Configuring an Engage Site for remote appointment scheduling

Step 1: Create an Engage Site

Follow these steps to Setup a new Site:

1. Navigate to Setup and search for Sites
2. In the Sites section, select New.
3. Enter the following:
   • Site Label/Name = Engage
   • Active Site Home Page = Engage
   • Site Contact = <select a User>
   • Default Record Owner = <select a User>
   • Default Web Address = engage
   • Clickjack Protection Level = Allow framing by the same origin only (Recommended)
   • Require Secure Connections (HTTPS) = checked
   • Lightning Features for Guest Users = unchecked
   • Upgrade all requests to HTTPS = checked
   • Enable Content Sniffing Protection = checked
   • Enable Browser Cross Site Scripting Protection = checked
   • Referrer URL Protection  = checked
   • Active = checked
4. Save.

Note: The Site User will be created automatically when you Save.

Step 2: Configure Sharing Rules

Suppose you wish to use Engage as a remote appointment scheduling queue. In that case, you must create Sharing Rules for the Engage Site User for Contact, Engage Room, Engage Room Configuration and Engage Meeting Reason.

1. Navigate to Setup and search for Sharing Settings.
2. Create Sharing Rules using the following information:

3. Save your changes.

Step 3: Generate and Assign Permission Set for Engage Site User

If you wish to use Engage as a remote appointment scheduling queue, you'll need to configure permissions for Students to access the online queue. A new permission set is available in the TargetX Permission Scanner, which can be assigned to the appropriate users.
 

Note: Ensure you have upgraded to the latest version of Permission Scanner (v 2010.1) before completing this step.

This permission set must be generated using the Permission Scanner before they can be assigned:

1. Navigate to the Permission Scanner tab.
2. Select:   
   • Product/Feature = Engage Site User
   • Version = <Engage installed version>
3. Select the checkbox for Use @Future to generate Permission Set if you want to have the process run in the background.
4. Click the Generate Permission Set button.
5. The Result section will display the new Permission Set Name.

Note: If you selected Use @Future to generate Permission Set, the Result section would indicate where you can view the results of the Apex Job.

6. You can now assign the Permission Set to the Engage Site User.

Step 4: Configure Access Key Setting

If you wish to use Engage as a remote appointment scheduling queue, you need to create an Access Key for Engage. If you don't create a record for Engage, the system will use the Default record. For additional information on Access Keys, see the article: How to Use Access Keys.

1. Navigate to Setup and search for Custom Settings.
2. Click Manage next to Access Key Settings.
3. Click the New button.
4. Enter the following:
   • Name = Engage
   • Allow Email = checked
   • Contact Information = <enter Contact Name>
   • From Email = <enter Email for Contact>
   • Require Access Keys = check if you want Access Keys enabled for the Engage site
5. Save your changes.

For information on using Access Keys in email templates, please see the article: How to Create a Custom Access Key Email Template for Engage.

Step 5: Update Engage Rooms for Remote Scheduling

For any Engage Rooms that you wish to use for the remote appointment scheduling queue, you'll need to update the Room Settings with a Friendly Name and Site URL:

1. Navigate to the Engage app (i.e., Advisor Center).
2. Confirm that the rooms that should be Active are displayed on the Active tab.
3. If you can't find a room, switch to the Inactive tab and follow the steps below to update the Room to Active:
   1. Click the for the room you need to update.
   2. Click the  to access the Room Settings.
   3. Check the Activate Room toggle.
   4. For Remote Rooms: Enter a Friendly Name. Only letters, numbers, underscores, and dashes are permitted in the Friendly Name as this is used to build the Login and Kiosk URLs.
   5. For Remote Rooms: Enter the Site URL for your Engage Site, such as https://<DOMAIN NAME>/<PATH>
      • Example: https://targetxuniversity.force.com/engage
   6. In the Hours of Operation section, enter the appropriate Time Zone, Days and Opens / Closes hours.
   7. In the Notifications section, enter an Advisor Pickup SMS Message. This will be displayed for Advisors when they pick up a new student and can be customized by Advisors as needed.
4. Save your changes.
5. Repeat for each room you wish to make available remotely.

Step 6: Verify you can check-in using the Remote Login

Once you've configured the Site and Permissions, you can login to an Engage room using the REMOTE LOGIN URL available in the Room Info section of Engage:

1. Locate the Remote Login Room link:
   1. Navigate to the Engage app.
   2. Click the  for the room you want to login to.
   3. Verify the Hours of Operation are set to include your current day/time.
   4. Copy the Remote Login URL. This link will ONLY be available if a Site URL was provided in the Room Settings. 

2. Paste the Remote Login URL into a new window.
3. Enter the Sign In fields and SMS Number if SMS Notifications are enabled.
4. Enter the information for Why are you here?
5. Click Check In.
6. If SMS is set up, verify the user receives an SMS message about being added to the queue.

Step 7: Verify Advisors can pickup Users that checked in Remotely

1. Log into Salesforce as an Advisor and access the Engage tab.
2. Select the for the room the user checked-in to above.
3. Click the Unavailable button to set your Status to Available.
4. Select the user from the list by selecting Pick Up.
5. If SMS is enabled:
   1. Enter a Custom SMS message to the student and a Meeting URL.
   2. Click Send.
   3. Verify the user receives the Custom SMS message.
6. Select the Start Session button.
7. Enter any notes or Quick Text about your meeting.
8. Save your notes.
9. Select End Session.