This article applies to the following role permissions: Administrator - Director - Group Manager - Faculty/Staff - Front Desk Manager
Appointment Details are accessible in various locations: Group Calendar; Student Lookup- Meeting History; and inside the Video Meeting by clicking the three dots on the student’s video tile.
Figure 1 illustrates the Appointment Details for a meeting on the Group Calendar.
Click the Meeting on the Calendar to Open the Appointment Details
Appointment Details Tabs
There are up to five header tabs that may show on the top portion of the in the Appointment Details window: Appointment Info, Intake Form, Student Survey, Staff Review Form, and Notes and Reason Codes.
Appointment Info Action Options
The Appointment Info tab provides meeting details plus the following action options located on the bottom of the window: Reschedule, Extend, Student Check In, and Cancel appointment.
- Reschedule. As illustrated in Figure 2, the Reschedule button opens the scheduler to reschedule the meeting. This action will cancel the original appointment.
- Extend. Extend an appointment by 10, 20, or 30 minutes using the Extend Appointment button as shown in Figure 3.
- Student Check In. For telephone or in-office meetings, a Front Desk Agent or Faculty/Staff user can click Student Check In as shown in Figure 4 to start the appointment, or they can choose the notify the counselor/staff member/meeting moderator that the student has been checked in. Students are automatically checked in for video meetings when they enter the virtual office.
- Cancel Appointment. This option can be used to cancel a meeting entirely. This is usually used when contact is made prior to the appointment. This Cancel appointment action option will not record the appointment as a no show.
As shown in Figure 5, the Appointment Details contains multiple fields. These fields automatically fill in when a student is checked in or out, but you can also edit these fields if needed. Notice as well that you can also mark an appointment a no show and cancel the appointment on the Appointment Details.
Edit Actual Start and End Time or Mark Appointment as a No Show
View All Notes. Users with the Faculty/Staff role (but not Front Desk) can also view past meeting notes clicking the View All Notes button as shown in Figure 6. *Notes marked private or notes within a group that has limits on viewing permissions will not appear here.
Student Lookup. The magnifying glass icon opens the student’s Student Information page in a new window as shown in Figure 7.
Change Appointment Type
Clicking Change Appointment Type will show you the type and location options available as shown in Figure 8. The student will receive an email notification regarding the change in meeting type/location.
Change Appointment Type
2. Intake Form
An Intake Form is a group form. Every user in the group has the same form. If a form has been customized for a group, the form will appear as the last step of the scheduling process, and the completed form will be a tab of the Appointment Details as shown in Figure 9. After a student submits this form during the self-scheduling process, it is only available for staff viewing.
Front Desk agents or other staff members with access to schedule will complete this form when they are scheduling an appointment for the student. This intake form can be edited or completed during or after an appointment by opening the form in the Appointment Details.
Example of an Intake Form in the Appointment Details
3. Student Survey
The Student Survey shown in Figure 10 is a group form. If a survey has been customized for the group, it is completed by the student after the meeting. When the student leaves the video meeting, they land on the survey page. Students may be sent to the survey from the chat or lobby as well. Students are emailed a link to the survey after they are checked out of an in-office or telephone meeting. Once they submit the survey, their responses will appear on the Student Survey tab of the Appointment Details.
Example Student Survey (Prior to Completion)
4. Staff Review Form
The Staff Review Form is a group form. If one is customized for the group, it will be a tab of the Appointment Details as illustrated in Figure 11. The Staff Review Form allows staff to send a follow up to the student or to another staff member or both.
Example of a Staff Review Form in the Appointment Details
5. Notes and Reason Codes
The Notes and Reason Codes tab shown in Figure 12 is only available to those with the Faculty/Staff role and above. Front Desk Agents do not have access to this tab.
This tab allows staff members to document their meetings. The group’s custom Reason Codes appear here and will be recorded as Reported Reason Codes as a staff member may determine that the Scheduled Reason code(s) selected at the time the meeting was scheduled is not the full story.
The notes area can be marked as private for only the individual staff member who held the meeting to see, or they can be marked for anyone within the Department or Group to have access or be marked Public for any Group User across all departments to have access. Always click Save after making changes to the Notes and Reason Codes tab.
Notes and Reason Codes