Appointment Scheduler FAQ

Can I manage appointments from my phone/tablet/mobile device?

Yes, you can download the Salesforce Mobile App to access your Organization's data. 

Can I reassign an appointment to another counselor?

You can reassign an Appointment to another Counselor by following these steps:

Step 1: Change the Owner of the Organization Event to the new Staff person: 

Navigate to the Organization Events tab. Click the Event Name you want to reassign. Click Edit. Change the Owner to the new Counselor. Save your changes.

Step 2: Change the name of the event (optional) 

Navigate to the Organization Events tab. Click the Event Name you want to reassign. Click Edit. Change the Event Name to reflect the new Counselor. Save your changes.

Step 3: Add the new Staff person to the list of Attendees 

Navigate to the Organization Events tab. Click the Event Name you want to reassign. Click Edit. In the Attendees section, click New Event Registration. Enter the information for the new Counselor. The Counselor must have a Contact record in order to display in the picklist. Save your changes. The new Counselor will receive an Appointment Confirmation Notification of the change.

Can I remove the option of 'Anywhere' from the Location for an Appointment?

No, this option is used for matching purposes and can not be removed.

Can I search all Advisor Appointment Calendars for a student?

You can't search Appointment Calendars for a specific student. We recommend that you search for the Student's Contact record and then view their Related List of Event History in order to view their Appointments:

You can also set up a report or a Custom View to see a type of event (such as Today’s Visitors) and sort the report by date or student:

If you want to see a student on the calendar (for a particular day), you would need access to the same Department as the Advisor. 

Can students sync their calendars to the Appointment Calendar?

 No, Community Users can NOT sync their calendar to the Appointment Calendar. However, when they schedule an appointment, they are given the option to Add the Appointment to their calendar.

 

What happens when I cancel a student appointment in my Outlook calendar?

 When you cancel a Student Appointment from your Outlook calendar, it will only affect your Outlook calendar. If you have the Sync set up between Outlook and Salesforce it will eventually sync that the time is available again, but it will not update the Contact Schedule Item, Organization Event, or the student’s ability to see that it was canceled from your end.

 What happens when I cancel a student appointment in my SF calendar?

 When you cancel a Student Appointment from your Salesforce calendar, a Cancellation email will be sent to both the Owner of the appointment and the Student (if configured and set up). The corresponding Contact Schedule Item will be marked as Cancelled.

You can see this cancellation on both the Contact Scheduled Item record, the Organization Event record, and within the Appointment Calendar.

 What kind of notifications are sent for Appointments?

TargetX provides standard Confirmation and Cancellation Email Templates you can use. Your Administrator can configure which email notifications are set up or enabled. For details on creating Email Templates, see Creating email templates.
 
You can also define the # of days in advance when Reminders should be delivered in Appointment Scheduler Settings.

 Who can see my TargetX Appointment calendar?

 Anyone with access to the same Main Department can view your Appointment Calendar. This is configured on the User Details record by your System Administrator.

If you and another staff person are a part of the same Admin Department (configured on the User Details record by your System Administrator), then you can see and edit any appointments on your calendar and theirs.

 Who can see my Salesforce calendar? 

Events that aren't marked as private are visible in Salesforce to you, those above you in your role hierarchy, and anyone with access to the records they're associated with. You can also grant access to view your calendar to other users, personal and public groups, roles, or roles and subordinates. For additional information, see the Salesforce Help & Training article: How Events Sync with Salesforce for Outlook.

 What can other users view on my calendar?

Anything marked as Private in Outlook will block the time but not provide any details – the same information accessible by your settings in Outlook would be available in Salesforce. Therefore, the time would be blocked but no one should see details of the appointment. Items marked as Private do not sync back to the Appointment Calendar. For details on access levels, see the Salesforce Help & Training article Share your Calendar.

Note: Sharing settings for your Appointment Calendar and Outlook Calendar are maintained separately.