Set appointment availability in the Student Appointment Scheduler (SAS)

On this page:


Overview

The Student Appointment Scheduler (SAS) lets staff, faculty, tutors, and other users create and manage blocks of available time in an online calendar. Students may access this calendar to view, schedule, and cancel appointment slots.

Set up your calendar

When setting up your calendar, you can view an individual day or week by using the Day and Week buttons. Note that appointment blocks cannot be set from the month view.

To navigate between months, use the arrows in the upper corners of the inset calendar or the arrows to the left of the Day, Week, and Month buttons.

Appointment restrictions

Appointment restrictions let you select parameters for which students can view and schedule restricted appointment times. To create a restriction:

  1. From your main calendar view, click Manage Restrictions, and then Create New Slot Restriction.
  2. Enter a name for your restriction, and then select one of the options below:
    • Include assigned advisees, along with any additional criteria from the drop-down menus
    • Any/all of the parameters you would like associated with that restriction from the drop-down menus
    • One of your Caseload Groups from AdRx
      Note:
      These are set up as "AND" restrictions, that is, students have to meet all selected criteria in order to schedule an appointment at the time you specify. The best practice is to make each restriction as clear and simple as possible.
  3. As you add restrictions, they will display on the right. Hover over a restriction to view its details, as well as access the Delete button to remove it. You can edit a restriction from Create New Slot Restriction.

Create appointment slots

To set an appointment slot:

Important:
Make sure you can see your calendar in full (that is, the left, center, and right panels). The following appointment options will appear in the right panel.
  1. Choose a date and time: Click any 30-minute interval on the calendar. The details for the appointment will appear in the right sidebar:
    • Appointment Date: Confirm the correct date of the appointment slot.
    • Time: Adjust an appointment's start and/or end times. Remember to:
      • Put a zero (0) before all single digits
      • Leave no spaces before am/pm (for example, use 09:00am, not 9:00 am)
  2. Select an appointment type: From the Appointment Type menu, selecting In-Person, Phone, Group, or Online allows one student to schedule an appointment of that type with you during the time block you create.
    • Drop-In shows students that they may drop in to see you, but they cannot reserve that time.
    • If you select Group, you can enter the number of students who may meet with you during that appointment slot. Students will see the group meeting only if spots are still available.
    • If the appointment is recurring, selecting Yes will display the frequency of the appointment slots and the start and end dates for the reoccurrence.
  3. Choose a profile: If you have more than one profile, select the appropriate profile for the appointment slot. If you have only one profile, your default will be this profile.
  4. Set restrictions: Apply any restrictions by checking the boxes next to them. If you add more than one restriction within an appointment slot, the limitation is an "OR". For example, students who meet either restriction A or restriction B could view and schedule this appointment slot.
  5. Set a location: Use the "Building" and "Room" fields to specify which location the student will see when selecting their appointment. The default selection is from your profile, in your user settings managed by your AdRx administrator. If your building is not listed, there is a Building Not Listed option at the bottom of the "Building" list; you would then enter both your building and room location in the specified field.
  6. Finalize the appointment: To finish creating the appointment slot, select Create Slot or Schedule for a specific student.

View and manage your appointments

You can view appointments by day, week, or month. With day and week views, you see times allotted for each appointment, an icon showing the type of appointment, and restrictions on the appointment block.

View student details

If a student has scheduled to meet with you during an appointment block, the student's name will appear in the box. Click the student's name to see more details, including the student ID and purpose for the appointment.

You can also view student details from the "Appointments" area in AdRx.

Change an appointment

From the calendar, you can delete an appointment, change the appointment type (for example, change from an in-person to a phone appointment), update the reasons for the appointment, or change the profile assigned to the appointment.

To change the appointment time, you must delete the appointment or appointment series and re-create it where desired.

View all appointment blocks

In the month view, you will see the calendar for the month with a listing of how many open appointment slots you have and how many scheduled appointments you have for each day. Clicking on a specific day will take you to the daily view.

During peak advising times and course registration times, it's possible that all appointment slots are filled and new students will have no times to select unless you add more appointment slots, or make more slots available based on your maximum future time setting in "AdRx - My Profile - SAS Student Appointment Scheduler - Calendar Settings".

Note:
Because SAS is integrated into Outlook, student names will display in the subject of the Outlook calendar item. Any related scheduling history (for example, students who canceled that spot, making it available) will be in the notes area.

Email messages to students

Example confirmation email

Below is an example of an email message sent to students after they schedule an appointment. The appointment details are filled in automatically. The personalized message was created by the advisor in the "SAS Student Appointment Scheduler – Advisor Messaging – Appointment Confirmation Message to Students" setting in My Profile.

Appointment Confirmation with Ima Advisor-Coach on Wed Feb 08 2020, 09:00 AM

Hello [Student Name]

Your appointment is confirmed with Ima Advisor-Coach.

Appointment Details

Date : Wed Feb 08 2020
Time : 09:00 AM- 09:30 AM
Reason : I need to discuss graduation
Location : Dunes Med/Prof Bldg 3104

Hello! I am looking forward to meeting with you. Please prepare for our meeting by bringing your questions, possible course selections and your academic plan. Thank you for using the calendar.

Ima Advisor-Coach

Cancellation email

If either the advisor or the schedule manager cancels an existing appointment, the student is automatically notified from the advisor's email. The message includes the reason entered by whoever canceled the appointment.

How to direct students to SAS

Direct students to visit One.IU and search for Student Appointment Scheduler.

You can also send basic directions, such as:

You can access my calendar online to find the time that best fits with your schedule:

SAS One.IU direct URL: https://one.iu.edu/launch-task/iupuc/student-appointment-scheduler

You can also include the SAS URL in an email signature, on your department website, or in Canvas:

https://adrx.iu.edu/sisaarex-prd/adrx/apptScheduler.do

This is document aplp in the Knowledge Base.
Last modified on 2019-09-12 00:02:04.

Contact us

For help or to comment, email the UITS Support Center.