How to Configure the Meeting Scheduler Module

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.

Meetings Administration and Configuration

Meetings should be configured in Student Success & Engagement Administration following the instructions below, with at least one Meeting Type, Service Delivery Location, and Service Offering for testing. The Location data feed should also be implemented before configuring Meetings.

Meeting Types Configuration

Within SS&E, Meeting Types are defined globally to define the different type of meetings that the institution offers for its students.

An example of a meeting type is "30 Minute Face-to-Face" or "15 Minute Online Chat". Students will be able to select from these Meeting Types when progressing through the meeting scheduler wizard within SS&E.

Note: At a minimum, one Meeting Type must be defined in SS&E.

To setup Meeting Types, an SS&E Administrator should follow these steps:

  1. Navigate to Administration - Meetings - Meeting Types
  2. Click "New"
  3. Enter a name for the meeting type.
  4. Enter an additional information that should be displayed to the student about this meeting type.
  5. Set the duration of meetings associated with this meeting type.
  6. Identify whether the student is required to meet at the physical location.
  7. Set whether the Meeting Type is active.
  8. Click Save.

For detailed information about Meeting Types, please visit the knowledge base article here.

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. 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.

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

Service Delivery Locations Configuration

Service Locations link together a Service Offering with the location where the Service is offered. Service Location may also be seen as synonymous with Department.

For example, a Tutoring Center can be defined as a Service Location where the Tutoring service (and potentially other services) are offered. The same would be the case with a Student Success Center that may offer Advising, Career Services, and other Services.

To create a Service Location, do the following:

  1. Navigate to Administration - Meetings - Service Locations
  2. Click the "New" button.
  3. Check the checkbox to define the Service Location as active.
  4. Enter a name.
  5. Select the location associated with the Service Location. Most often this list will contain a list of campuses that your institution has within its student information system.
  6. Select the Services Offered. This list is populated from the Service Offerings you specified above.
  7. If your institution is using SS&E Next, and you wish to permit self-service check in for this Service Location, check the "Allow Self Service Check-in" box. Typically this would be used for a Tutoring session where multiple students can check themselves in, and out of, the tutoring session through the SS&E Next software.
  8. If you wish to override the standard label used in SS&E Next where comments are entered as the student progresses through the wizard, then you can enter that text by specifying the question in the "Self Service Student Question Field Label" textbox.
  9. For self-service check-ins, you may optionally select a person whom all check-ins will be assigned.
  10. Click "Create" button.
  11. Continue creating all needed Service Locations using the above steps.

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

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, Service Delivery Location, 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.

User Settings - Setup Meeting Request Locations

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

Troubleshooting

For Meeting Scheduler Troubleshooting, click here.

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