To schedule a student for repeating appointments, be able to select an appointment type, and have more scheduling options overall you will want to use the Advanced Appointments page.
This article will walk you through the scheduling steps on this page. If you want to learn something specific, jump to:
- Select a Department and Course
- Add Appointment Info
- Using the Courses & Grades Section
- Save & Close, or Save & Continue
- Scheduling Collisions
To start, go to Appointments in the navigation. Find the student you want to schedule, when you want to schedule them, and select Create Appointment. Under Other Options, choose Advanced Appointments.
Select A Department and Course
First, you will see a section that allows you to select a department. The circle next to each department name shows how many courses there are in each department. When you click a department, the list of available courses will drop down. Each course will be displayed with the course name, and the current number of available seats. Select the course you want to schedule. See an example of a selected course, highlighted in green in the image below.
If you want to view only adjusted offerings, select that toggle switch so that it is 'on'. If you want to view courses that are unavailable, or have 0 seats, select that toggle switch so that it is 'off'. (See these options circled in the image above.) A staffer may have 0 seats available, but you may still schedule to them if you are a site admin, or if you are scheduling to your own course. Learn more about this in the next section.
Add Appointment Info
Once you have selected a department and course, you can set up your appointment information.
1. Select the appointment type. The default appointment type for whatever course you selected will automatically be selected as the appointment type, but you are able to change it, unless it is an adjusted offering that has the ability to change its appointment type disabled.
2. Choose the period, or periods, that you want to schedule the student during. To select more than one period, just click the period name. To remove the period, click it again.
3. Choose the date and weekday this appointment will occur on. You can create an appointment for a single date by leaving the start and end date the same. Or, you can create a date range if you want the appointment to repeat. Once you have selected your start and end date, choose the weekdays you want the appointments to repeat on. Click on a weekday again to de-select it.
In the example below, there is a date range of 1 month, and the appointments will repeat every Wednesday.
4. Add a comment by typing in the comment box if you would like.
5. You will be able to check the option to 'Auto Increase Seat Count' if you are scheduling the student to one of your courses, or if you are an admin user. This is useful if the course you have selected has 0 seats.
6. If you want to prevent other teachers from changing this appointment, select 'Lock Appointment'. The only users who can remove locked appointments are you (the one creating the appointment), the staffer you are scheduling the student to, or an admin user.
Below is an example of what all the appointment finished info might look like.
Before clicking save, there is one more section to review.
Using the Courses & Grades Section
The Courses box on this page shows you which courses the student you have selected is being scheduled to. It is especially helpful if you are scheduling the student to repeating appointments. As you make different course selections or select different dates, you will see this list change to match.
There is a checkbox for each course labelled 'Exclude.' If you are scheduling a student for repeating appointments over a range of dates, but want to leave some courses out, check this box to exclude the course from being scheduled.
Next, is the Grades box. If you select Grades, you will see a list of the students' current grades in their courses, if imported from your school's SIS. Any grades a student had that your school has marked as a 'struggling' grade, will be in red.
Schedule & Close, or Schedule & Continue
If you want to finish scheduling the student and have no more scheduling to do on this page, select Schedule & Close.
But, if you have more appointments you want to create on this page you can select Schedule & Continue. The current appointments will be saved, but you will be able to create more without leaving the Advanced Appointments page.
If you are attempting to schedule a student but aren't able to save, there could be a few reasons why. If there is a problem, a box will pop up that alerts you of Collisions, and gives you a couple options.
The first issue that may come up is that you are scheduling to a staffer who does not have enough seats. If the course is your own, or you are a site admin, but you forgot to check the 'Auto-Increase Seat Count' box, you will see an error message like the one in the image below. Note that the reason is that the class is fully booked, but you do have the option to increase seats.
To schedule the student, you can select the box to 'Auto Increase Seat Count' and 'Reschedule'. This will schedule the student to the selected course. Or, you could choose to 'exclude' certain appointments. Check the Exclude box next to appointment you don't want to schedule. Next, check Auto Increase Seat Count and select Reschedule. The result would be that all appointments would be scheduled, except for the ones marked Exclude.
If you decide you don't want to increase the seat count and schedule to student to this course, select Back to Appointments.
The other scenario is that you have selected a course that doesn't have enough seats, and you do not have permission to increase the seat count. In that case, the error message you will see will look like the one in the image below. The only option you would have in this case would be to go back to the appointments page.
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