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Schedule Management
The TracCloud schedule is where you can create and manage your consultant’s availabilities. The “blocks” created here will appear when staff or students are searching for appointments based on the criteria chosen during the search process.
This article will walk you through how to utilize these features, from creating availabilities to booking appointments.
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The schedule can be reached by clicking the “Schedule” button at the top of the dashboard. After reaching the schedule, along the top of the screen, you’ll see filtering options to control which availabilities you’re looking at.
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The left-most option is your calendar, allowing you to select the current week on the schedule. Next is a “today” button that allows you to quickly jump to today’s date. The next option is Staff, where you can select the specific consultant’s schedule you want to manage, grouped by the center(s) they’re assigned to. “All of this center” will show you all of your consultants’ availabilities in that center on a particular day.
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Next up is your center choice, If the center has a color assigned to it, you will also see that displayed here. Lastly, you have your “Schedule Display Options”, which allows you to customize options such as hiding or displaying appointments, the week start day, and the time range on your calendar.
File:57k54mny4n.pngCreating Availabilities
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Starting from the top, we can select our desired Subject and Reason. You can select a specific subject, use a * wildcard (such as “ACTG*” for all ‘Accounting’ courses), or leave the field(s) blank. The subjects the consultant is available for will be dependent on their assigned Course List.
The following option, “Is Online,” determines if this is a remote appointment. When the student logs in to join an online appointment, they will see a button on their home screen allowing them to immediately join. This will also mark the appointment as attended and create a visit record.
The “Is Online” setting also affects which Location options are available. If this is an in-person availability, the location options will be determined by your profile settings. If this availability is online, you will be given preset options for conference URLs (as determined by your System Preferences) in addition to your consultants’ specific static URL.
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The ‘Max Students’ option determines the availability type. 0 would be a drop-in event, 1 is a one-on-one meeting, and 2 or more would be a multi-person class.
The ‘date range’ and ‘days of the week’ fields allow you to determine how this availability will repeat going forward. By default, just the one day you created the block on will be active, however, you can push the “To” date farther out and deselect the days of the week that this availability shouldn’t be active for to create a schedule such as “Every Monday, Tuesday, and Friday until 1/31/2022”.
”Increments” and “Breaks” control how the block is split into different times. If you create a 5-hour block on the schedule, setting the Increments to 60 minutes will split that into 5 1-hour blocks instead. Breaks allow you to schedule breaks for your consultants in-between appointments. For example, you could set Increments to 55, and Breaks to 5 to give your consultants 5-minute breaks in between their 55-minute appointments.
Click “Save” once you’re happy with the configuration.
Booking AppointmentsThe process for booking appointments is almost identical between the staff and student point of view. If your permission group allows you to schedule appointments, you will see the following box on your TracCloud dashboard.
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Here, the staff member or student will select the course and/or reason the student needs assistance with. Selecting search will either bring up the search results, or ask for additional information if “Find first available” is set to “Choose a Date & Center” instead.
If “Choose a Date & Center” is selected, this will be the following menu to appear. This will allow you to be more specific with your search to only include availabilities in a specific center/profile or on a specific date.
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After searching, you will be brought to a results screen such as this, allowing you to view the time of the appointment, which center it takes place in, whether it’s a Group, 1 on 1, or a Drop-In class, and the consultant. The results will load one day at a time, more results can be loaded by clicking the “Load more for [the following day]” at the bottom of the screen.
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