How to Navigate the Group Tabs as a User with a Faculty Staff Role (Video Tutorial)

30 STEPS

1. Navigate to Scheduling and click to open.

2. Navigate to the Department and click to open.

3. Navigate to the Group and click to open.

4. A user with a Faculty Staff role in a group sees various tabs. When the group opens, the employee lands on the Calendar Tab. There are both group and individual settings that determine the calendar view.

5. The group tab menu is located above the calendar. A user can click to open the various tabs. This tutorial walks through the various tabs to demonstrate the user experience. Navigate to the Group's Student Lookup tab and click to open.

6. The Student Lookup tab permits group users to look up student accounts. It also permits a user to Create a New Student if the person does not have an account. Please note: Always search by various methods before creating a new account.

7. Within the Appointment Lookup Tab, users can search previous and upcoming appointments. The list can be filtered with various fields, and the table can be sorted using the arrows in column headers. Clicking View Meeting opens Appointment Details.

8. Within the Appointment Details View, users can access the student lookup via the yellow icon, access shared meeting notes via the blue icon, and access much information via the tabs and icons within. Users can edit based on group settings.

9. The tabs displayed in the Appointment Details are determined by the group settings. The tabs that will always show, regardless of group settings, include the Appointment Info, Meeting Attendees and Notes and Reason Codes tabs.

10. The Notes and Reason Codes tab is vital for data collection. The moderator should complete this tab for each meeting. Use the checkbox to verify the Reported Reason code(s). Also, add needed notes in the text box and adjust visibility if needed.

11. The next Group tab in the menu is the Check-In Kiosk tab. Please note: If a group does not use a Queue or Kiosk, this tab will not be displayed. Users can access the dashboard, the monitor view, and check in page here.

12. Click Dashboard to open the interactive Queue for check-in. Please note: This page can be bookmarked for users who will frequently use the Queue and Check-In Kiosk View.

13. The Active Meetings and Live Queue are displayed here. Users can add students to the live queue, as well as manage those who enter the queue via a Kiosk check-in. Front Desk agents, Group Admins, and group Faculty Staff can manage workflow here.

14. The next group tab is the Document Library. It is available to store frequently distributed documents. The group documents can be easily accessed during online meetings, and those requiring signatures can be signed and saved.

15. Each group has a Reports tab. The data shown within the reports are based on a user's role and placement within that specific group. For group users with a Faculty Staff role, the data filters and shows information for that user only.

16. Employees are encouraged to explore all the reports available within the group Reports Tab. Here they can see their stats, identify any errors, set goals, and be reflective practitioners. Often employee insights help the entire team immensely!

17. There are multiple filters and options within each type of report. Select the desired filters and click Run Report to generate the report.

18. Certain reports generate as a table directly below the filters, others generate in a separate table on a new page. If the icon under View is light grey, click Refresh. For large volumes of data, reports may send as an email.

19. Click the View icon to open the report.

20. As always, if needed, you can Hide the Menu with a click on the 3 line icon on the top of the window near our logo. This will minimize the left navigation menu to allow for a larger screen view.

21. The report data table headers have sort arrows to allow for varied viewing purposes. This example highlights Scheduled and Reported Reason Codes columns . Please note: Reports offer export options, and they are listed above the table headers.

22. Users can access the Appointment Details a meeting from the report table by clicking on View Details found in the last column of the report. The Appointment Details will open as a pop up.

23. The Group Report tab offers many different reports that display data in a variety of ways. Different Faculty Staff members in the group, may like different reports based on the information and insight each provides.

24. Reports offered include Office Hour Sum, Meeting Count, Student Meeting Count, and Cancelled and No-Show Meetings. These are frequently used by those with a Faculty Staff role and placement within a group.

25. For users with the Faculty Staff role and assignment within a group, or groups, the Business Intelligence reporting is also set with the default to display only data relating to that individual user.

26. Within the Faculty Staff BI Dashboard they have access to filters and can generate reports specific to their outcomes.

27. One popular and helpful feature is the Heat Map, which displays the Popular Meeting times based on their individual meeting data. This can be found by scrolling down below the filters.

28. There are Tabs at the top that also relate to the BI Dashboard Faculty Staff View. These celebrate an individual user's achievements. It can be very rewarding and affirming when an employee sees what an impact they are making on students' lives!

29. In addition, the Medal Progress tab provides further insights and progress towards earning medals.

30. That's it. The tour of the group tabs from a Faculty Staff role in the group is complete. Please explore our Knowledge Base for further support materials as needed. Thank you!