Front Desk Functionality

There are many ways for staff to schedule appointments with assigned students on their home page. Front desk staff, who are not assigned to students, have access to additional functionality to schedule appointments or time on behalf of students, student-facing staff, and offices.

Appointment Center

Opening the Appointment Center

Note: Student-facing staff will only be listed in the Appointment Center if they have Availability set up for that location. To remove staff from the appointment center, staff or managers can remove their availability for that location.

The Appointment Center lets staff manage appointments at an individual location. To open Appointment Center, click the app switcher (icon of nine small boxes at top between the Connect with Support Team and Accessibility icons) and select Appointment Center. You can also open Additional Modes at the bottom right of the screen and select Appointment Center. This feature is primarily used by staff, especially front-desk workers or others who help to manage appointment scheduling at a specific location. Staff members will need to set up their calendar sync and availability to make Appointment Center's features useful.

Once you open Appointment Center, select a location from the list.

Your Location Appointment Center Page

Choosing a location opens the Scheduling Grid for that location. This grid can be narrowed down by Care Unit, Service, Course, Staff Member, Meeting Type, and Date/Time. While you cannot change the default hours from 8 am to 5 pm, but you can adjust the scheduling grid hours by changing the Start Time and End Time in the filters.

Appointment Center also has a Location Switcher. When users need to change their Appointment Center location, they use the filter at the top of the main page and select a new Location from the dropdown. Once selected, Appointment Center reloads as the new Location.

A user can have two separate Appointment Center locations loaded in two separate tabs and Navigate360 should work correctly in both. Note that only Locations the user has permission to access are shown in the dropdown.

Staff, Service and Course filters interact in an intuitive way in Appointment Center. Any time you add or remove a selection in one of these three filters, the options available in the other filters will be narrowed or widened based on that selection.

The Appointment Center has a calendar interface where available time for appointments are shown as white blocks and unavailable times as grey blocks. Staff members who only have campaign availability do not appear in the Appointment Center.

If you click the Vertical Orientation button on the top right of the screen, you will be able to change the orientation of the staff and times if you would prefer one to be the column header over the other.

Additionally, by clicking the Service Name button, you can choose to see appointments based on attendees or by the service the attendees are scheduled under.

Scheduling Grid

It is possible to filter who appears on the grid by using the Scheduling Grid dropdown filter, letting you see drop-in appointments and scheduled appointments. 

You can also schedule appointments from the page by clicking on an open slot on the scheduling grid.

Once you select a slot, a dialog opens, letting you set the details of the appointment. Please be sure to include the following appointment details:

Service
Student
Date, time & duration
Comments (if applicable)

Drop-In Appointments Page 

Staff workers often need to view today’s appointments. Using the Drop-In Appointments page, you can view all of the drop-ins for the current day and take action from the list. Find this screen by clicking the drop-down above the filters at the top part of the main Appointment Center page.

Actions that can be taken from any queue include:

Send Message to Attendee (Student)
Move to Top (of queue)
Remove (from queue)

Scheduled Appointments List Page

The Scheduled Appointment List page in Appointment Center lets you view all of the appointments for the current day and take action from the list.

Actions users can take on appointments include:

Send Message to Attendee (Student)

Send Message to Organizer(s)

View Appointment Details

Check In

Check Out

Mark No-Show

Cancel Appointments

When choosing multiple appointments, actions are limited to sending messages and canceling appointments. This gives staff the ability to cancel all appointments for a given day in a particular location.

Staff also have the ability to select any date and see appointments on the selected day.

Scheduling Appointments from the Appointment Center

To schedule an appointment in Appointment Center, front desk staff will click an open slot on the Scheduling Grid with the staff person the student will be meeting with and the Create An Appointment box will open:

Front desk staff will select a Service. The Organizer will already be populated with the staff member for the slot clicked and cannot be changed (the Organizer will always be the staff person the student will be meeting with).
Staff will add a student to the appointment by entering the student's EMPLID or name.# and selecting them from the dropdown menu.
Choose a time and length for the appointment from the When field. Enter comments if needed.
Finally, set options. This lets the worker check a student in manually and send out email and text reminders to organizer and non-organizer attendees.
Select Create Appointment to create the appointment. The Organizer will be listed as the staff member the student is meeting with, not the front-desk worker.

Changing or Cancelling an Appointment in the Appointment Center

Front desk staff can move, change, or cancel an appointment directly in the Appointment Center. This allows them to see all student-facing staff availability and easily switch appointments from one staff person to another or otherview use a visual flow for changing appointments.

To edit an appointment, tap or click the appointment block to see time, organizer, and student details. This brings up the Manage Appointment box. In the Appointment Center, if an appointment has not yet occurred, front desk staff can follow the Changing or Cancelling and Appointment instructions to message attendees, or change or cancel an appointment. In addition to these options, front desk staff can also:

Move an Appointment- opens the Appointment Center again, with a yellow bar at the top of the daily schedule view, allowing staff to choose a new time and/or staff person to move the appointment to. Click cancel on the yellow bar to cancel moving the appointment.
Check in an Appointment- allows front desk staff to check in a student who has arrived for their appointment, letting the student-facing staff person know that their appointment has arrived.