Overview
The Meetings Configuration page allows an SS&E Administrator to manage global configuration details surrounding how Meeting components are configured.
Walk In Meetings Enabled
This setting controls whether Walk-In Meetings are enabled within SS&E and is only relevant when using SS&E Next.
- When enabled, staff will have the ability to set the services they offer at the various walk-in meeting delivery (Aviso Next - Kiosk) locations.
- When enabled, staff will have the option to "Accept walk-in meetings from students" on their Meeting Request Locations - User Settings.
SS&E Next is a subscription based add-on within SS&E Enterprise. To check if SS&E Next is part of your subscription, go to .avisoapp.com/next. If the SS&E Next URL resolves that means that your institution may use SS&E Next.
- If this setting is enabled in Meetings Administration without a subscription to Aviso Next then the corresponding User Setting option will appear yet this will not be relevant. Therefore, this setting should be left disabled if your institution does not use Aviso Next.
Meeting Scheduler Enabled
This setting controls whether the Meeting Scheduler functionality is available within Aviso Engage.
This functionality allows students to schedule meetings with staff, based on their availability as seen via the institutional calendar.
- Microsoft Office 365, Exchange, and Google Calendar (GSuite) are supported for this feature.
NOTE: By design, the meeting scheduler only uses a user's "primary email address", and cannot send an invite to attendees that do not have a primary email address listed in their person details. If missing, this can be fixed quickly by entering the user's primary email address on the Person Override "emailAddress".
External Calendar Integration
If your institution has the Meeting Scheduler enabled, then Aviso Retention Staff will have to setup this feature. Please reach out to your Aviso Retention representative and provide them the type of calendaring system your institution utilizes, and a username and password for an account that can be configured in Aviso Engage. This account must have the ability to read all user's calendars at the institution and the ability to send meeting invitations.
Account Name
The account name of the institutional account being used by Aviso Engage to read calendar entries from staff calendars.
Email Address
The email address from which the meeting invite to the two parties (typically student and advisor) will come from.
To configure Office365/Exchange, the Service Account should be granted the AvailabilityOnly -AccessRights permission on the mailboxes of any staff that could accept meetings from within Aviso.
Once received, enter the following Service Account information:
- Username
- Email Address
Meeting Reminders
Option designed to help students stay on track and reduce appointment no-shows. Administrators can now configure automated notifications at the institution level, ensuring every student receives a standardized reminder via Email or Text (SMS) prior to their scheduled time.
Please note the following behavior when enabling or adjusting these settings:
- Forward-Looking Only: Reminders are attached to a meeting at the moment it is booked. Therefore, enabling this feature will only trigger reminders for new meetings scheduled after the setting is saved. Meetings already on the calendar will not receive reminders.
- Lead Time Adjustments: Similarly, if you change the Lead Time (e.g., from 24 hours to 2 hours), the new timing will apply only to meetings booked after the change is made.
- Cancellation Logic: If a meeting is canceled, the pending reminder message is automatically removed.
- Sender Information: Messages are sent from the System Account. Assuming an active Twilio integration, the phone number for this account is automatically provisioned; no manual activation (e.g., messaging a dummy number) is required. Note that initial messages may briefly queue while the number is being established, but they will send automatically once the line is active. Once provisioned, the number used for reminders will be visible in the Twilio numbers list and will display using the institution’s configured System Account name, or “System Account” if no custom name has been set.
- Visibility: Because these reminders (email or text) are sent by the system account, they are automatically excluded from the student's internal Inbox. This logic applies even if a student replies to the reminder; the original message will not appear in the Inbox, and the student's reply will be visible only in their Sent folder.
Note on Mobile Notifications
This new, reliable system message infrastructure supersedes the legacy "mobile nudge" functionality that existed in earlier versions of the mobile app. All future meeting notifications will be handled through this new configuration.