Manage team drop-in groups and team drop-in slots in the Student Appointment Scheduler

• Overview
• Create and manage team drop-in groups
  • Create a team drop-in group
  • Delete a team drop-in group
• Create and manage team drop-in slots
  • Create team drop-in slots
  • Create restrictions for a team drop-in group
  • About team drop-in slots and other appointments
• Team drop-in information visible to students

Overview

In the Advising Records (AdRx) Student Appointment Scheduler (SAS), a team drop-in group is a defined set of staff members within the same AdRx role, campus, and AdRx group. As with custom groups, anyone in the same AdRx group can create and manage a team drop-in group.

AdRx group members can create drop-in appointment slots to let students see when drop-ins are welcome for anyone listed in a team drop-in group. They also can create team drop-in appointments for multiple advisors handling drop-in traffic at the same time, and students will see multiple staff with the same appointment slot on their SAS calendar. Team drop-in groups also feature functionality for consistent messaging among members of a team drop-in group.

Create and manage team drop-in groups

Create a team drop-in group

You can create a team drop-in group from an existing custom group, or create a new team drop-in group from scratch.

• To create a team drop-in group from an existing custom group:
  1. In SAS, from the "Custom Groups" drop-down in the left pane of the Team Calendar view, select the arrow to the right of the desired custom group name, and then select Edit.
  2. Select the checkbox at the top to turn the "Drop-in team" value to Yes.
     Important:

     You cannot turn off the "Drop-in team" functionality once it's enabled.
  3. Add a description for the student view in SAS, and then save the new team drop-in group.
• To create a new team drop-in group from scratch:
  1. In SAS, from the left pane of the Team Calendar view, select Manage Custom Groups.
  2. From the "Manage custom groups" page, choose Create Custom Group.
  3. Select Use this group as a drop-in team.
  4. In the "Name of Custom Group" field, enter a group name that is unique for your campus.
  5. Add a description for students. You may optionally also add a description for staff.
  6. Add a description for the student view in SAS.
  7. Add members to the group by selecting individuals from the list to the right of the center panel (select the + next to a name to add that person). You can add or remove members after saving the group.
  8. Select Save. You will see a message confirming you created a group, and the group will appear in the list of groups on the left.

Delete a team drop-in group

When you delete a team drop-in group, you will be prompted with a warning that all future team drop-in slots for that group will be removed, but past slots will be retained. Select Yes, Delete to delete all future slots. Deleting a team drop-in group cannot be undone, but you can reuse the name and remake the group from scratch.

Create and manage team drop-in slots

Once you create a team drop-in group, you and members of your team can create and manage team drop-in slots. Creating team drop-in slots is similar to creating other appointment slots.

Create team drop-in slots

To create team drop-in slots:

1. From the Team Calendar view in SAS, select Create Appointment Slot or select any open time slot on the calendar.
2. All members of a team drop-in group will have the option Team Drop-in under "Meeting Type". Select at least one mode for the team drop-in slot.
   Note:

   The location fields disappear when Team Drop-in is selected for "Meeting Type". Include information about the mode and location of these appointments in the team drop-in group's description for students.

Create restrictions for a team drop-in group

Any member of a team drop-in group can create a restriction for the group to use. Your individual restrictions do not transfer to the group; restrictions must be created for the team.

To create a restriction for a team drop-in group:

1. From the Team Calendar view in SAS, select Team Drop-in Group.
2. Select Manage Restrictions, and then Create a Restriction. The functionality is similar to that for creating restrictions for individual calendars.

After saving the restriction and returning to the SAS calendar, you will see the new restriction in the left panel when the team drop-in group is selected.

About team drop-in slots and other appointments

A team drop-in slot is informational and does not check for (or create) conflicts with other meeting types in SAS or Outlook; consequently:

• You can have a team drop-in and an individual drop-in scheduled for the same time.
• You can have a team drop-in and an appointment slot scheduled for the same time.

Additionally, you may be part of more than one team drop-in group, depending on your unit's practices.

Make sure to create your own calendar block in Outlook if you want to track your team drop-in times.

Team drop-in information visible to students

In SAS, students will see details about the team drop-in group above the text entered by an individual SAS user on the "Staff bio" page, including the team drop-in group name, the description, and any team drop-in slots for the upcoming week. The staff member's individual drop-in slots will continue to display in the "Drop-in" box.

Additionally, when students are looking at availability for a staff member, they will see team drop-in slots for teams associated with that staff member. Team drop-in slots will be distinguished from individual advisor appointment slots with the name and description that was set when the team was created. Because these are drop-in slots, students cannot schedule with the staff member and will need to refer to the team drop-in group's description for mode and location information.