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Appointments

I would like to offer Virtual appointments for part of the day (e.g., morning/early afternoon) and In-Person appointments for another part of the day (e.g., evening). Can I set that up?


Yes, you can absolutely achieve this. Create separate time slots for each appointment type:{{@54}}

    Use the "Virtual" slot appointment type for the morning or early afternoon hours. Use the "In-Person" slot appointment type for the evening hours.

     

    A participant accidentally booked an In-Person appointment but needs a Virtual one. How can we change the appointment type?


    You can easily swap the appointment format without having to cancel and rebook the entire slot. This ensures the participant keeps their original time while updating the meeting instructions.

    Option 1: The Participant (Self-Service)

    If the scheduling window is still open, the parent can make this change themselves from any device:

      Log in to the Online Scheduler.

      Go to the My Appointments page (found in the sidebar on desktop or the three-bar menu on mobile).

      Locate the specific appointment and click Edit.

      Use the dropdown menu to change the Appointment Type from "In-Person" to "Virtual" (or vice versa).

      Click Ok.

      Option 2: The Administrator (Direct Edit)

      As an admin, you can override this directly from the management console:

        From the Admin UI, open the specific event.

        Go to the Appointments tab and locate the teacher (resource) and the time slot in question.

        Select the Booked Appointment, then select the Edit Appointment button.

        Locate the Appointment Type field and select the new format.

        Click Ok to update the record.

        I want to change all booked appointments from In-Person to Virtual (or vice versa). How can I do this?


        If your meeting format changes for the entire day or a specific time block, the most efficient way to perform a "bulk transition" is by using the Slot Updater; you don't have to edit individual registrations one by one.

        In the Admin UI:

          Open the event. On the Event Management page, select the date on the Calendar where you are going to update slots. Click Slots / Update Slots. In the Slot Updater pop-up:
            Set the desired time range. Choose the new Appointment type from the drop-down. Click OK. A confirmation message will appear, informing you how many existing appointments will be updated. Click OK to proceed. All affected appointments will be updated to the new type.

            I have a current event set on the site, but the date needs to be changed. Is there a way to update the date, but keep the existing appointments?


            Yes, you can move your entire schedule - including the existing appointments - to a new date without losing any data. 

            Moving Slots and Appointments to a New Date

            To shift your schedule to a different day, follow these steps:

            1. Access the Move Tool

              In the Admin UI, open the event.

              On the calendar located on the left-hand side, click the original date that currently contains your slots.

              Click the Slots > Move Slots button.

              2. Set the Destination

                A window will appear asking where you want to move the slots. Select the new date from the calendar picker.

                Notifications: You will be given the option to automatically send an email notifying all participants that their appointment has been moved to the new date.

                3. Update the Event Configuration

                Moving the slots updates the calendar, but it does not automatically update the descriptive labels for your event.

                  Navigate to the Event/Preview page.

                  Manually update the Date field to reflect the new schedule. This ensures that the correct date appears on the landing page and in the parent-facing view.

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