SJR State Advise Appointment Scheduling Guide

Managing advising and tutoring appointments in CRM Advise

Table of Contents

Setting Appointment Preferences

Your preferences control your time zone and the minimum lead time required before an appointment can be booked.

Steps

1. Log into Ellucian Experience → open My Appointments.

2. Click View All or View Details.

3. Go to the Settings tab → select Preferences.

4. Set the Minutes field (minimum notice required).

5. Select your Default Time Zone.

6. Click Save.

Synchronizing Your Calendar

Syncing ensures that students can’t double-book you if you already have meetings or classes scheduled.

Steps

1. In My Appointments, click Settings.

2. Open the External Calendar tab.

3. Toggle Sync Status for Google or Outlook.

4. Follow the provider’s prompts to complete setup.

📌 Tip: Even without sync, Advise sends appointment emails with .ics attachments that can be manually added to your calendar.

Authorizing Zoom for Virtual Appointments

Zoom can be used as a meeting location if authorized.

Steps

1. In My Appointments → Settings, go to the Zoom tab.

2. Toggle Authorization Status.

3. Approve permissions when redirected to Zoom.

Result: Zoom now appears as a location option for virtual appointments.

Setting Appointment Locations

You can create physical or virtual locations to link with availability.

Steps

1. In My Appointments, open the Locations tab.

2. Click Create Location.

3. Enter a Location Name and (optional) Description.

4. Check Location is virtual if applicable (e.g., Zoom).

5. Mark Default if this will be your primary location.

6. Save.

Setting Appointment Availability

Availability defines when and where you are open for bookings.

Steps

1. In My Appointments, go to the Availability tab.

2. Click Create Availability.

3. Name your availability (e.g., “Fall Advising Hours”).

4. Select a Location (or create one).

5. Enter Start/End Dates.

6. Select Days of the Week and Times.

7. Set Time Zone.

8. (Optional) For group appointments:

   • Check Group Appointment.

   • Set Max Group Size.

   • Define Topic Options (Free Text, No Topic, or List of Topics).

9. Choose supported Appointment Types.

10. Add Notes for students (optional).

11. Save.

Scheduling an Appointment with a Student

Advisors can book appointments directly for one or more students.

Steps

1. In My Appointments, select Schedule Appointment.

2. Choose a Category (if enabled) → click Next.

3. Select an Appointment Type → click Next.

4. Search for the student(s) by Name or ERP ID.

5. Select Date, Time, and Duration.

6. Choose a Location.

7. Enter Notes if needed.

8. Review → click Confirm Appointment.

✅ Students receive an email with details and an .ics calendar file.

Viewing Appointments

Use My Appointments to see today’s, upcoming, or past meetings.

Views Available

• Today – current day

• Upcoming – future dates

• Historical – past appointments

Options

• Sort by Date/Time or Status

• Filter historical appointments by Missing Attendance, Reasons, or Outcomes

• Adjust how many appointments display per page

Adding Notes, Attendance, Reasons, and Outcomes

After an appointment, complete required follow-up details.

Steps

1. In My Appointments → Historical view, select the meeting.

2. Record Attendance (Attended / No Show).

   • For group meetings, apply to all or individually.

3. Add Appointment Reasons and Outcomes.

4. Enter Resolution Notes.

5. Save.

This ensures accurate records for advising reports and compliance.

Administrator Tasks Overview and Guide 

Admins configure system-wide scheduling settings. Functions include:

• Enabling Appointment Categories

• Creating Appointment Types, Reasons, and Outcomes

• Setting up Business Closures (holidays, breaks)

• Configuring Google/Outlook Calendar sync

• Configuring Zoom integration

• Scheduling appointments on behalf of staff/tutors

• Managing tutor Locations and Availability

Enabling Appointment Categories

Appointment categories help group advising/tutoring options so students are directed to the right service.
⚠️ Once categories are enabled, they cannot be turned off.

Steps

1. Log into Ellucian Experience → click Appointment Administration.

2. Go to Configuration → Appointment Category tab.

3. Toggle the button On.

4. Click Save.

Result: Categories are now available when creating Appointment Types.

Creating Appointment Types

Appointment types define the kind of service (ex: “Academic Advising,” “Financial Aid Meeting,” “Tutoring – Math”).

Steps

1. In Appointment Administration, select Manage Appointment Data → Appointment Types.

2. Click Create Appointment Type.

3. Complete fields:

• Appointment Type Name (staff-only)

• Guiding Statement (student-facing description)

• (Optional) Assign a Category

• (Optional) Enable Group Appointment

• (Optional) Require Course Selection

• Description (internal info)

• Instructions for Attendees (students see this when booking)

• Assigned Roles (advisors/tutors who can handle this type)

• (Optional) Assign Reasons or Outcomes

• Select Supported Durations and Default Duration

Click Save.

Creating Appointment Reasons

Reasons explain why a student booked (ex: “Registration Questions,” “Graduation Review”).

Steps

1. In Appointment Administration, select Manage Appointment Data → Appointment Reasons.

2. Click Create Appointment Reason.

3. Enter a Name (e.g., “Course Withdrawal Advising”).

4. Save.

📌 Multiple Appointment Types can share the same Reason.

Creating Appointment Outcomes

Outcomes define the result of the meeting (ex: “Registered for Classes,” “Referred to Tutoring”).

Steps

1. In Appointment Administration, select Manage Appointment Data → Appointment Outcomes.

2. Click Create Appointment Outcome.

3. Enter a Name (e.g., “Scheduled Follow-Up”).

4. Save.

Setting Up Business Closures (Holidays, Breaks)

Business closures block appointment bookings on days when the college is closed.

Steps

1. In Appointment Administration, go to Business Closures.

2. Click Create Closure.

3. Enter a Name (e.g., “Winter Break 2025”).

4. Select Start Date and End Date.

5. Save.

Result: No student can book on those dates, regardless of advisor availability.

Configuring Outlook Calendar Sync

Outlook Calendar

1. Log into Azure Portal with institution domain account.

2. Register a new App under Azure Active Directory → App Registrations.

3. Add a Redirect URI:

Configuring Zoom Integration

Allows advisors/tutors to offer Zoom as a meeting location.

Steps

Log into Zoom Marketplace → Build OAuth App.

Enter app details and note the Client ID and Client Secret.

Configure Redirect URL:

Add scopes:

• View meetings

• Manage meetings

• View live streaming tokens

Save.

Result: Zoom becomes an available Location for appointments.

In Appointment Administration → Configuration → Zoom, enter Client ID and Secret.

Save.

Scheduling Appointments on Behalf of Staff/Tutors

Admins can book appointments for advisors/tutors.

Steps

1. In Appointment Administration → Manage Staff → Admin Scheduled Appointments, click Schedule Appointment.

2. Select Host (Staff/Tutor) → Next.

3. Choose Category (if enabled) → Next.

4. Select Appointment Type → Next.

5. Search for student(s) by Name or ERP ID.

6. Choose Date, Time, and Duration.

7. Select a Location and add Notes.

8. Review → Confirm Appointment.

Result: Both staff and student(s) receive confirmation email with .ics file.

Managing Tutor Locations and Availability

Locations

1. In Appointment Administration → Manage Staff → Tutor Locations, click Create Location.

2. Select the Tutor Name.

3. Enter Location Name and (optional) Description.

4. (Optional) Mark Virtual/Zoom.

5. (Optional) Set as Default.

6. Save.

Availability

1. In Appointment Administration → Manage Staff → Tutor Availability, click Create Availability.

2. Select the Tutor Name.

3. Enter Availability Name.

4. Choose Location(s).

5. Set Start/End Dates, Days of the Week, and Times.

6. Select Time Zone.

7. (Optional) Enable Group Appointments, set Max Group Size, define Topic Options.

8. Choose Supported Appointment Types.

9. (Optional) Add Notes for students.

10. Save.

Result: Tutors now appear as available for student scheduling.

What if I need additional assistance?

SJRstate IT is here to help! Reach out to us by:

• Calling the Helpdesk at (386)312-4142

• E-mailing Helpdesk@SJRState.edu