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.
- Advisors can add multiple students to an Engage meeting to create and manage group sessions.
Key Engage Terminology
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Term
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Description
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Advisor Center
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The Advisor Center is a Visualforce tab that is generated upon installation of the Engage package, specifically named Engage. This tab serves as the primary hub for Advisors to access various rooms and for Administrators to configure and edit the different rooms utilized within Engage.
Note: At present, the label 'Advisor Center' cannot be customized. |
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Check-In
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Students report their arrival in a designated area by authenticating through either the In-Office Login URL or the Remote Login URL. Upon logging in, the student provides details about their visit and subsequently enters the queue.
Following a student's check-in, the In-Office URL confirmation page is displayed for a duration of 5 seconds before automatically returning to the login screen for registration. Conversely, the confirmation page associated with the Remote Login URL remains visible until the user manually refreshes the page.
The Remote login system is specifically tailored for individual student access to the page, whereas the In-Office login is designed to support multiple students utilizing the interface for check-in procedures.
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| Kiosk / Waiting list |
The Kiosk URL, accessible under Room Information, represents the waiting list of students for a specific room. This page presents the waiting students in sequential order, along with the total number of students waiting. It is commonly displayed on a monitor within the room, enabling students to determine their position on the list.
Note: Access to the Kiosk URL necessitates that the user be logged in to Salesforce; that is, the URL is not accessible to the public.
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| Meeting Rooms |
Meeting rooms are the unique Engage rooms that Administrators establish for different purposes. For instance, your institution might create meeting rooms based on departments, such as the Registrar's Office or Admissions Office. These rooms serve as designated spaces within the Engage platform, allowing for organized and department-specific interactions and collaborations.
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| Remote Scheduling |
Remote scheduling is a process that involves utilizing an Engage site, enabling students to register for appointments or events from any location, rather than requiring them to visit a physical office. |
| Sign-in Fields |
Sign-in Fields are the specific fields that a student is required to complete in order to check in to a designated room. These fields are defined by your Administrator within the Room Settings.
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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
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Administrative Topic/Link
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This topic contains information on:
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Managing Engage Rooms
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Creating new Engage Rooms and customizing Engage Room Types.
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Creating QR codes for Check-in to Engage On-site Rooms
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Steps to create a QR code for your remote login URL.
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| 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. |
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Configuring Engage Advisors
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Details on defining access for Advisors to access Engage rooms and pick up students.
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| 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
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.
