Overview

The Meeting Scheduler module permits students to make appointments with advisors and other staff based on their institutional calendar availability, as well as their custom availability settings configured in Student Success & Engagement User Settings.

In order to use the Meeting Scheduler module it must be enabled by Watermark staff. If you have not requested the Meeting Scheduler module to be enabled, please contact your Customer Success Manager or Implementation Project Manager.

Once enabled, Meetings must be configured within Student Success & Engagement Administration and integrated with the institution's calendar system.

The Location data feed should also be implemented before configuring Meetings.

Meeting Modality

With the the 2024 updates to Meeting Scheduler, the institution may properly designate meetings as online, in-person, or phone call. When activated, they will appear throughout the new scheduler.

• In-person meeting modality is by-default enabled
• To enable online or phone call modality, Admins must activate those modalities from Admin>Meetings>Meeting Modalities.
• Advisors add modality onto their availability windows to indicate whether they want students to book a meeting within that window in-person, online, or phone
• Advisors also add their personal online link into their individual settings, which is provided to students within the meeting invitation for online meetings

✅Modalities checklist

☐ From Admin>Meetings>Meeting Modalities, ensure the correct modalities are activated

Service Offerings Configuration

Service Offerings define the services that your institution offers at all different locations.

For example, a service offering may be Tutoring, which is offered at both the Main Campus and a Satellite Campus. See this article for guidelines on Watermark meetings naming convention. Define the institution's Service Offerings by performing these steps:

1. Navigate to Administration - Meetings - Service Offerings
2. Click the "New" button and add the Name of the service and set the service to active.
3. Click "Create".
4. Create as many Service Offerings as desired.
5. Give services duration and ensure they are active.

For detailed, field-level definitions for Service Offerings, please visit the knowledge base article here.

✅Service Offerings checklist

From Admin>Meetings, select Service Offerings. Each service may be edited and activated.

1. ☐ Verify that only relevant services are Active
2. ☐ Add duration to all relevant services

Offices Configuration

Offices link together a service with the location where the Service is offered.

For example, a Tutoring Center (the office) would offer Math Tutoring (the service) and Biology Tutoring (another service) on a given campus. For more information on Offices, please visit the knowledge base article here.

✅Offices Checklist

Work from Admin>Meetings>Offices to prepare for new meeting scheduler

1. ☐ Verify that only relevant Offices are Active
2. ☐ Verify naming convention is appropriate to new scheduler
3. ☐ Verify that Offices are linked to the correct services and campus
   1. Campus should be a physical campus like "Main Campus"
   2. If an appropriate Campus does not appear, simply add a new one from the campus screen [Do not edit existing ones]

Role Permissions Configuration

The last administrative step is to permit roles defined within SS&E access to the Meetings tab on the student profile (if not already enabled) as well as the Meeting Scheduler feature.

1. Navigate to Administration - People & Roles - Roles
2. Select the role that you wish to grant Meeting Scheduler access.
3. Click the "Edit" button.
4. In the "User Info" section, check the checkbox titled "Can See Meetings Tab" if not already checked.
5. In the "Meeting" section, check the checkbox titled "Can Accept Scheduled Meetings".
6. If applicable, check the checkbox title "Can Schedule Meetings for Others" (which allows for others to schedule appointments on behalf of someone else based on role). 
7. Click the "Update" button.
8. Perform steps 1-7 for each role that you wish to permit to use the Meeting Scheduler module.

Calendar Integration

After Meetings have been configured in Student Success & Engagement Administration (with at least one Meeting Type, Office, and Service Offering for testing), the institution's IT department/calendar administrator should complete the calendar integration steps. 

• Instructions for MS Office/Exchange Calendar Integration can be found here.
• Instructions for Google Calendar Integration can be found here.
• Additionally, the 2024 meeting scheduler rewrite enabled a new integration. Click here for steps.

Advisor steps

After Meetings have been configured and the calendar integration has been tested, staff and faculty users should set up their individual User Settings. Instructions for how to do this can be found here.

Troubleshooting

If staff are not appearing within the scheduler, see this checklist.

For general Meeting Scheduler Troubleshooting, click here.