Assign Role-Based Reason Codes

This article applies to the following role permissions: ConexED Administrator - Director - Group Manager

Reason Codes 

Students are prompted to identify the reason for their visit when scheduling an appointment, entering a virtual lobby, or checking into an on-campus meeting queue using the Kiosk.  ConexED allows you to create broad categorical student-facing reason codes for ease of use.  It is important that the Reason Codes that students select are relevant to the purpose of their visit,  and easy to understand, and quickly identifiable.  

ConexED's customization features allow groups to create  more specific, staff-facing reason codes assigned to specific roles. It also permits customization based on role-boundary. 

Student View:

Figure 1 illustrates a student’s view of the Reason Code filter on the scheduler.

Figure 1


Student Perspective of Reason Code Filter on Scheduler

Front Desk Agents

Users with the Front Desk role and above can schedule appointments for students.  ConexED allows for creation of separate reason codes that are meaningful to the Front Desk Agent.  They may schedule appointments using these customized reason codes, that a student may not necessarily understand.  For example, a student might select First Year Advising,  but the Front Desk Agent may need a more specific Reason Code such as a Comprehensive Educational Plan as illustrated in Figure 2.

Figure 2


Front Desk Agent View of Reason Code Filter on Scheduler


Faculty/Staff users who schedule their own meetings may also need Reason Codes only relevant or appropriate for them to use.  Figure 3 shows an example where a Faculty/Staff  sees Discuss Probation Status as an option when they are scheduling using the same group calendar as the examples shown above.  These reason codes are only visible to their role, yet, the other reason codes with the Front Desk Agent boundary remain visible.

Figure 3

ccfaculty-staff-reasoncodes-scheduler-copy-1536x984Faculty/Staff View of Reason Code Filter on Scheduler

Appointment Details - Notes and Reason Codes Tab

Reason Codes are additionally available to Faculty/Staff users when they are documenting a student visit. On the Notes and Reason Codes tab of the Appointment Details as shown in Figure 4, Faculty/Staff have Reason Codes that may not have been available to the student or Front Desk Agent who scheduled the meeting.

Figure 4

Staff-ApptDetails-copy-1125x1536Reported Reason Codes on Appointment Details

Customizing Role-Based Reason Codes by Boundary

Group Managers, Department Directors, and ConexED Administrators may also need Reason Codes for scheduling or documenting their meetings or for reporting purposes. 

Reason Codes can therefore be customized by Role Boundary. Figure 5 illustrates the Reason Codes tab of the Counseling group. Each Reason Code listed includes the following customized attributes:

  • Title
  • Show on Scheduler
  • Show in Lobby
  • Show in Meeting
  • Mental Health Reason Code
  • Duration
  • End Buffer
  • Reason Code Color
  • Role Boundary

 Figure 5


Example Reason Codes for Counseling With Role Boundary Featured


The Role Boundary determines what user role has that Reason Code available, and there are additional customization options that further determine where that Reason Code will be available: Show on Scheduler, Show in Lobby, Show in Meeting (on the Appointment Details).

The Role Boundary can be set at the group level. Group Administrators can customize a Reason Code for its Role Boundary following these steps:

  1. On the Reason Codes tab, click the Edit button on the row of the desired Reason Code.
  2. On the Edit Reason Code form, select the Role Boundary on the “Show for this role and above” field as shown in Figure 6.
  3. After selecting where you want this Reason Code to show for that user role, click Save.

Figure 6


Edit Reason Code for Appropriate Role Boundary