How to View Appointment Details

The Appointment Details window gives staff a complete view of a scheduled or completed meeting — including attendee information, meeting type, intake form responses, staff review form, meeting notes, and the ability to take action on the meeting directly from that view.

Appointment Details can be accessed from anywhere in ConexED where meetings appear.  The ability to access these details depends on the users role and the group's permissions settings.  

At a Glance

How to View Appointment Details

From the Group Calendar

1. Navigate to your Group Calendar.
2. Locate the meeting on the calendar.
3. Click the meeting event.

→ The Appointment Details window opens.

From Student Details > Meeting History

1. Search for the student using Student Lookup.
2. Open the student's record.
3. Select the Meeting History tab.
4. Locate the meeting in the list.
5. Click the meeting to open Appointment Details.

Note: The original recurring meeting series does not appear in this view. Only individual meetings within the series are displayed.

From the Live Queue / Kiosk Dashboard

1. Open the Live Queue dashboard for your group.
2. Locate the student in the queue or Active Meetings section.
3. Click the student's name to open Appointment Details.

From Reports

1. Navigate to Reports > Master Appointment Report (or another applicable report).
2. Locate the meeting in the list.
3. Click the meeting to open Appointment Details.

What You'll See in Appointment Details

Appointment Details is organized into tabs. Not all tabs appear for every meeting type — the tabs available are based on how the meeting was configured.

Appointment Info Tab (always visible)

Intake Form Tab

Displays the student's responses to any Intake Form questions configured for the group. Mapped fields populate automatically from student data when the meeting is created on behalf of a student.

Student Survey Tab

Displays student feedback submitted after the meeting ends. For virtual meetings, students are directed to the survey after leaving the meeting room. For in-person or telephone meetings, a survey link may be emailed to the student after the meeting ends.

Staff Review Form Tab

Displays the Staff Review Form if one is configured for the group.

Important: All three action buttons — Approve Form, Email to Student, and Email to Others — save the form when clicked. Use the button that matches your intended action.

Note: The button label changed from "Resolve Form" to "Approve Form" in the April 30, 2026 release. If your instance still shows "Resolve Form," contact your administrator.

Notes & Reason Codes Tab

One of the most important areas of Appointment Details. Available to Faculty/Staff, Group Managers, Directors, and Administrators.

Reported Reason Codes

Select all applicable reason codes related to the student interaction. Reported Reason Codes may differ from the Scheduled Reason Codes selected when the appointment was originally created. These selections are important for reporting and student support data.

Meeting Notes

Note visibility is based on the permissions associated with your role.

Always click Save after updating notes or reason codes.

Actions Available from Appointment Details

Depending on your role and the meeting status, you may be able to:

• Reschedule — Opens the scheduler to select a new time. Rescheduling cancels the original appointment and sends updated notifications to the student.
• Extend Appointment — Add 10, 20, or 30 minutes to the meeting duration. Extension is available even when an End-of-Meeting Buffer is configured.
• Cancel Appointment — Cancels the meeting. Does not mark the student as a no-show.
• Check In / Check Out — Manually mark student attendance for in-person or telephone meetings. Students are automatically checked in for virtual meetings.
• Log a No-Show — Marks the student as a no-show. No-show meetings are highlighted in red in the Master Appointment Report and display "NO SHOW" in the Meeting Length column.
• Send SMS — Send a text message to the student directly from the window (if the student has opted in to SMS).
• Add or Edit Meeting Notes — Document the meeting interaction.
• Complete the Staff Review Form — Submit follow-up documentation.
• View All Notes — Review prior shared meeting notes. Notes displayed are based on the permissions associated with your role.
• Open Student Details — The magnifying glass icon opens the student's Student Details page in a new window.
• Change Appointment Type — Modify meeting modality, location, or appointment type. The student receives an updated notification.

Things to Know

Appointments Added After the Fact
If an appointment is logged for a past date and time, confirmation emails are suppressed. This is expected behavior as of the April 30, 2026 release.

No-Show Meetings
Meetings where all attendees are marked as No-Show are highlighted in red in the Master Appointment Report and display "NO SHOW" in the Meeting Length column.

Recurring Meetings
The original recurring meeting series does not appear in Meeting History. Only individual meetings within the series are shown.

Front Desk Agents
Front Desk Agents can view Meeting Notes when group-level note permissions have been enabled. Access to the Notes & Reason Codes tab is based on the permissions associated with your role.

Zoom Meetings
If a Zoom meeting fails to create a link during scheduling, the appointment automatically falls back to ConexED Video. A message is displayed on screen so staff are aware.

Best Practices

• Complete Notes and Reason Codes immediately after meetings whenever possible.
• Use Reported Reason Codes consistently across your team for accurate reporting.
• Review Intake Form responses before beginning a meeting to prepare for the interaction.
• Verify attendance and no-show status before finishing an appointment.

Related Articles

• Understanding Scheduling Features
• How to Schedule an Appointment
• How to Schedule an Appointment on Behalf of a Student
• How to Cancel or Reschedule an Appointment
• How to Log a No-Show
• Intake Form Configuration (Setup)
• Staff Review Form Configuration (Setup)
• Master Appointment Report