Advisor instructions for New Meeting Scheduler

Overview

To appear within the new meeting scheduler, Advisors must take the following three steps:

1. Sync their calendar with Watermark within their Individual Settings
2. Add their online meeting link into their individual settings
3. Add new meeting scheduler Meeting Availability windows, including the meeting modality(s) offered during each time slot (in-person, online, phone call) for the New Meeting Scheduler, also set within each staff/faculty member's individual User Settings

These three steps are simple but must be completed for advisors to appear within the new meeting scheduler. See below for detailed instructions. After the July go-live-date, advisors who have not completed these steps will not appear within the new scheduler.

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 institutions.

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

• For Zoom, a 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.  You can also limit how far into the future students are allowed to book meetings with you. A new “Advance Scheduling Limit” setting is available in individual advisor settings, allowing to specify a maximum number of days in advance that students can schedule. 

For example, if the limit is set to 2 days and today is Monday, students can book Tuesday and Wednesday, but not Thursday or later. You can continue to schedule appointments with students at any time, regardless of this limit.

Step 3: Add Meeting Modality(s) (online, in-person, phone call) on each of the New Scheduler - Meeting 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.

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 on each of the new meeting scheduler Meeting Availability windows in order to appear within the new scheduler.

1. Verify your meeting availability and/or Add a New "Meeting Availability" for the New Scheduler if needed
2. For each available time slot, select Edit and "How to to meet", then remember to Save once adding all the modalities.
3. If multiple meeting modalities are enabled for a given time slot, students will be able to choose which modality they prefer.

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
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