KSU Appointments. User s Guide. University Information Technology Services. Training, Outreach, Learning Technologies, & Video Production

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1 KSU Appointments User s Guide University Information Technology Services Training, Outreach, Learning Technologies, & Video Production

2 Copyright 2015 University Information Technology Services Kennesaw State University This document may be downloaded, printed, or copied, for educational use, without further permission of the University Information Technology Services Division (UITS), provided the content is not modified and this statement is not removed. Any use not stated above requires the written consent of the UITS Division. The distribution of a copy of this document via the Internet or other electronic medium without the written permission of the UITS Division is expressly prohibited.

3 Table of Contents Introduction... 4 Learning Objectives... 4 Accessing KSU Appointments... 5 Creating Advisors... 7 Accessing Advisor Information Updating your Schedule Schedule Templates Creating an Appointment Editing an Existing Appointment Canceling Appointments Student Information Searching for Students Adding New Students Additional Help... 34

4 Introduction KSU Appointments is an incredibly easy to use and efficient online scheduling application that allows you to easily schedule and edit appointments. With its intuitive website interface, KSU Appointments provides you with an effective way of managing appointments, reservations, and contact information. Learning Objectives The following topics are covered in this document: Accessing KSU Appointments Creating Advisors Accessing Advisor Information Creating Schedules & Schedule Templates Adding Client/Student Contact Information Creating and modifying appointments Page 4 of 34

5 Accessing KSU Appointments The following explains how to access KSU Appointments. 1. In an internet browser, navigate to the KSU Appointments Log in page at (see Figure 1). Figure 1 The KSU Appointments Log in Page 2. In the Username field, type in your full address (see Figure 2). Figure 2 Address Page 5 of 34

6 3. In the Password field, enter the KSU Appointments log in password that you were provided (see Figure 3). Figure 3 Log In information Note: If you were not provided a password, contact your departments KSU Appointments local administrator. 4. Click on the Sign In button (see Figure 4). Figure 4 - Click on Sign In 5. If this is your first time logging in to the system, you may be prompted to change your temporary password. To do so, enter your new password in the Change Password field (see Figure 5). Figure 5 - Change Password 6. Retype your password in the Retype Password field (see Figure 6). Figure 6 - Retype Password Page 6 of 34

7 7. Click on the Change Password button (see Figure 7). Figure 7 - The Change Password Button 8. Your password has been changed. Press the OK button(see Figure 8). Figure 8 - Click OK 9. You will be taken to the KSU Appointments website (see Figure 9). Figure 9 - KSU Appointments Website Creating Advisors As a location administrator in KSU Appointments, you have the ability to create new advisors within the system. The following explains how to create Advisors in KSU Appointments. 1. Click on the Advisors tab (see Figure 10). Figure 10 - The Advisors Tab Page 7 of 34

8 2. To create a new advisor, click on Add New Advisor (see Figure 11). Figure 11 - Add New Advisor 3. Enter the advisors information in the appropriate General Information fields (see Figure 12). Figure 12 - General Information Fields Note: Only the First Name, Last Name, Screen Name, and Address fields are required. Page 8 of 34

9 4. In the Status field, set the Advisor status to Active (see Figure 13). Figure 13 - Active Status 5. In the Allow Customers to See field, click on the Yes radio button (see Figure 14). Figure 14 - Allow Customer to See 6. In the Access Type field, choose the Location User radio button (see Figure 15). Figure 15 - Set Location User 7. In the Top Menu Access fields, verify that all fields are set to Show (see Figure 16). Figure 16 - Set Fields to Show 8. Select the appropriate campus location in the Advisor Type field (see Figure 17). Figure 17 - Advisor Type Page 9 of 34

10 9. When creating an advisor in the system, you will be prompted to add a temporary password for the user and communicate that they will be prompted to change this password on the first login. To set the Advisor s login information (see Figure 18): 9.1. In the Login field, type in the advisor s KSU (1) Enter the temporary password in the Password field (2) Retype the password in the Retype-Password field (3) Place a check next to the Temporary Password field (4). Figure 18 - Advisor Log In Information 10. In the Appointment Type section, place a check next to the appropriate Appointment Type that the advisor will be offering (see Figure 19). Figure 19 - Majors 11. Select the Days in which that appointment type will be offered by the advisor in the Days Offered field (see Figure 20). Figure 20 - Days Offered Field 12. Click on the Add button located at the bottom of the page (see Figure 21). Page 10 of 34

11 Figure 21 - Click Add 13. You will receive a message stating that the advisor will be added (see Figure 22). Figure 22 - Confirmation Window Accessing Advisor Information In the Advisor page, you are able to access and change your personal information in KSU Appointments. The following explains how to access your Advisor Information page. 1. Click on the Advisors tab (see Figure 23). 2. Click on your Name (see Figure 24). Figure 23 - Advisors Page 11 of 34

12 Figure 24 - Click on Your Name 3. You will be taken to the Advisor Information page. Here you can change your profile information (1), set your schedule (2), create your schedule template (3), or set your days off (4) (see Figure 25). Figure 25 - Advisor Page Updating your Schedule The following explains how to update your schedule in KSU Appointments. Page 12 of 34

13 1. Click on the Advisors tab (see Figure 26). Figure 26 - Advisors 2. Click on your Name (see Figure 27). Figure 27 - Click on Your Name 3. You will be taken to the Advisor Information page. Click on the Schedule link (see Figure 28). Figure 28 - The Schedule Link Page 13 of 34

14 4. You will be taken to the Schedule page. Here you have the option to build a schedule via the Quick Time Slot Creator (1) or the Manual Time Slot Creator (2) (see Figure 29). Figure 29 - The Schedule Page 5. To create a schedule using the Quick Time Slot Creator: 5.1. In the Every dropdown, select the recurrence of your slots (see Figure 30). Figure 30 - The Every Dropdown 5.2. In the Slot Duration dropdown, select the duration of each slot (see Figure 31). Figure 31 - The Slot Duration Dropdown Note: The slot duration should be large enough to accommodate the duration of the appointment type In the Appointments Per Slot field, enter the number of appointments you wish to have per each slot (see Figure 32). Figure 32 - Appointments Per Slot Page 14 of 34

15 5.4. Select the time ranges on the right. Here you can set the first and last time of your appointment schedule for each work day (see Figure 33) Click on Create Slots button (see Figure 34). Figure 33 - Select Your Time Ranges Figure 34 - Click on Create Slots 6. Alternatively, you may create your schedule slots manually using the Manual Time Slot Creator. To begin: 6.1. Set the number of Maximum Appointments per slot in the Max Appts fields by the appropriate time period (see Figure 35). Figure 35 - Set your Maximum Appointments Page 15 of 34

16 6.2. Click on Update (see Figure 36). Figure 36 - Click on Update 6.3. Your appointments per time slot will be updated. Continue modifying your Max Appts per time slot as necessary (see Figure 37). Figure 37 - Max Appts Schedule Templates The following explains how to create Schedule Templates in KSU Appointments: 1. Click on the Advisors tab (see Figure 38). Figure 38 - Advisors Page 16 of 34

17 2. Click on Schedule Templates (see Figure 39). Figure 39 - Schedule Templates 3. In the OR Enter New Template Name field, enter the name of your schedule template (see Figure 40). 4. Click on the Add button (see Figure 41). Figure 40 - Enter New Template Name Figure 41 - Click on Add 5. To set the schedule template for Monday: 5.1. Click on the Select Start Time dropdown located by the first day (see Figure 42). Figure 42 - Select Start Time Page 17 of 34

18 5.2. Select 8:00am from the dropdown menu (see Figure 43). Figure 43 - Select 8:00am 5.3. Click on the Select End Time dropdown (see Figure 44). Figure 44 - Select End Time 5.4. Click on 9:00am from the dropdown menu (see Figure 45). Figure 45 - Select 9:00am Page 18 of 34

19 5.5. Verify that the Max Appts field is set to 1 (see Figure 46) Click on Add (see Figure 47). Figure 46 - Max Appts Figure 47 - Click Add 5.7. An additional timeslot for Monday will appear. Click on the Select Start Time dropdown located by the second Monday timeslot (see Figure 48). Figure 48 - Select Start Time Page 19 of 34

20 5.8. Select 9:00am from the dropdown menu (see Figure 49). Figure 49 - Select 9:00am 5.9. Click on the Select End Time dropdown (see Figure 50) Click on 10:00am (see Figure 51). Figure 50 - Select End Time Figure 51 - Select 10:00am Page 20 of 34

21 5.11. Verify that the Max Appts field is set to 1 (see Figure 52) Click the Add button (see Figure 53). Figure 52 - Max Appts Figure 53 - Click Add Repeat steps for the remaining timeslots, substituting each Start Time and End Time for the appropriate sequential time (10am, 11am, 12pm, etc) (see Figure 54). Figure 54 - Fill out the remaining slots Page 21 of 34

22 6. You have completed adding schedule templates for Monday. Repeat Steps for the remaining days (Tuesday-Friday) (see Figure 55). Figure 55 - Completed Schedule Template Creating an Appointment Students will be able to log into KSU Appointments and create their own appointments with an advisor. Advisors also have the ability to create appointments should the need arise. The following explains how to create an appointment in KSU Appointments. Please note that you should only create an appointment for students in the event that he/she is unable to utilize the online appointment scheduling system. 1. Click on the Appointments tab (see Figure 56). Figure 56 - Appointments tab 2. Click on the Appointment Slot that you wish to add your appointment to (see Figure 57). Figure 57 - Appointment Slot Page 22 of 34

23 3. The Add Appointment window will open. To begin, select the name of the student in the Select Student dropdown (1). If your student is not currently in the contact list, you may enter the student s information in the fields below (2) (see Figure 58). Figure 58 - Student Information 4. In the With dropdown, select the advisor in which the appointment will be assigned to (see Figure 59). Figure 59 - Setting Advisor 5. Select the student s Major from the Major dropdown (see Figure 60). Figure 60 - Select Major Page 23 of 34

24 6. Select the type of Appointment in the Appointment Types dropdown (see Figure 61). Figure 61 - Appointment Type 7. Your date will be populated based on the appointment slot that you have selected in Step 2. You can change the time in the Date & Time fields as needed (see Figure 62). Figure 62 - Appointment Time 8. Select the appointment status in the Appointment Status window (see Figure 63). Figure 63 - Appointment Status Page 24 of 34

25 9. If you need to include special instructions for the student, use the Special Instructions for Student field (see Figure 64). Figure 64 - Special Instructions 10. For notes about the appointment, use the Appointment Notes field (see Figure 65). Figure 65 - Appointment Notes 11. If you wish to send appointment confirmation to the student, place a check by the Send appointment to student checkbox (see Figure 66). Figure 66 - Send Appointment Page 25 of 34

26 12. Click on the Finalize Appointment button (see Figure 67). Figure 67 - Finalize Appointment 13. You will be taken to an Appointment confirmation screen (see Figure 68). Figure 68 - Appointment Confirmation Editing an Existing Appointment You may edit existing appointment in the event that appointment has changed. The following explains how to edit an existing appointment in KSU Appointments. 1. Click on the appointment that you wish to edit (see Figure 69). Figure 69 - Select the Appointment 2. The appointment will open in a new window. Make the desired changes to the appointment (see Figure 70). Figure 70 - Edit the Appointment Page 26 of 34

27 3. Click on the Update button when you have completed your edits (see Figure 71). Figure 71 - Click on Update Canceling Appointments The following explains how to cancel appointments in KSU Appointments. 1. Click on the appointment that you wish to edit (see Figure 72). Figure 72 - Click on the Appointment 2. The appointment will open in a new window. To cancel the appointment, click on the Cancel Appointment button (see Figure 73). Figure 73- Click on Cancel Appointment Page 27 of 34

28 Running Appointment Reports KSU Appointments also provides users the ability to run reports on your appointments. Through this feature, you can view your various appointment types, statuses, as well as other information within a specified time period. The following explains how to run Appointment reports in KSU Appointments. 1. Click on the Reports tab (see Figure 74). Figure 74 - Click on the Reports Tab 2. You will be taken to the Appointment Reports page. To begin, select the appropriate type of appointments to filter by in the Filter as section. You have the option as filtering by the Appointment Date or the Creation Date (see Figure 75). Figure 75 - Filter as 3. Select your date range for the report in the Dates dropdowns (see Figure 76). Figure 76 - Dates Dropdown 4. Select the appropriate Appointment type in the Major dropdown (see Figure 77). Figure 77 - Major Dropdown 5. Select the advisor that you wish to filter your report by in the Advisor dropdown (see Figure 78). Figure 78 - Advisor Dropdown 6. Select the campus location in the Advisor Types field (see Figure 79). Figure 79 - Advisor Types Page 28 of 34

29 7. Select the student you wish to filter your report by in the Student dropdown (see Figure 80). Figure 80 - Student Dropdown 8. Select your preferred Appointment Status in the Appointment Status field (see Figure 81). Figure 81 - Appointment Status 9. Select your preferred filters to include in the report in the Include in Report field (see Figure 82). Figure 82 - Include in Report 10. Select how you wish to sort your results in the Sort By dropdown (see Figure 83). Figure 83 - Sort By 11. If you wish to include a Report Header, select your preferred header in the Header for Report dropdown (see Figure 84). Figure 84 - Header for Report Page 29 of 34

30 12. Select your preferred view option to view your report in the View Options field (see Figure 85). Figure 85 - View Options 13. If you wish to save your report, enter a report name in the Report Name field (see Figure 86). Figure 86 Naming the Report 14. If you wish to run the report, click on the Run Report button. Alternatively, you may click on the Save and Run Report button if you wish to save the report (see Figure 87). Figure 87 - Running the Report Student Information The following explains how to perform searches for students and view student profile information and appointment history in KSU Appointments. Searching for Students 1. Click on the Students tab (see Figure 88). Figure 88 - Click on Students Page 30 of 34

31 2. The Student Search window will appear. To begin your search, select the appropriate advising center in the Center dropdown (see Figure 89). Figure 89 - Advising Center 3. Select the appropriate Search By criteria in the Search By dropdown (see Figure 90). Figure 90 - Search By Dropdown 4. Enter the search text in the Search Text field (see Figure 91). Figure 91 - Search Text 5. In the Sort By field, select the field that you wish to sort your results by (see Figure 92). Figure 92 - Sort By Page 31 of 34

32 6. Click on the Search button (see Figure 93). Figure 93 - Click on Search 7. Your search results will appear. To view the student s profile information and appointment history, click on the name of the student who you wish to view details for (see Figure 94). Figure 94 - Click on the Student Name 8. The Student Profile window will appear. Here you may edit student information (1), add notes about the student (2), or view the student s appointment history (3) (see Figure 95). Figure 95 - Student Information Page 32 of 34

33 Adding New Students Students will be able to access the KSU Appointments page utilizing their NetID. However, you may still add students into the system if necessary. The following explains how to add students into KSU Appointments. 1. Click on the Students tab (see Figure 96). Figure 96 - The Students Tab 2. Click on the Add New Student link under Students (see Figure 97). Figure 97 Add New Student 3. Add the appropriate student information in the fields (see Figure 98). Figure 98 - Add Student Information Page 33 of 34

34 4. Click on the Add button (see Figure 99). Figure 99 - Click on Add 5. Your student will be added into the system and you will receive a Student has been added confirmation message (see Figure 100). Figure The Student has been added Additional Help For additional help, please contact the KSU Service Desk in either of the following ways: Phone: You can learn more about the KSU Service Desk by visiting their website: Page 34 of 34

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