Student Success & Engagement Release Notes for June 14, 2024: Meeting Scheduler Advisor release

Watermark is pleased to announce the release of a bundle of enhancements to assist advisors/staff with configuring their availability for the new meeting scheduler.

• If your institution does not plan to use the new meeting scheduler, no action is required

Action required by Advisors whose institution is using Meeting Scheduler

After the July go-live-date, users will not appear within the new scheduler until they have performed the included steps.

At this time, you should

Forward this article to all advisors and ask them to:

1. Sync their calendars with Watermark within their Individual Settings
2. Add their online meeting link into their individual settings
3. Add new availability windows, including modality (in-person, online, or phone call), on the card "New Meeting Scheduler," also within their Individual Settings

These three steps are simple but must be completed for advisors to appear within the new meeting scheduler. See below for detailed instructions.

Reminder that the SS&E Admin received instructions from the May 31 release notes to prepare your instance for new meeting scheduler. Those steps must be completed before your advisors can take their actions.

All customers will be migrated to the live, New Meeting Scheduler on July 12.

• If required steps are not taken prior to that date meeting slots will not generate in the scheduler
• If your campus wishes to enable the new scheduler before July 12, you may do so via a feature flag (instructions forthcoming)
• A new mobile experience will also be released around this time

These enhancements will drastically improve the meeting booking experience for students and advisors. Please read here for a complete overview of the new feature. Thank you for your attention.

Product Changes for meetings management

Step 1: Calendar Sync

To support fast performance within the new meeting scheduler, all meetings users must now sync their calendar directly with Watermark. This may be easily done from a user's individual settings. The new sync is available for both Microsoft and Google calendars.

Once in a user's individual settings, the sync may be performed on the card "Calendar Access (New Scheduler)."

User selects "Log into Microsoft 365" or "Log into Google" and continues to log in with their SSO credentials.

Once completed, the card will display "Connected since..."

Step 2: Add online meeting link

All online meetings booked through new meeting scheduler will display an active link to the advisor's personal meeting as the meeting location. Both Zoom and Teams provide users with a personal meeting ID which will be used for all online Watermark meetings. This URL will be provided to the student within the meeting invitation. The student will wait in the advisor's waiting room until admitted; therefore the advisor should be sure to enable Waiting Room.

Find my link in Zoom

• A Zoom user's personal meeting link may be found within "Meetings"

  

• Click Edit to enable personal waiting room

  

• Save
• Click "Show meeting invitation"
• Highlight and copy the meeting URL beginning with https://

Find my link in Teams

1. Open your Teams desktop app.
2. Select the Calendar icon in the left rail.
3. Click Meet Now at the top.
   • Give the meeting a name (or leave as default name)
   • Click Get a link to share.

     

4. Within "Configure Meeting Options," enable the waiting room.

   

5. Next, copy the meeting link to your clipboard.

Paste into Watermark Settings

Paste your personal meeting link into your Watermark SS&E individual settings on the Meeting Scheduler Details card and save.

Step 3: Add modality to availability windows

The new meeting scheduler will include modality throughout, allowing both student and advisor to know whether the meeting is to be online, in-person, or phone call.

All users must create new availability windows including modality in order to appear within the new meeting scheduler

New card for New Meeting Scheduler

To smooth the summer transition from old to new meeting scheduler, separate cards have been created for the legacy scheduler and the new scheduler. After the July go-live-date, the card for legacy scheduler will be removed.

Modality (online, in-person, or phone call) for each availability window

Users must mark each availability window, on the card for New Meeting Scheduler, as in-person, online, and/or phone call. Only the modalities enabled by the SS&E administrator will be available for selection. Begin by adding a location for the new scheduler.

Online, phone call, or in-person modality must be added for each window in order to appear within the new scheduler. Select "How to to meet" and remember to save once complete.

If multiple modalities are enabled for a given slot, the student will be able to choose.

Checklist for Advisors

1. ☐ Sync own calendar from individual settings
   1. ☐ Verify that the "Calendar Access (New Scheduler)" card displays "Connected since..."
2. ☐ Add your personal online meeting link
   1. ☐ Verify that each availability window includes in-person, online, or phone modality
3. ☐ Add new availability windows with modality onto the card for "Meeting Availability (New Scheduler)"
   1. ☐ Verify that each availability window includes in-person, online, or phone modality