

Choose the fields that staff can select when sending this invite. todo: more descriptions for some items

Resend with Reminder every x days

How often to send reminders for this invite.

Reminder text

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

Usage

After the appointment invite settings have been configured, you're all set to send invites to students. Go to the Students Listing and select the students you want to invite on the right. Then, go to the hamburger menu, choose Create Appointment Invite, and select the widget that corresponds to your invite.

Student Perspective

The student-facing side of appointment invites is very simple. The student will receive an email with the contents of Email Text 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.

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.

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.