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Allow Teachers to Pre-Book Appointments

Allow Teachers to Pre-Book Appointments

TheBy defaultdefault, Administrativeteachers have Appointment Viewer access foronly — they can view their schedule but not make changes. Upgrading them to Resource Administrator/Appointment Maker access lets them book appointments on behalf of parents, before the scheduler opens to parents.

How to Upgrade Teacher Access

    Go to Global Setup / Contacts. Click Show Advanced Options. Click Modify Access Level. In the pop-up, select Appointment Maker as the new access level, then click OK.

    All teachers iscurrently set to Appointment Viewer accesswill only.be Youupgraded can,to however,Appointment provideMaker, allgaining yourthe teachers with Resource Administrative access. This would then allow your teachersability to book appointments on behalf of parents prior to opening up the scheduler to parents.

    To upgrade the teacher access, you would go to the Global Setup / Contacts page. Select Show Advanced options and click on the Modify Access Level button. On the pop-up, select the Appointment maker access level as a new level for the teachers, and click Ok. Then all the teachers with Appointment Viewer access level will be updated to Appointment Maker, and will be able to book appointments for parents.

    Each teacher will also have access to manage their own schedule. 

    Booking Appointments in the Administrative User Interface (Admin UI)

    UI

    Booking an appointment through the CUI will(parent-facing notscheduler) allowrespects youall to override anystandard restrictions youand maylimits. haveTo established.override Forthose restrictions — for example, ifgiving thea parent requires extra time with a teacher,teacher you will need to use the Admin UI to— book the appointment.appointment Whenmanually makingthrough the Admin UI instead.

    For the PTA product, every appointment must have both a student and a parent associated with it.

    How to Book an appointmentAppointment

    from the Admin UI, you must select both the parent and the student.
      1. Select the Appointments tab and use the calendar on the left to select the correct day.
    Click onSelect the teacher name on the right-hand side, and then locate the slot you want to fill. Click on the green plus sign (+).   Select the student:
    • For the PTA product, you will want to have bothIf the student name and the parent name associated with an appointment.
      The students of the teacher you have selected will be displayed for you. If you do not see the studentappears in the list, select them directly. If not, uncheck the box "studentsStudents of [Teacher Name"Name]" and search for the student by name. SelectClick the student from the list on the right, and click on the Ok button.  OK.
        If a parent is found for the student, you will see theThe parent's name listed.will display automatically if one is associated with the student. If multiple parents are found, you can select the correct one from the parent pull-down. 
          The appointmentsappointment box shouldwill now listshow both the student's name and the parent's name. names.

          Select the classcorrect class, if there is more than one classoption option,is andavailable, then pressclick theOK. Ok button. 

          If the appointment has a red borderborder: aroundClick it, click on the appointmentit to checkview the error message that is to the left below the calendar. CancelClick the appointment with the Cancel Appointment buttonto ifremove you made a mistake,it, or select the Confirm Appointment button to force the appointmentbooking and removeclear the red highlighting.

          Other Appointment Options

          OnClick any existing appointment, then open the Appointments page, you can click on an existing appointment. Then click on the Appointments button at the top - you will see a drop-down menu.to access:

          Select

          this,
          and you willOption haveWhat theit followingdoes options:

          Confirm Appointment  - this will be enabled if you have clicked onConfirms a redflagged (red) problem appointment and will allowCancel youAppointment to confirmCancels the problemappointment, appointment. 

          Cancel Appointment - will allow you to cancelwith the appointmentoption and optionallyto send a cancellation email.

          email

          Edit Appointment - will allow you to edit the appointment details for an appointment. For example, if you were prompting your parents for additionalEdits appointment-specific information,details you(e.g., wouldcustom beinfo ablecollected tofrom editparents) it here.

          Change Time - will allow you to moveMoves the appointment to a new time.time

          Send Reminder - will sendSends a reminder email to the parent.parent

          Customer Info - will bring upOpens the Contact Information dialog box for the parent.parent

          Adding a New Student/Parent

          To

          Step add1: a student, you can doAdd the following:

          Student
          1. Go intoto the Contacts section of the Admin UI..
          2. Search first for the student by name.
          3. If you do not find the student, thenfound, click on the Add >→ Student....
          button and fillFill in the fields on the Add New Student form. You only need to fill in the Student First Name and Student Last Name.Name (the only required fields). Click on the Add button..

          You will

          Step also2: need to add inAdd the parent, so the parent can book appointments.

          Parent
          1. Search for the parent by name.
          2. If you do not find the parent, thenfound, click on the Add >→ Parent....
          buttonFill in First Name, Last Name, ParentID, and fill in the fields on the Add New Parent form. You will need to fill in the First Name, Last Name, ParentID, Email Address. and ParentID. Click on the Add button..

          Step 3: Connect the Student withto the Parent

          1. Search again for the Studentstudent by name.name again.
          2. Click onSelect the Student (on the left-hand side) andstudent, then click onselect the small Parent-Students Map tabtab.

            Under

              Parent When you select a student (the contact has a StudentID)List, under the Parent List, you willyou'll only see theparents names of any parentsalready associated with thethis student.
              1. To connect a parent, clickClick the green "Add"Add button under Parent List.
              In the Parents List section. The Select Person dialogdialog, boxchoose willthe appearcorrect withparent afrom the list of contacts who are without thea StudentIDStudent value. Select the parent andID, then click the Add button and the contact will be added to the parent list. .

              Step 4: Enroll the Student in Classes

              1. Go to the Class Editor section..
              2. Click onSelect the Teacher Name, andteacher, then the Class.class.
              3. In the white entry box above the student rosterroster, ontype the right-handstudent's side,name enterusing your studentaccount's name format (Last, First or First Last).

              Not sure which format your account uses? Check how other students are listed in the correctsame formatclass forroster.

              your
              account
              (eitherPress LastEnter Name, First Name or First Name Last Name). Whenwhen the system finds a match,match. press Enter. Repeat for each class the student belongsshould to.be Toenrolled determine the format your account is using, see how the other students in the class are displayed.in.
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