Tech Tip Tuesday Recap for 06/08/21: Appointment Configurations
10 June 2021
TECH TALK TUESDAY
Engineerica Systems is pleased to present Accudemia Tech Tip Tuesday. On Tuesdays at 1 pm EST, Accudemia clients can join a session to learn about a quick, useful topic from one of our Support Specialists. Each Thursday we’ll follow up Tech Tip Tuesday with a blog recapping that week’s topic. If you’re an Accudemia client and would like to join us for the next session, just visit https://www.engineerica.com/accudemia-weekly-sessions/.
Appointments are one of the most utilized features of Accudemia. While they can be intimidating to set up, we know so many clients whose operations have been greatly simplified and whose students have benefited from setting up appointments in Accudemia.
To make it a little easier, we’re breaking up the crucial components of this process into several different Tech Tip Tuesday sessions, starting with the configuration of appointment settings. This week’s session was hosted by our Software Support Specialist Jorge Rodriguez, who showed attendees how to access the appointment settings, what they mean, and some important tips for users.
- To access the settings from the main page, users should navigate to Administration -> Control Panel -> Appointments.
- Before going to the Appointment Settings page, users will be asked to select the scope, which is the location where these settings will take effect. The settings can be scoped to individual centers, or to the entire account. Settings for the entire account will override any contradictory settings for individual centers.
- Selecting the option “Use Student Enrollment” limits students to only make appointments for their own enrolled courses.
- Users have the option to set a default service, which can make sign-in easier for students if there is a service that most of your center’s sign-ins are associated with.
- The Appointment Settings includes rules, which can mimic the rules or policies of your center. They determine things like how far in advance appointments can be made or canceled, the maximum number of appointments per week, the maximum hours of appointments per week (for both the tutors and the students), and how many no-shows are permissible in a given amount of time.
- Make sure you set how early and late students can sign in for their visit to count towards their appointment. If those boxes are not checked and no time is entered, the student will need to sign in at exactly the start time of the appointment for it to count and for them to not be marked as a no-show.
- The Appointment Settings page is also where you’ll set the templates for appointment notifications, which can confirm appointments for students and tutors. These notifications are usually sent via email, but you can configure them to be sent by text as well.
- A lot of centers are offering both in-person and virtual sessions, but have noticed there is only one confirmation template available per location. Not to worry! A special code can be inserted into your template to differentiate appointments that are in-person or virtual.
- This is also where you can customize instructions for making appointments, including images and video if you wish. This can be a good place to list your center’s policies or code of conduct as well.
- One other thing we pointed out during this session is that each tutor can have a unique link that can be sent to students to make appointments directly with that tutor, rather than having to choose them during the normal appointment-making process. This is actually set at the tutor’s profile, not in the Appointment Settings.
We hope that this helps take some of the mystery out of the process of setting up appointments in Accudemia. Please join us next week, when we will continue our discussion on appointments and show you the process of setting them up from a student’s perspective.