e2e Appointment Manager

Transcription

1 e2e Appointment Manager What is e2e Appointment Manager (AM)? Appointment Manager Quick Start Guide The e2e Appointment Manager (AM) 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 the HelpDesk (helpdesk@mcdaniel.edu). Once you are added 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 appointments. Note! The codes are for creating appointments through your Outlook or Apple calendar applications. You will not need them for creating appointments through the AM application. The From address of the 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 AM One way to add individual or recurring appointments to your calendar is directly through the AM application. Once created, appointments will appear in your Outlook or Apple Calendars if they are configured for your McDaniel . Go to and log in with your McDaniel username and password. Click the Advisor tab and then click the Create Advisor Time Blocks icon. Click the Add button on the left side of the screen. This opens a window where you can enter the following information (see screenshot on next page): Department: Choose your department from the drop-down menu. If you advise for more than one department, you will be able to set appointments for only one department at a time. Program: Choose the program from the drop-down menu. Advisor: Select your name from the list. Subject: Enter information about the appointment (ex: Advising Appointment). Location: This information is automatically entered for you, but you can change it if necessary. Start & End Time: Type in the times or click the clock icon to select from the Time Picker.!1

2 Start & End Date: Type in the dates or click the calendar icon to select from the mini calendar. Appointment Block Type: Choose whether this is a Single or Multiple appointment block. If you select Multiple (backto-back appointments) the Appointment Time Block(s) section will appear. From here you can quickly set multiple appointments in 15 minute (or more) intervals. Example Setup ~ Set the appointment Start & End Times from 9:30-10:30 am. ~ Select Multiple Appointment Block. ~ Change the interval to 15 minutes to create 4 back-to-back 15-minute appointments. Appointment Type: Select whether you want one-on-one appointments or whether multiple people can attend. If you select multiple then you ll see an option to enter how many reservations are allowed for each time slot. Include selected programs also in the same time blocks: If you advise (or create appointments for) more than one program (ex: Academic Affairs -and- Math) you can elect to make the same appointment available for both programs. Once the appointment is reserved (regardless for which program), it is no longer shown as open for the other program. In other words, you won t end up double-booked unless you specify that the appointment can be reserved by more than one person at a time, as for Multiple Appointment Blocks. Note to show with appointment: Information added here will appear both on the appointment in your calendar and in the confirmation sent to the person reserving the appointment. Click the Save button to process your appointment(s).!2

3 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 & Changing Reservation Lead Time section for more information. Viewing Appointments The appointments that you add through AM appear on your Outlook or Apple calendar enclosed by ## symbols. Once a student has signed up for an appointment it s appearance will change. You ll see the student s name and address, enclosed by [[ ]] symbols in addition to the original department code. Double-clicking a student s appointment on your calendar brings up additional information. Outlook calendar view!3

4 Apple calendar view Cancelling an Appointment When you cancel an appointment through AM, the student automatically receives an notification that the appointment is cancelled. The will also contain a link back to the student reservation page so that they can reschedule at another time if necessary. Deleting a scheduled time slot on your calendar does not send a notification. Deleting an unscheduled time slot on your calendar is ok (also see the section on Deleting Appointments). Go to the Advisor tab and click the Cancel & Block Appointments button. Select your name from the Advisor drop-down menu. Choose the Date/Time range for the appointment(s) you want to cancel and click Show Reservations to see a list of appointments. Put a checkmark next to the appointment(s) you want to cancel (or click the box in the header to select all). Click the Cancel Reservations & Block Appointments button to delete the appointment(s) and to block the appointment(s) so that other students cannot reserve the time slot(s). (See screenshot on next page)!4

5 Deleting Appointments You can remove appointments that haven t been claimed by simply deleting them from your calendar, however there s a small possibility that a student could sign up for an appointment anyway if they log in before the system has a chance to sync with your Outlook or Apple Calendar. Deleting appointments through AM prevents this from happening and also makes it easy to delete multiple appointments at one time. Go to the Advisor tab and click the Block Advisor Appointments button. Select your name from the Advisor drop-down menu. Choose the Date/Time range for the appointment(s) you want to delete and click Show Appointments to see a list of open (unclaimed) appointments. Put a checkmark next to the appointment(s) you want to delete (or click the box in the header to select all). Click the Block Appointments button to delete the appointment(s).!5

6 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. 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. 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.!6

7 Customize Your AM Profile In addition to changing notification settings and reservation lead time, you can add customized information to the page that students see when they create an appointment as well as add additional information to confirmation and reminder s. 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. Information about you, such as your name, title, phone and location are already filled in for you. Other options in this section let you select/deselect what actions trigger an to you (see the Receiving Notifications & Changing Reservation Lead Time section). The option to publish job title, phone number, and address online are not enabled by default. If you would like these options turned on for your account, please contact the HelpDesk or ). You can, however, elect to have your address used as the Reply to address in Reservation, Reminder & Cancellation s received by students. Use Step 2 Screen Text and the Online Profile areas to compose information that you would like to appear on the student appointment page. There are two methods for doing this. Method #1 (See screenshots on next page) Type the information that you want in the Step 2 Screen Text editor. Use the toolbars to add standard formatting to your text: Styles, bold, italics, inserting links, justifying text, etc. (Note that the image tool in this section is not enabled. To upload a photo, use the Advisor Photo option see p. 9.) Click the HTML button below the text editor to reveal the code. Copy the code and paste it into the Online Profile section. Click to put a check mark in the box next to Display profile information in student online. Click the Save button to activate the changes. Method #2 If you are comfortable editing HTML code you can bypass the Step 2 Screen Text area and directly modify the existing template in the Online Profile section. When you have finished editing: Click to put a check mark in the box next to Display profile information in student online. Click the Save button to activate the changes.!7

8 The screenshot below demonstrates what students see, based on the code above, when making their online appointment.!8

9 Use the Sticky Note option to add a short note that students will see next to your name when they are selecting an appointment. As with any edits you make to the Advisor Profile page, always click the Save button to save the changes. Copy & paste the Advisor URL to an or to your Blackboard class to provide a direct link to your appointment reservation page. - OR - Use the AM tool within Blackboard to create a direct link. For details, see the Share a direct link tip on p. 6. The Facebook and Twitter URL options are not currently enabled. Upload a photo of yourself in the Advisor Photo area. Click the Select button to upload your photo. A recommended image size is 175 pixels wide x 200 pixels high. Click the box next to Publish photo online. The photo will appear to the left of any information you added in the Online Profile area.!9

10 Add additional information to s using the Additional Info In Confirm & Reminder s area. The Advising Window Name and Advisor SMS/Text Messages areas are not currently enabled. Remember to click the Save button to activate any changes you make to your profile. Additional Resources Visit the IT website at to find additional guides: Apple Calendar Outlook Calendar Questions about Appointment Manager? Please contact the HelpDesk at or !10