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Efficient Appointment Scheduling: A Comprehensive Guide by Jonathan Smith

This guide provides a thorough overview of the appointment scheduling process, detailing how to set up your Center Profile for optimal student accessibility, navigating the schedule, creating availabilities, and scheduling appointments both for consultants and students. Key concepts include the definition of an appointment, the importance of mutual agreement, and step-by-step instructions for managing schedules effectively. Follow these practices to ensure seamless appointment management within your center.

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Efficient Appointment Scheduling: A Comprehensive Guide by Jonathan Smith

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Presentation Transcript

  1. Beginning Scheduling Options By Jonathan Smith

  2. Overview • Appointment settings • Accessing the Schedule • Creating Availabilities • Scheduling Appointments

  3. There’s no such thing as a drop in Appointment Definition of “Appointment”: • A fixed, mutual agreement for a meetingor engagement • A meeting set for a specific time or place

  4. Appointment Settings • Set your Center Profile settings to allow students/users to schedule appointments as needed • Center Profile/Prefs/Scheduling

  5. Accessing the Schedule • Click on the Trac Man icon, and choose “Schedule” (Or use the quick link on the main menu) • Click on the desired consultant’s name in the personnel box to view their schedule for a given week. • Click on the desired center name to view the center’s schedule for a given day.

  6. Creating Availabilities • Move your cursor to the time the new availability will start • Click and drag to the time the availability will end • Enter availability information (max students per appointment, duration of schedule, recurring days, etc.) • Save Availability • If creating availability block, uncheck the checkbox in the top right corner of availability entry window.

  7. Scheduling Appointments (Consultant) • Find desired time on schedule, and click on the down arrow to the left of the time. • Enter the student ID for desired student • Enter appointment data (subject, reason, notes, etc.), and save the appointment.

  8. Scheduling Appointments (Student/Front Desk) • Students and front desk workers utilize the “search availability” page • Enter the criteria desired for the appointment time (center, subject, date range, days of week) • Choose appointment time slot from list of available slots that correspond with search criteria • Enter appointment data, and save the appointment

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