Managing Appointments and Appointment Calendars

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Selecting an appointment will bring up the Appointment Details, including the Reason for the appointment (Appointment Type), any Description that may have been entered, and the Attendee. The Cancelled? will be populated if the appointment was canceled. Users can also indicate if the person Attended the appointment. For more information, see Configuring Appointment Reasons.

Creating Advising Appointments

Students will authenticate to a community to access the advising appointment functionality. Students can search for available appointments, book appointments online, and can see all of their scheduled appointments.

Staff/Faculty can indicate their available times for advising appointments.
An aggregate view of the calendars for all advisors is available.
Notifications to both students and advisors occur when an appointment is booked.
Reminder notifications to the students via email or SMS Magic (text).

Editing Appointments

Students can cancel an appointment. An appointment that is canceled in Outlook or Google will also cancel the appointment in the Salesforce calendar system.

Notifications are sent to both students and advisors when an appointment is canceled. Advisors can manually add/cancel an appointment, indicate if a student has attended, and record notes related to the student's appointment.

When an appointment is canceled, several fields are available to collect information on the Reason for the cancellation. The Cancelled Reason is a picklist of values (Appointment_Cancellation_Reason__c), and the Cancelled Note allows a user to enter text related to the cancellation.

Using the Appointment Calendar

The Appointment Calendar is a tab available in TargetX Events. The Appointment Calendar will be the primary interface for administrators, advisors, and staff to set up and manage appointments. Each advisor/staff/faculty member can set up their availability, desired default meeting times, and profile they can share with students.

Getting Started

Select the Hamburger Menu in the upper-left-hand corner to display the various Appointment Calendar options.

Filtering

Show appointments by day, week, or month

Options to view appointments by day, week, or month

Show/hide the type of appointments or availability by clicking on the colored-coded boxes.
Show/hide other user’s calendars - if permitted by Administrative permissions.

Show/hide other user’s calendars

To enable user-level filtering, modify the Admin Departments field on the User records for each user who should have permission to view/filter other users’ appointment calendars.

Note: You must first add the Admin Departments field to the User record layout.

User record view

User record Admin Department setting

Restricting Appointment Options Using URL Parameters

A custom URL can be sent to students to restrict them to specific options when they schedule an appointment. For example, an email alert can be configured to send an email to a student referred to the Writing Center. As part of the email, you can restrict the appointment URL to a specific Location or Person.

Standard appointment scheduler URL:

https://<<your institutions’s CRM Community>>/targetx_eventsb__myappointments

The following URL parameters can be added/included to restrict the available options further when a student goes to schedule an appointment. One or all of these URL parameters can be specified. Note: Old URLs will continue to work with the New UI; they will redirect and retain your URL parameters.:

Data Point	Description	Parameter to Add	Example
Custom Field	You can reference any Custom fields in URL parameters if you have configured a Custom Filter field in Appointment Scheduler Settings.	?custom=<<Custom Filter Value>>	https://yourschool.secure.force.com/appointments/targetx_eventsb__AppointmentScheduler?custom=MyValue NEW UI: https://yourschool.secure.force.com/appointments/ targetx_eventsb__myappointments?custom=MyValue
Reason	Specific reason values such as Math Center, Tutoring, etc. Multiple Reasons can be specified by comma separating the reason values If the Reason contains spaces, replace the space with a plus (+) sign. *This is standard URL parameter functionality.	?reason=<<Reason Value>>	https://yourschool.force.com/targetx_eventsb__AppointmentScheduler?reason=Math+Center NEW UI: https://yourschool.force.com/targetx_eventsb__ myappointments?reason=Math+Center
Location	Specific location value, such as Main, Downtown Multiple locations can be specified by comma separating the reason values if the Location contains spaces; replace the space with a plus (+) sign. *This is standard URL parameter functionality.	?location=<<Location Value>>	https://yourschool.force.com/targetx_eventsb__AppointmentScheduler?location=Downtown+Campus NEW UI: https://yourschool.force.com/targetx_eventsb__ myappointments?location=Downtown+Campus
Person	User ID for a specific advisor/staff/faculty Multiple people can be specified by comma separating the User ID values	?person=<<User Id>>	https://yourschool.force.com/targetx_eventsb__AppointmentScheduler?person=005i0000001OPk7 NEW UI: https://yourschool.force.com/targetx_eventsb__ myappointments?person=005i0000001OPk7
Modalities	You can use URL parameters to filter Meeting Modality Types to restrict the options for a student scheduling an appointment.	#/calendar?type=<<Modality>> Modality options: In-Person Virtual Phone	https://yourschool.force.com/events#/calendar?type=Virtual NEW UI: https://yourschool.force.com/targetx_eventsb__ myappointments?type=Virtual

Multiple Parameter Example:

Reason and Location:

https://targetxuniversity.force.com/targetx_eventsb__AppointmentScheduler?person=005i0000001OPk7,005f0000001pveh&reason=Math+Center&location=Main+Campus

NEW UI Multiple Parameter Example:

Reason and Location:

https://targetxuniversity.force.com/targetx_eventsb__myappointments?person=005i0000001OPk7,005f0000001pveh&reason=Math+Center&location=Main+Campus