Create an appointment campaign in AdRx

• Overview
• Configure appointment campaign details
  1. Define details
  2. Build a list by adding and removing students
  3. Draft a campaign email message
  4. Review and send the email message
• Delete a campaign
• Create campaign appointment availability in SAS

Overview

To correctly create an appointment campaign, you'll need to configure the campaign details in AdRx and apply a campaign-related restriction to appointment slots in SAS.

Configure appointment campaign details

Step 1: Define details

1. From the "Campaigns" landing page, below the header on the right, click Create Campaign and select Appointment.
2. Complete the following fields:
   • Campaign name: Enter a name for the campaign.
   • Start date: Select or enter a start date for the campaign.
     Note:

     Depending on your unit's business processes, the start date is either when you send the email message to students or when you wish to begin seeing students for the campaign. The database will track both the start date and a create date, which is the date the first email message is sent to students. Keep track of what protocol your unit uses so that when you pull report data for campaigns, you will get the correct date range. If you set your start date after your create date, you may miss information if you search the database by start date.
   • End date: Select or enter an end date for the campaign. This date is a visual reminder for campaign staff to manually close the campaign.
   • Required Appointments: Choose the number of appointments that students must attend for this campaign. The default is 1 and cannot be lower.
   • Select Profile: If you have more than one profile, choose a value in "Select Profile". This will determine what values are available in the "Managers" field.
   • Tags: Begin typing a keyword relevant to the campaign, and then select an option from the matching suggestions. You may add multiple tags to the campaign. To add a tag not listed, type the keyword or phrase, and then press Enter. Once the campaign begins, this tag will now be available in AdRx contact notes for your campus as well. To remove a tag while the campaign is still a draft, to the right of the tag, click the x.
     Note:

     Once the campaign has started, these tags cannot be removed from the campaign.
   • Managers (optional): To view campaign details, you must be the campaign creator (owner) or a manager. Anyone who could be maintaining the campaign, meeting with students, or reporting campaign progress can be made a manager.

     Because of unit turnover, illnesses, and other unforeseen absences, it's best to include an advising administrator or at least one other unit advisor on every campaign. If an advisor opens a campaign with no other managers and then is out or leaves the unit, that campaign will be in limbo.

     To add managers to your campaign:

     1. Begin typing a colleague's name, and then select from the matching suggestions. Campaigns may have zero, a few, or many managers (for example, your entire unit).
     2. Check select all to display all users in your unit. To remove colleagues from the "Managers" field, click the x to the right of their name. Deselecting select all will remove all colleagues from the "Managers" field.

     Some colleagues may have more than one profile on your unit. If so, remove any profiles for that person that do not apply to this campaign. Managers can be listed only once.

3. Click Next to move onto the next section.
   Note:

   You don't have to click Save unless you need to exit campaign setup before opening the campaign in step 4. If you must exit campaign setup, click Save to ensure all changes are saved.

Step 2: Build a list by adding and removing students

Any managers listed in the campaign setup may add students to a campaign. When creating a campaign, managers can use one or more of the following methods to add students: Individual entries, caseloads, and advanced search results.

Add students individually or in bulk

To add an individual student:

1. Enter the student's name, username, or 10-digit University ID in the search box and click Search.
2. Click the + (plus sign) to the right of the student's name to add them to the campaign.

To add students in bulk:

1. Click Add students in bulk.
2. Begin entering student usernames or 10-digit University IDs; separate students using a space or a comma, or by pressing Enter. You may also copy and paste content from other programs into the text box (for example, Microsoft Word and Excel).
3. Click Add to add students to the campaign.

Add a caseload group

This option includes your existing caseloads, which may contain your assigned advisees or ad hoc groups. Any managers you added to your campaign will only see their individual personal caseload lists.

To add a caseload group, from the "Caseload" drop-down, select the list of students you want to add to your campaign. Students will automatically be added to the list of students in the campaign.

For more about caseloads, see Ad hoc Caseload groups in AdRx.

Add students from AdRx All Students Search results

Remove students

To remove students from the campaign, click the X to the right of a student's name. This process works for any of the methods listed above.

Step 3: Draft a campaign email message

This email message will go to all students added in step 2. It will not be sent until all required fields have data and either the owner or a manager clicks Send Campaign in step 4.

Complete the following fields:

• To: Displays the number of students currently listed in step 2. To review the list of students, click the link in the "To" field. A new browser tab will open and display the students' names and usernames. You may also return to step 2 using the step indicator to view this information.
• From: Defaults to noreply@iu.edu. You can change this value by selecting the campaign owner or any of the campaign managers from the drop-down list.
• Subject: Enter the text that you would like to display as the subject line of the email message.
• Message: Enter the body of the email message. Text formatting options are the same as in AdRx Notes, except you don't have access to Quick Notes.

Each email message sent from the system will be appended with a View Available Appointments link. The URL is campaign-specific and cannot be removed. The link takes students to their SAS calendars, which will display only the appointment slots with the specific campaign's restriction(s) applied. Only students in this campaign can use this link to schedule a campaign appointment.

Step 4: Review and send the email message

Always review your campaign details before sending the email message to students, which changes the campaign status to "Open".

The campaign owner will receive a confirmation email message displaying the number of students who received the email. The confirmation will also detail which email messages were not delivered and why.

A copy of the email message is added as a contact note in AdRx to all students in the campaign.

Delete a campaign

You may delete campaigns only when they are being created or are in draft status, meaning no email messages have been sent to students from the campaign.

You may delete a campaign only if it has been saved first. The Delete button is next to the Save button in steps 1-3.

Create campaign appointment availability in SAS

Campaign staff who plan to meet with students need campaign-specific appointment slots on their personal SAS calendars. For details, see Set appointment availability in the Student Appointment Scheduler.

Campaign restrictions are specific to the campaign and AdRx user. If multiple colleagues will be working on a campaign together, they will each need campaign restrictions on their individual calendars and SAS appointments. Alternatively, one user can complete this setup for each campaign manager or owner; see Access your teammates' Student Appointment Scheduler calendars.

Create a SAS restriction

You can create campaign restrictions as soon as the campaign is named and saved as a draft. Creating a campaign restriction follows the same process as other SAS restrictions:

1. From the SAS home page, on the left, click Manage Restrictions.
2. Click Create New Slot Restriction, and then give your restriction a name. When selecting the criteria for the restriction, it is a best practice to set only the "Campaigns" field and nothing else.
3. To add the restriction to a campaign, select the campaign from the drop-down menu under "Campaigns".

Add a campaign restriction to a SAS slot

Note the following:

• You can add restrictions when creating appointment slots or on existing slots that do not have scheduled appointments.
• You can add campaign restrictions to an available SAS slot with other types of restrictions:
  • When a SAS appointment slot has a campaign restriction and an additional restriction, students must meet the criteria of at least one of the restrictions in order to schedule themselves into the slot.
  • If you or others in your team calendar want to schedule a student into a slot with both a campaign restriction and other restrictions, you will have to remove the campaign restriction before scheduling the student.
• SAS staff may schedule a campaign student into a slot. This appointment will only count towards a campaign requirement if the appointment slot has the campaign restriction.
• You will receive an error when scheduling a non-campaign student into a campaign slot. The restriction must be removed if you wish to continue scheduling the non-campaign student into this appointment time.