Engage Quick Start Guide for Administrators

Overview

TargetX Engage facilitates the management of 'walk-in' meetings at different locations across campus. Administrators can configure meeting rooms along with available Advisors. Students check-in, receive SMS confirmation messages and can view their place on the waiting list. Advisors can easily manage their Engage meetings, take notes, and maintain a history of student meetings. TargetX Engage has the following features:

The Advisor Center (available via the Engage tab) displays the Rooms available for advising meetings. From here, you log in to view/edit Room Settings, add Students to the queue, or view the current waiting list.
Multiple Engage rooms can be created for different meeting reasons and used simultaneously depending on your business needs. For example, you might have a room for the Registrar's Office, with reasons like 'Add/Drop classes' or 'Change Major,' and another room for Career Development with reasons like 'Resume Review' or 'Practice Interview.' You can also define Hours of Operation and specific locations for each room.
The Check-in window is used to check in students, allowing the selection of an Advisor and a 'reason' for the meeting.
The Kiosk/Waiting list is displayed in your reception area/waiting room so students can see their placement in the queue. When an Advisor has 'picked up' a meeting, the student's listing will display as 'Ready.' Once a session is started, the student is removed from the waiting list.
The Advisor Room Queue is what Advisors see when they log in to a specific room. From this view, they can add students, prioritize the list, and 'Pick up' their next meeting.
Administrators can also set up an Engage site to facilitate an online appointment scheduling queue that allows students to sign up for Engage appointments from home unauthenticated.
Review the Engage Staff Experience video and Engage Student Experience video to learn how to utilize the tool for both your staff and students.

Key Engage Terminology

Term	Description
Advisor Center	The Advisor Center is a Visualforce tab created when you install the Engage package, named Engage. This is the central location for Advisors to access rooms and for Administrators to configure/edit the various rooms used in Engage. Note: The label' Advisor Center' cannot be customized at this time.
Check-In	Students check in to a room by logging in using either the In-Office Login URL or the Remote Login URL. The student enters information about their visit and then checks into the queue. After a student checks in, the In-Office URL confirmation page appears for 5 seconds before reverting to the log in to Register window. On the other hand, the Remote Login URL confirmation page remains visible until the user refreshes the page. Remote login is designed for a single student accessing the page, while In-Office login accommodates multiple students using the interface for check-in purposes.
Kiosk / Waiting list	The Kiosk URL, available under Room Info, is the waiting list of students for a particular room. This page displays waiting students in order, plus the total number waiting. This is typically displayed on a monitor within a room so students can tell where they fall on the list. Note: Access to the Kiosk URL requires the user to be logged in to Salesforce; i.e., the URL is not publicly accessible.
Meeting Rooms	Meeting rooms are the distinct Engage rooms that Administrators define for various purposes. For example, your institution might define meeting rooms by department, such as the Registrar's Office or Admissions Office.
Remote Scheduling	Remote scheduling refers to using an Engage site that allows students to sign up from any location instead of going to a physical office.
Sign-in Fields	Sign-in Fields are the fields that a student must complete to check in to a room. The Administrator defines these fields in Room Settings.

Accessing Engage

Administrators and Advisors must log in to Salesforce to access Engage. They only see the rooms in which they are listed as ‘Advisors in Room’ via Room Settings. For more information, see Accessing Engage.
Students check in from either the In-Office Login URL or the Remote Login URL, depending on your institution's configuration. For more information, see Checking-In Students.

Engage Permission Sets

The Engage package includes two managed Permission Sets, which are used to enable access for Remote Scheduling, Advisors, and Administrators and work in conjunction with TargetX-generated Permission Sets:

Managed Permission Sets

TX Engage Admin (managed) - This permission set should be assigned to any user who can create and activate Engage Rooms and manage Engage Room features like Quick Text, Room Settings, Hours of Operations, etc.
TX Engage Advisor (managed) - This permission set should be assigned to any user who can use the TargetX Engage tool, including accessing rooms, creating Quick Text, adding, and picking up students.

Generated Permission Sets

The following Permission Sets are generated via the TargetX Permission Scanner. For details, see Generating TargetX Permission Sets.

TX Engage Administrator – This permission set is generated via the Permission Scanner and should be included for users who need to administer Engage rooms and related details.
TX Engage Advisor – This permission set is generated via the Permission Scanner and should be included for users that will access Engage rooms, pick up students, and enter meeting notes.
TX Engage (Site User) - This permission set is generated via the Permission Scanner and should be assigned to the guest site user for the site where a student would remotely access the tool to register for the queue. For details on Remote Scheduling, see Configuring Remote Appointment Scheduling.

Administration of TargetX Engage

Administrative Topic/Link	This topic contains information on:
Managing Engage Rooms	Creating new Engage Rooms and customizing Engage Room Types.
Creating QR codes for Check-in to Engage On-site Rooms	Steps to create a QR code for your remote login URL.
Configuring Engage Settings	How to add images or posters to Engage Rooms, enable notifications and define Engage room details, such as: Hours of Operation, Meeting Reasons, Student Sign-in fields, and Quick Text.
Configuring Engage Administrators	Details on defining access for Administrators to create and activate Engage Rooms, and manage Engage Room features like Quick Text, Room Settings, Hours of Operations, etc.
Configuring Engage Advisors	Details on defining access for Advisors to access Engage rooms and pick up students.
Adding a New Advisor	Steps to add a new Advisor into Engage and define access for Advisors or any user who can use the TargetX Engage tool, including accessing rooms, creating Quick Text, adding, and picking up students.
Configuring Remote Appointment Scheduling	Steps to configure an Engage Site for remote appointment scheduling.
Reporting on Engage Sessions	Details on how to report on how many students had walk-in appointments, how long the ‘Wait Time’ was, and how long meetings lasted.

Additional Resources

Release Notes

Release Notes are monthly summaries of enhancements and defect corrections to TargetX products. You can also view Engage-specific Release Notes and Resolved Defects.

Upgrade Guides

Upgrade Guides include step-by-step instructions for upgrading your Salesforce to the latest versions. Upgrade guides must be accessed from the TargetX User Community.