Scheduling. You may enter the calendar features by clicking on one of the links in your appointment box.

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1 The scheduling feature of AdvisorTrac will allow an advisor to create availabilities for one of three types of appointments: Drop-in, One on One, or Multi-person Group Appointments. Appointments can then be scheduled through a main office or by the student directly. You may enter the calendar features by clicking on one of the links in your appointment box. Click on schedule to create your availabilities. Click on search for availabilities to see available appointments in your center TO CREATE AVAILABILITY Go to the date you want to create appointment slots Click on the day in the calendar OR Click on the go to date button. Miami University, Shelli Minton, 04/2010 Page 1

2 Highlight and drag down to select the hours for which you want to create availabilities When you release the selection, your availability window will open. There are 3 types of availabilities and these will change as you change the Max number of students. Drop in Availability = 0 students Students will not be able to schedule individual appointments. They will see on your schedule that you are having drop in appointments. Single Person Availability = 1 Student This option allows you to make 1 on 1 appointments. Multi-Person Availability = any number more than 1 Use this option when you want to schedule a group appointment. Miami University, Shelli Minton, 04/2010 Page 2

3 After you choose the type of appointment by adding the Max number of students, you can complete the rest of the schedule: Date: You can change the date to accommodate recurring appointment availabilities. You can schedule out a week or month in advance by changing the date. From: Use these buttons to quickly designate the days of the week for which you want the availability to be effective. Divide into Slots: This is the length of each appointment. It is easiest to build in your break time in this section so keep the appointment times even. Breaks of: You can use this section to add breaks between each appointment. NOTE: You need to make sure that your END time for the day coordinates with the final end time of your last appointment. Click SAVE. The schedule will now be available for making appointments. Miami University, Shelli Minton, 04/2010 Page 3

4 When a student makes an appointment, the student will get an confirmation. Sample text is shown below: They will also receive a reminder the day before the appointment. The advisor will receive a schedule summary each day for the next day s appointments. Appointments will also automatically appear on your Outlook Calendar. It is best to BLOCK OUT your advising times in Outlook so that other using Outlook will not think your are available. As student s make appointments, they will appear next to your blocked out time. Miami University, Shelli Minton, 04/2010 Page 4

5 AdvisorTrac Folder for Scheduling Follow these steps in order for s informing you of student appointments (sent from ) to be automatically sent to a single folder in your Outlook mailbox. Warning: Failure to follow these steps may result in multiple unwanted messages clogging your Inbox. 1. Create a Folder. Once created, the new folder will show alongside the other folders on the left side of the Outlook window in the event that you want to retrieve the contents at any time. a. File>New> Folder> [Folder name] (ex: AdvisorTrac s ). 2. Create a Rule. This will allow the s that are generated when students book an appointment to be automatically sent to a single folder. Appointments will be shown in your Outlook and AdvisorTrac calendars. a. Tools>Rules and Alerts> New Rule Follow the Rules Wizard to create a rule so that all s from AdvisorTrac@muohio.edu are automatically moved into the folder you just created. Miami University, Shelli Minton, 04/2010 Page 5