The Student Scheduling Adjustor allows admin users to set when students are able to self schedule and/or make requests. You can make these adjustments for every week day. For each week day, you can adjust scheduling options. In this article, you will learn how to:
- Activate Self Scheduling and Requesting Permissions
- Activate Self Scheduling/Requesting All Day Long
- Deactivate Self Scheduling/Requesting All Day Long
- Activate Self Scheduling/Requesting Between Certain Times
- What the First & Last Day Selections Mean
How to Activate Self Scheduling/Requesting
All students have permission to request appointments by default. The Student Scheduling Adjustor will allow you to set when students can request appointments or self-schedule.
To enable self-scheduling permissions, go to the Students page, and use the bulk edit option. On the students page, select Find Students By, and choose a Graduation Year (see underlined in the image below). This will get you a list of all students in that graduation year. Or, choose All to get a list of all students in your school.
Select the Bulk Edit button, and in the Can Schedule Self selection, choose an option. Choose Yes to give students permission to self schedule. Check the box next to Name to select all students (see circled in the image below). Click Save, and all students permissions will be updated.
You can use bulk edit to give specific students self-schedule selecting Yes, checking the box next to an individual student's name (see circled in the image below), and then clicking Save. You can also choose Actions > Edit Student to give a student self-schedule permission.
Once you have set which students can self schedule or request, you can use the Student Scheduling Adjustor. The Student Scheduling Adjustor will allow you to set when the students can self-schedule or request.
Activate Self Scheduling/Requesting All Day Long
To get to the Student Scheduling Adjustor, go to Configuration in the Navigation. Then, select Student Settings. There you will see a link to go to the Student Scheduling Adjustor.
By default, this page will be set to allow self-scheduling/requests all day, and students will be able to create appointments for 7 days from the current day.
When scheduling/requesting is activated all day, this means that students will be able to schedule or make requests from 12:00am to 11:59pm on that day.
If you want to activate scheduling all day, go to that day of the week and select Activated All Day Long. Please note that whatever settings you choose for one day, they will carry into the next day.
Now you have set that you want to allow a student to make requests or schedule all day. But on that day, how far into the future should they be able to schedule or make requests?
- For example, looking at the image below, on Mondays the first day a student can schedule/request is on Monday, and the last day they can schedule/request is also on Monday. This means that on Mondays students can self-schedule/request all day, but only for the current day. They can't make appointments for the next day or any days in the future.
- Below is an example of what this would look like in a calendar view. The green represents the day student can create appointments for. In this case, that day and the current day are both the same - Monday.
Note the next section What should happen to the self scheduling status at midnight on Monday? This dropdown allows you to set what the status will be at 12AM on the current day. For example, if on Sunday self scheduling was active all day long, and on Monday you selected 'No Change from Prior Day', self scheduling would be active at 12 AM Monday morning. You could also choose to make the status Active, or Deactivated.
Another scenario would be that on Mondays, you want to allow a student to request or self schedule all day, for the whole school week.
- You would choose to activate scheduling/requesting all day long. The first day the student could self schedule would be On Monday, and the last day would be the On Friday.
- Here is an example of what this would look like in a calendar view. The green represents the days the student can create appointments for. In this case the current day is Monday, and on Monday the student can schedule appointments for Monday through Friday.
There are a variety of combinations you can set here, depending on what your school wants to do. To learn more, jump to What the First & Last Day Selections Mean.
Deactivate Self Scheduling/Requesting All Day Long
There may be certain days of the week where you don't want to allow students to self-schedule or make requests. In this case, on the Student Scheduling Adjustor page, go to the day of the week you want to deactivate and select Deactivated All Day Long. This will deactivate the ability for students to self schedule or make requests on that day from 12:00am to 11:59pm.
Activate Self Scheduling/Requesting Between Certain Times
For each day of the week, you can choose to set certain windows of times when students can self-schedule.
- On the Student Scheduling Adjustor page, go to the day of the week where you want to set up this time slot, and select Activated Between. Then, click in the label for Activate At, and Deactivate At, to set up the hour and minute you want self-scheduling or requesting to start and end at.
- In the example above, every Wednesday students would be able to self-schedule or make requests from 8:00am until 10:00am. But then, you can still control how far out they can schedule. In the example below, students can self schedule from 8:00am-10:00am, creating appointments for the current day until the following Wednesday, so one week.
- Here is an example of what that would look like on a calendar. From 8:00am to 10:00am every Wednesday, students can use self-schedule/requests to create appointments for Wednesday up until the next Wednesday.
In one more example, a school has activated self-scheduling and requesting all day on a Wednesday. This means that on Thursday, it is already active, unless the school has deactivated it all day. Some schools may want to actually close the window of self-scheduling for a certain period of time.
- In the example below, self-scheduling and requesting is set to Deactivate At 4:00 pm, and then re-activate again at 4:30pm. This means that from 4:00-4:30 pm, students will not be able to self-schedule.
What the First & Last Day Selections Mean
Here is a guide to understanding the options for choosing the first day and last day students can self-schedule/request.
The first and last days selections are set up so that you can create a sort of sliding window of when students can self-schedule/request, based on the current day.
- Let's use the image below as an example. On Monday, self-scheduling is Activated All Day Long. When it's a Monday, the first day students can self-schedule is On Monday, and the last day students can self-schedule is On Monday. This means that they have permission to self-schedule all day Monday, but they can only schedule themselves for or request appointments on Monday in the current week.
- If you changed the first day selection to On Tuesday, and the last day selection to On Friday, this would mean that students can self-schedule all day on Monday, and can schedule themselves for appointments on Tuesday through Friday.
- Here is an example of what this would look like on a calendar. The light grey square represents the current day, and the green represents the days a student can create appointments for.
This allows you to set up sliding windows of time when students can self-schedule. For each day of the week, you can set a first day and last day selection that controls what days the students can schedule appointments to. On Monday, On Tuesday, On Wednesday, On Thursday, and On Friday, all would refer to days during the current week.
The Following Monday, Following Tuesday, Following Wednesday etc. refer to days in the next week.
- For example, in the image below, students have permission to self-schedule all day long on Wednesday. But, they can only schedule for appointments on the Following Monday, to the Following Friday. Essentially on Wednesdays they can only schedule themselves to or request appointments for the next week.
- See the calendar image below as an example. The light grey square represents the current day, the green represents the days students can create appointments for.
Similarly, each first and last day selection reflect days in the future. The 2nd Monday, 2nd Tuesday, etc. refer to the weekday two weeks out from the current day. The 3rd Monday, 3rd Tuesday, etc., refer to the weekday three weeks out from the current day.
- See the calendar image below for an example. The light grey square represents the current day. The green represents days that are the '2nd Monday, 2nd Tuesday etc. and the orange represents weekdays that are the '3rd Monday, 3rd Tuesday, etc.'
Your other options are to allow a student to schedule 30 days out, 60, 90, 120, or 150 days out. Keep in mind these are based off of the current day, and the first day selection.
- So if you have 30 days out for the first day selection and 60 days out for the last day selection, this would mean that students could only self-schedule to appointments 30 days in the future, and 30 days from there.