Working with Office Appointments in Appointment Scheduler

Defining Permissions

Users need permissions to the Location object to create Offices from the Appointment Calendar, which establishes the Location record.

Option 1: for anyone who needs to use and manage Office appointments, regenerate the Appointment/Interview (Student-facing) permission set to add the new fields added for Office Appointments. Note: if you have applied customized permissions to this permission set, you will want to use the manual steps below (Option 2)

1. Navigate to the Permission Scanner tab.
2. Select the Product/Feature = Appointment/Interview (Student-facing) and Version = the version you upgrade to (e.g., 2602.x).
3. If you want the process to run in the background, select the checkbox labeled “Use @Future to generate Permission Set.”
4. Click the Generate Permission Set button.
5. The updated permission sets will retain the currently assigned users. If needed, you can assign the Permission Sets to additional site users.

Option 2: to manually implement these changes to customized permission sets.

1. Navigate to Setup and search for Profiles.
2. Click the Profile of the users who need to use Office Appointments.
3. Click Object Settings.
4. Select the Organization Event object and click Edit.
5. Assign Read and Edit access to the Location Lookup field.
6. Save your changes. 
7. Select the Appointment Time Range object and click Edit.
8. Assign Read access to the Office and the Maximum Concurrent Appointments field.
9. Save your changes. 
10. Select the Contact Schedule Item object and click Edit.
11. Assign Read and Edit access to the Supplement field.
12. Save your changes. 
13. Select the Location object and click Edit.
14. Assign Read access to the Location object.
15. Assign Read access to the following fields:
    
    • Can Have Appointments
    • Appointment Cancellation/Confirmation/Reminder templates
    • Virtual and Phone Appointment Confirmation
    • Appointment Reasons
    • Minimum Appointment Lead Time
    • No Show Follow-Up Template
    • Office Email, Office Phone, Description
    • Main Department
16. Save your changes.

Setting up Email Templates

New email templates are available for Office Appointments, and you should customize and assign each template:

• Office Appointment Cancelled    
• Office Appointment Confirmation
• Office Appointment Update 

1. Navigate to Setup and search for Classic Email Templates.
2. Select the Appointment Email Templates folder.
3. Click the Template to want to customize:
   
   • Office Appointment Cancelled    
   • Office Appointment Confirmation
   • Office Appointment Update 
4. Click Clone.
5. Enter a new Email Template Name and Template Unique Name.
6. Enter a Description.
7. Save your changes.
8. In the Email Template section, update any content or links in the template.
9. Save your changes.
10. Repeat for each template.

Configure Appointment Scheduler Settings

Settings for Office email templates should be updated in Appointment Scheduler Settings:

1. To access the Event Settings page, go to All Tabs (+) page and select Event Settings. If this tab does not exist, you can access it by navigating to: 

[Your Salesforce URL]/apex/targetx_eventsb__eventssettings

Example: https://na10.salesforce.com/apex/targetx_eventsb__eventssettings

2. Select Edit.
3. Navigate to the Appointment Scheduler Settings section.
4. Select the appropriate templates for:
   
   • Office Cancellation Template
   • Office Confirmation Template
5. Save your changes.

Defining Offices and Availability

Define your Office(s) from the Appointment Calendar. 

Note: if you are creating a NEW department, you need to add it to both the Admin Dept picklist and Main Dept picklist on the User object.  Once it is added to both picklists, update the User records that should be allowed to use this new Office via the Admin Departments picklist field, before defining the office on the Appointment Calendar tab.

Configuring Users

Users will only see an Office in the Appointment Calendar staff UI if the Admin Department on their User record matches that Office’s Main Department.

To define a user’s Admin Department:

1. Navigate to Setup and search for Users.
2. Click Edit next to the user.
3. In the Additional Information section, find the Admin Departments field.
4. Select the Department that matches the Office’s Main Department.

Scheduling an Office appointment

Office appointments appear on the Appointment Calendar in white to distinguish them from appointments owned directly by a specific person. After an Office appointment is scheduled, staff can assign it.

Assigning ownership of an Office appointment

Each Office is associated with a Department, and the Assigned Staff options are limited to staff whose User record’s Main Department matches that Office’s Department. To assign ownership, select the Office appointment on the Appointment Calendar and populate the Assigned Staff field with the appropriate staff member. Click Submit to save. Once the appointment is assigned, it will display in green on the Staff member’s calendar.

Note: you can’t change the time of an office appointment; you must cancel it and reschedule.

Reassigning an Office appointment

To reassign an Office appointment, open the existing appointment in the Appointment Calendar and update the Assigned Staff field. When the appointment is reassigned, it displays as Canceled for the originally assigned staff member; however, the appointment remains active for the newly assigned staff member and for the student. For details on cancelling appointments, see Cancelling an appointment on behalf of a Student or Advisor.

The office notification email is not sent during a reassignment.