Scheduling Appointments

Only the OnCourse Team and Superusers/Admins have permission to change student scheduling permissions for a location and service. Submit a technical ticket to add or remove student scheduling for your office or service.

Staff can schedule appointments for students in a variety of ways:

The best ways to schedule and manage appointments in a larger office is to follow the Front Desk Functionality instructions.
To schedule an appointment from the student profile, click Schedule an Appointment from the Options box on the right side of the screen.
To schedule an appointment from the staff home, click Schedule an Appointment from the Quick Links box on the right side of the screen.

Then, follow the Scheduling a General Appointment instructions.

Scheduling a General Appointment

Select Schedule an Appointment from the sidebar. If selecting from the student profile, the student will be pre-populated in the attendees box.
Select the Care Unit, Location, and Service from the filter panel. If the service requires a course or your appointment is course-related, select the Course as well. After that, select Meeting Type from the filter.
Select the organizer for the appointment. After selecting an organizer, a grid showing available dates and times appears. The grid will show all possible appointments based on the availabilities for the Service in the week that corresponds to the date selected in the Select a Date calendar in the filters section.
If you do not choose an appointment length, it will default to 30 minutes. You can also adjust the availabilities shown on the grid by choosing a different option from the Availabilities drop-down menu. Note that if you unlock non-available or conflicted times, this may cause schedule conflicts, and availability information, including links to the zoom room, phone number, and special instructions will not be included and should be added in the comments box by editing the appointment after is it is created. Choosing multiple adjacent times will merge into one appointment the length of all the selected times added together.
If the appointment needs to repeat, choose the frequency of repetition from the Repeat menu (note this is the only method for creating recurring appointments).
Select what reminders need to be sent to who from the Reminders section of the filters. You can send either email or text reminders to the organizer of the appointment, the non-organizers (the attendees and any student support staff who is informed when the student has an appointment, e.g. a coach or main advisor), both, or neither.
Once you have set the appointment details, click Save Appointment to create the appointment. It is added to the organizer’s calendar and a notice is sent to the student’s email from Navigate360.

Scheduling General Events

General Events are a type of appointment that allow users to block their availability within Navigate360 Staff, much as a Busy time on your non-Navigate360 Calendar will. They are not the same as Events. It can also be used to create a general event for multiple users at once that will put a Busy time on their calendar. This is the most useful for partners who do not use Calendar Sync; however, our partners have used General Events for various types of events, such as:

Blocking a staff calendar for internal team meetings

Marking an administrative worker out sick

Blocking workshops or information sessions

Blocking student tutors and other workers during university holidays, as adding a general event to their calendar allows you to block multiple workers at once, even if the student worker forgets to update their availability. (This has generally been replaced by School Wide Events)

All Navigate360 Staff users with a staff type have the ability to add a general event to their calendar by clicking Schedule a General Event in the Quick Links panel.

Changing or Cancelling an Appointment

Click on an appointment in the staff or student calendar, or click on Details on the appointment in the Staff Appointment Queue tab to open the Manage Appointment screen. The information provided includes:  appointment attendees, appointment organizer, date and time, Location, Service, course (if applicable), URL/phone number (if applicable), Care Unit, comments, and type of appointment.

There are several actions available:

Message all or one attendee- Select either All Attendees or an individual’s name. Select Message from the Actions menu to send them a message about the appointment. A dialog opens that lets you choose the format of the message (either email or text), customize the message language, and attach files.
Cancel one attendee- Select an individual's name and choose Cancel in the Actions menu to cancel their attendance for this appointment. A dialog opens to let you select the cancellation reason (required) and add any comments.
Cancel appointment- Click Cancel Appointment in the bottom left to cancel the appointment for everyone. A dialog opens for you to select who to cancel the appointment for, the cancellation reason (required), and to add any comments.
Edit appointment- Click Edit to change one or more parts of this appointment. You are taken to the primary scheduling page to update any portion of the appointment (see Scheduling a General Appointment section).

Using the Appointment Queue

On the Staff Home, staff can see the Appointment Queues Tab, which shows a list of students checked in for their appointments (including virtual check-ins), students in the staff queue, and students in other queues at their location. To see this information, staff need to have availability set up for a location.