To schedule a student for repeating appointments, be able to select an appointment type, and have more scheduling options overall you will want to use the Advanced Appointments page.
This article will walk you through the scheduling steps on this page. If you want to learn something specific, jump to:
- Select a Department and Course
- Add Appointment Info
- Using the Courses & Grades Section
- Save & Close, or Save & Continue
- Scheduling Collisions
To start, go to Appointments in the navigation. Find the student you want to schedule, when you want to schedule them, and select Create Appointment. Under Other Options, choose Advanced Appointments. See a brief example of how to schedule a student to recurring appointments using this page, and then scroll down to learn about the page's features:
SECTION 1
Select A Department and Course
First, you will see a section that allows you to select a department. The circle next to each department name shows how many courses there are in each department. When you click a department, the list of available courses will drop down. At the top you will see two switches that can be toggled on and off. The first allows you to hide any departments that have 0 courses, the second allows you to hide courses that are marked inactive. By default these are switched on, which you see in the image below. Select the course you want to schedule, which will highlight it in orange.
SECTION 2
Add Appointment Info
Once you have selected a department and course, you can set up your appointment information.
1. Select the appointment type. The default appointment type for whatever course you selected will automatically be selected as the appointment type, but you are able to change it, unless it is an adjusted offering that has the ability to change its appointment type disabled.
2. Choose the period, or periods, that you want to schedule the student during. To select more than one period, just click the period name. To remove the period, click it again.
3. Choose the date and weekday this appointment will occur on. You can create an appointment for a single date by leaving the start and end date the same. Or, you can create a date range of any length if you want the appointment to repeat. Once you have selected your start and end date, choose the weekdays you want the appointments to repeat on. Click on a weekday again to de-select it.
4. Add day types. If your school uses Day Types to identify different days of the week, you can select one from this list.
EXAMPLE: In the example below, the appointment is an Extra Help type, and it will be occurring during FLEX Block 1 and FLEX Block 2.0. During a 1 month date range, it will repeat every Monday and Wednesday on A days.
5. Add a comment by typing in the comment box if you would like.
6. You will be able to check the option to 'Auto Increase Seat Count' if you are scheduling the student to one of your courses, or if you are an admin user. This is useful if the course you have selected has 0 seats.
7. If you want to prevent other teachers from changing this appointment, select 'Lock Appointment'. The only users who can remove locked appointments are you (the one creating the appointment), the staffer you are scheduling the student to, or an admin user.
Before clicking save, there is one more section to review.
SECTION 3
Using the Courses & Grades Section
The Courses box on this page shows you which courses the student you have selected is being scheduled to. It is especially helpful if you are scheduling the student to repeating appointments. As you make different course selections or select different dates, you will see this list change to match. With the selections you have made you will see each date, period, appointment type and day type, if used, for the course you are scheduling.
At the top of this list you will see two switches that can be toggled on and off. They allow you to further filter down the courses you want to schedule before you save. Hide Unavailable Courses will remove any course that has 0 seats, or that is otherwise blocked from scheduling for the selected period and dates. Switching this on will show you unavailable courses. The only unavailable courses you can schedule to are courses with 0 seats, IF you have permission to increase the seat count. The other option you can switch on and off is to only show adjusted offerings in this list. By default, Display Adjusted Offerings Only is switched off, and Hide Unavailable Courses is switched on.
Once the courses are filtered out, what you see in this list is what will be scheduled. There is a checkbox for each course labelled 'Exclude.' If there are any courses in this list you don't want to schedule, check this box to exclude the course from being scheduled.
Next, is the Grades box. If you select Grades, you will see a list of the students' current grades in their courses, if imported from your school's SIS. Any grades a student had that your school has marked as a 'struggling' grade, will be in red with the corresponding course and instructor.
SECTION 4
Schedule & Close, or Schedule & Continue
If you want to finish scheduling the student and have no more scheduling to do on this page, select Schedule & Close.
But, if you have more appointments you want to create on this page you can select Schedule & Continue. The current appointments will be saved, but you will be able to create more without leaving the Advanced Appointments page.
SECTION 5
Scheduling Collisions
If you are attempting to schedule a student but aren't able to save, there could be a few reasons why. If there is a problem, a box will pop up that alerts you of Collisions, and gives you a couple options.
The first issue that may come up is that you are scheduling to a staffer who does not have enough seats. If the course is your own, or you are a site admin, but you forgot to check the 'Auto-Increase Seat Count' box, you will see an error message like the one in the image below. Note that the reason is that the class is fully booked, but you do have the option to increase seats.
To schedule the student, you can select the box to 'Auto Increase Seat Count' and 'Reschedule'. This will schedule the student to the selected course. Or, you could choose to 'exclude' certain appointments. Check the Exclude box next to appointment you don't want to schedule. Next, check Auto Increase Seat Count and select Reschedule. The result would be that all appointments would be scheduled, except for the ones marked Exclude.
If you decide you don't want to increase the seat count and schedule to student to this course, select Back to Appointments.
The other scenario is that you have selected a course that doesn't have enough seats, and you do not have permission to increase the seat count. In that case, the error message you will see will look like the one in the image below. The only option you would have in this case would be to go back to the appointments page.
Keywords: create multiple appointments, repeating appointments, recurring appointments, schedule student for multiple periods, schedule student for a range of dates, collisions box, this class is fully booked, collisions, scheduling error messages, class is fully booked error
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