CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Automating Your Student Appointments Raul and Mona

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Session starters Please silence all cell phones Please hold questions for question breaks Please state your name and organization when asking a question PowerPoints and handouts are available at Sit back, relax and let’s have some fun!

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Overview Create Appointment Types Create Administrator Availability Viewing/Booking Appointments as Administrator Viewing/Booking Appointments as a Student Syncing Appointments

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Appointment Types Tools > Setup > Appointments

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Appointment Types Title: What will this appointment cover? This also becomes the subject of the observation note

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Appointment Types Appointment Duration – How long will the appointment last?

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Appointment Types Appointment Duration (Displayed to Student) This is the time the student will actually see.

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Appointment Types Lead Period – This is the amount of time before the appointment that the student will see this slot as available.

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Appointment Types Freeze Period – This is the amount of time before the appointment where the student can no longer cancel or reschedule the appointment.

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Appointment Types Sign-up Limit – This is tied to the Sign-up Limit Period. Determines the number of appointments a student can schedule for this reason.

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Appointment Types Sign-up Limit Period – This is tied to the Sign-up Limit. It is the number of days before a student can schedule an appointment for a given reason after hitting the Sign-up Limit.

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Appointment Types From Address – This is the address that the reminder/confirmation/ cancellation will come from.

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Appointment Types Lag Days – This is the number of days before the appointment date that reminder will be sent to the student.

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Appointment Types Slot Display Memo: – The text written here will display as notes at the top of the page above the available appointments the student sees.

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Appointment Types Confirmation Memo: – This is the confirmation message the student sees once an appointment is selected.

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Questions?

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Administrator Availability Indicate when you’re available for appointments What type of appointments you’re available for Go to My Profile>Availability tab

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Administrator Availability Day of Week: What day are you available? Build Slots by Day of Week: You’re available for this appointment every Monday at the same time Build Slots by Individual Day: You’re available for this appointment on this Monday only

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Administrator Availability Appointment Type: What type of appointment are you available for? Setting availability for different appointment types must be set up individually

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Administrator Availability Appointment Duration: Lets you know what the set duration and the duration displayed is to students for this particular appointment type. This will help determine how many appointments you’re able to take during the allotted time

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Administrator Availability Block Start and Block End: Set the start and end time that you’re available for this appointment on this day.

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Administrator Availability Hide From Student View: Should students be able to see this appointment availability? If selected, this appointment availability will not be visible to students Appointment must be booked by admin

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Administrator Availability Hide My Name: Should students be able to see the counselor’s name? If selected, students cannot see the counselor’s name for this appointment

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Creating Administrator Availability Description: This text will appear next to the appointment and will also be included in confirmation . Include your office location or brief description of appointment

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Viewing Appointments as Administrator Option 1: Go to My Profile and click View Appointment Calendar There are two ways Admin’s can view appointments.

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Viewing Appointments as Administrator Booked appointments appear in red Open slots appear in yellow Regular calendar will show booked appointments only

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Viewing Appointments as Administrator Option 2: Go To My Profile>View Activity>Appointment tab

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Viewing Appointments as Administrator Under Appointment tab you can: -Indicate if student was a No Show -Create Observation Note

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Booking Appointments as Administrator Go to student’s profile and click on Make Appointment

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Booking Appointments as Administrator Select Appointment Type and Time Slot Confirm or Cancel

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Questions?

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Booking Appointments as a Student Under I want to… Click Make Appointment

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Booking Appointments as a Student Select Appointment Type and Time Slot Confirm or Cancel

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Viewing Appointments as a Student Students can view appointments two ways Option 1: View My Activity>Appointment tab

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Viewing Appointments as a Student Option 2: Appointments appear in calendar

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Syncing Options These options allow you to sync your appointments (and events) to your client. – Google Sync – Outlook Sync ($)

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Syncing Options My Profile > Calendar Syncing

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Questions?

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Thank you for attending! If you have any additional questions, please contact the Support Team or your CRM. What’s next? Evening event – Abel’s on the Lake! 6:00 pm Join us at Abel’s on the Lake for drinks, dinner and a live karaoke band! Meet us in the Sheraton lobby at 5:45pm for free shuttle transportation to the event. Sponsored in part by: