e2e Appointment Manager

Transcription

1 e2e Appointment Manager What is e2e Appointment Manager? Outlook Quick Start Guide The e2e Appointment Manager provides a quick and easy way to reserve blocks of time on your calendar for meetings. Students or colleagues choose an available appointment using the scheduler which is accessible via a quick link on the portal. The appointment automatically appears on your calendar with the person s name and address, and the person making the appointment receives a confirmation . How Do I Use It? If you are interested in using Appointment Manager contact Marylin Bell (mlbell@mcdaniel.edu). Once Marylin has added you to the system, you will receive an from the e2e Appointment Manager letting you know what program code (or codes, if you advise for more than one program) are available to you for creating appointment blocks. The From address will read ApptMgr@mcdaniel.edu. The will also contain a link for activating your account for the first time. Please follow the instructions provided in the so that you can begin using Appointment Manager. Creating Appointments Through Outlook The simplest way to add appointments to your calendar is through your Outlook calendar, using either the full application or the Outlook web app. Reserve either individual or reccurring appointments using the department code(s) you received in the . (Please note that your version of Outlook might look slightly different than the screenshots, but the steps for creating and viewing appointments are the same across versions.) Select Appointment on the Outlook ribbon bar. If using the web version of Outlook, go to your calendar page and choose New > Appointment. Enter your department code (within the ## symbols) in the Subject line for one-on-one appointments. If you want more than one person to be able to schedule a time slot, include a -x (where x is the maximum number of people attending). For example, if up to 5 people could schedule the same time slot, you would enter #yourcode-5#. [See screenshot on next page.] Enter a location. Optional Your default location, usually your office, will automatically be entered, but you can enter an alternate location (such as a classroom, lab, or seminar room) if you wish. Select the date and time you want to reserve. Specify a recurring appointment if, for example, you want to reserve the same time slot every week for the month or for the semester. [See screenshot on next page.] Tip! Create back-to-back appointments. Create the first appointment, then copy and paste it for as many appointments as you want for that day. Want a faster way? See the Appointment Manager guide at

2 Enter text in the body field. Optional Anything you enter here, up to a maximum of 250 characters, will be viewable to students or colleagues in the confirmation they receive. Be sure to enclose text between the ## ## characters. Set, change, or remove appointment reminders. Optional If you set a calendar reminder for the appointment, you will receive a notification even if no one signs up for that particular appointment. Note! This does not affect the reminder s that are automatically sent to students from Appointment Manager. Change the Show As setting. Optional The appointment will default to busy on your calendar when you create it. This means that faculty or staff who might try to make appointments with you using the Outlook scheduling assistant will see the time as busy. If you prefer to have the time slot show as free until someone actually claims the appointment, change the setting here. Once the appointment is claimed, the setting will automatically revert back to busy. Click the Save & Close icon. Your appointments will now appear on your calendar. The default lead time for appointments is 24 hours, preventing anyone from reserving a last minute appointment. You can change the lead time to make it longer or shorter in the Advisor Profile section of the Advisor Portal. Refer to the Receiving Notifications section for more information. Viewing Appointments The appointments that you add appear on your calendar enclosed by ## symbols. Once a student has signed up for an appointment its appearance will change. You ll see the student s name and address, enclosed by [[ ]] symbols in addition to the original department code.!2

3 Double-clicking a student s appointment on your calendar brings up additional information. Cancelling an Appointment If you need to cancel a student s appointment, it is best done through the e2e Appointment Manager. This way the student automatically receives an notification that the appointment is cancelled. Deleting a scheduled time slot on your calendar does not send a notification. Deleting an unscheduled time slot on your calendar is ok. Double-click the appointment on your calendar. Click the AM Advisor Portal Link to open the Appointment Manager window.!3

4 Select the check box next to Cancel Reservation [1]. Click Cancel Selected Reservation(s). A message will pop up asking, Are sure you want to cancel the checked reservation(s)? Click Ok [2]. The student will receive an confirming the cancellation. The will also contain a link back to the student reservation page so that they can reschedule at another time if necessary. Receiving Notifications & Changing Reservation Lead Time You can edit your profile settings so that Appointment Manager will send you an notification whenever a student books or cancels an appointment. Log on to Appointment Manager at: Click the Advisor tab and then click Advisor Portal. Choose the Advisor Profile tab to view your profile information. Select your name from the Select Advisor drop-down menu. Click in the boxes next to Receive copy of reservation and Receive copy of cancellation . Click the Save button to save the changes to your profile. You can also change the Reservation Lead Time for all appointments in this section. The default gives you a minimum of 24 hours notice for appointments, but you can adjust it here if you prefer a longer or shorter lead time.!4

5 Click the Logout button to exit Appointment Manager. Tip! Share a direct link. Method #1 Scroll down further on your profile tab until you see the Advisor URL link. Share this link with students and colleagues to save them a few clicks when scheduling appointments with you. Method #2 Create a direct link within Blackboard. While logged in to your Blackboard class: Click the + sign above the left sidebar and choose Tool Link. Type in a name for your link (ex: Make an Appointment) and choose Appointment Manager from the Type drop-down menu. Put a check mark in the box next to Available to users and click Submit. Additional Resources Visit the IT website at to find additional guides: Apple Calendar Appointment Manager (includes some advanced features, such as personalizing your Advisor Profile) Questions about Appointment Manager or using Outlook? Please contact the HelpDesk at helpdesk@mcdaniel.edu or !5