Appointment Campaign Instructions
and your Availability Times
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Before you can start
setting up your campaigns you will need to set up your Availability
under My Availability tab under your Staff Home Page. If you have already done
this, go to the Appointment Campaigns on page 6.
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If you have set up availability, then you should see times etc. and a
personal link –
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If you have not set up any availability, then available times will be
blank like the screen shot below
To set up Available times
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Click on Actions and
then click on Add Time
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The add Availability
screen will pop up
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These parameters will
have to match your campaign availability if you are setting them up to use
Campaigns. Office hours will be a supplemental documentation to this
procedure.
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When are you able to
meet – If you are able to meet Monday, Wednesday, Friday from 3:00 pm- 5:00 pm
– Note: Days need to match your advising days.
o
then pick
Monday, Wednesday, Friday
o
From 3:00 pm To
5:00 pm
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How long is your
availability active?
o
Use a Range of
Dates – Note: you will need to use the same advisor dates in your campaign.
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If you
have different times and different days, you will need to create/set-up
availability for each different time and date available.
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Check Add this
Availability to your personal availability link.
o
If you want this availability added to your personal
availability link, select Add
This Availability to Your Personal Availability Link? You can
put the personal availability link in an email or text or on a website.
Students are taken to a scheduling workflow that has the staff member's chosen
availabilities pre-filled
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Make sure you click
Appointments and Campaigns (they will turn a darker shade of gray) for what
type of availably is this?
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Care unit = Advising
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Location = Department
Buildings
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Services =
Undergraduate Advising
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URL/Phone Number = can
have one or the other (URL or phone)
A
clickable version of this link appears for students who create an appointment
during the availability on the Appointment
Confirmation page.
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Special
Instructions for students – Optional. Enter special instructions for this availability.
Note. The
special instructions will be included in the initial notification to the
student regarding this scheduled appointment. We recommend including general
instructions, like your office location or how to check-in for the appointment
upon arrival.
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Will
you be meeting with multiple students? Determine how many students can be in one appointment. If you do
not select a Max Number of Students per Appointment, the maximum
number stays 1.
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When you are done click
Save to create the availability.
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Repeat this process any time you want to add another availability. You
can have as many availabilities as you want.
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Target Hours
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Target Hours allow you to restrict student workers' hours to
required or recommended limits with no extra steps from app admins or super
users once target hours are set.
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Target Hours are available on the My Availability tab of Staff Home
to any Navigate user who can create and edit Availability. Users can set their
Target Hours to be between 1 and 168 hours; by default, it is set to 0.
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Staff
set Target Hours in the Scheduling Target Hours section.
Target Hours have two aspects. First is the Target Hours Per Week field.
Set this between 1 and 168 hours. If the Target Hours is outside that range,
you receive an error message.
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The
other aspect is the Block scheduling for the week when target is hit.
If this option is selected, then when a staff member reaches their Target
Hours, they are no longer available for students to schedule with across
Navigate for the rest of the week. Note that in this case, a week goes from
Sunday to Saturday.
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Click Update Target
Hours
Appointment
Campaigns
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From your Staff Home
Page - Right side - click on Appointment Campaigns –
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Click + Add New
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Define your
campaign
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Campaign Name
§ Campaign
Name is visible to the person creating the campaign and any other users who
have access to view campaigns, but not visible to the student. Make sure that
you adhere to your institution’s naming policy, otherwise other users will not
be able to evaluate the impact of your campaigns.
o Instructions of Notes
for Landing Page
§ This field shows
instructions for the campaign the student sees when they open the Appointment
Campaign notification. Make this text short and descriptive.
o Care Unit
§ The Care Unit the
Appointment Campaign is associated with.
o Location
§ The location where the
appointments will be held.
o Service
§ The Student Service
associated with the campaign = Undergraduate Advising
o Appointment Limit = 1
per student unless you want them to be able to have 10
§ How many appointments
you want students to schedule during the campaign.
o Appointment Length = how
long do you want your appointments per student to last
§ How long the campaign
appointment will be. Durations begin at a 5-minute length.
o Slots per Time = 1
§ Appointments can be
individual or group. By adding more than one "slot per time", you can
have a group appointment. The maximum number of slots is 500.
o Allow Scheduling Over Courses
= do not check this box
§ If checked, this box
lets students schedule over course conflicts. Course conflicts refers
to time slots where either the potential organizer or the student have
conflicts due to either instructions or enrollments.
o Staff Reminders = email should
be checked if not all boxes
§ These checkboxes select
what kinds of Appointment Campaign notifications the staff attached to the
campaign will receive. The two options are Email and Text.
o Recipient Reminders = email
should be checked if not all boxes
§ These checkboxes select
what kinds of Appointment Campaign notifications the campaign recipients
(usually students) will receive. The two options are Email and Text.
o Start and End Date –
scheduling window
§ The date range that you
want students make campaign appointments for.
§ Campaign
appointments can be scheduled on any date within the scheduling window. Your
campaign will begin automatically on the date of your first nudge
Click Continue this will take you to Search for Students
Search for students:
You will
want to select enrollment term – If you do not pick enrollment term and then
pick my students only (at the bottom) you will get students that are not
registered for the current ter. Likewise, you will get grad students in your
list. Currently, we do not have capabilities for Grad students in Navigate.
This will be coming later in the semester.
Assigned
To: You want to pick assigned to any (if you pick an advisor type you
will miss some of your students unless you pick 2 types- If you pick any this
will grab all advisor types.
Next click
my students only at the bottom of the page and then click search (see
screenshots below).
When you
click search this will bring up your list of students.
Click the box
to the left of Name – this will select all your students/advisee in the list,
or you can individually pick your students/advisee one by one by clicking the
box to the left of their names.
Next click
continue - Here is where you can remove students from the campaign by the arrow
by Actions. You must have a student clicked and then go to actions to remove
them – if you need to.
Once you
have your recipients/advisees list finalized - click continue to finish the
rest of your campaign.
Select
Staff for Campaign
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Next, you need to choose an Organizer for the campaign. You
must select yourself.
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If you are not
seeing yourself, you have not done the first step – Setting up your
Availability. You will need to go back and do this in Step 1 of these
procedures. Remember your campaign and your availability must match.
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Click Continue - Remember at anytime you can click Save and
Exit if you do not have time to finish your campaign. Just go back into your home
screen click Appointment campaign, find your campaign, and click on it, and
continue where you left off.
Add
Nudges and Success Messages – must create 1 nudge per campaign
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Nudges replace the Compose a Message functionality and allows
for more communication from your school to students during an Appointment
Campaign. Each nudge is an email sent to your campaign list. You can
customize the message sent to the student; however, the link and link text will
always be the URL and text set in the first step of the Appointment Campaign.
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Nudge
emails are sent the morning of the date chosen when you create the nudge. As
with any email, some may be slightly delayed.
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To
create a nudge, define your campaign and create your list of students for the
Appointment Campaign. The Nudges page opens.
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Click Add
Nudge to create
your first Nudge. You must
create at least one nudge per campaign; however, you can create more. There are no limits on how
many nudges you can send.
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Enter a subject line and customize the message. The available
Merge Tags are listed under the Message text box. You can see
a preview of the message in a panel right of the composition panel. You can
also attach a file to this message.
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Fields used in the message composition are:
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Email Subject
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The subject of the nudge email going to the student. It is Enroll
Today by default.
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Message
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The customized email message going to the student. Merge tags are
available for this message and are shown beneath the message field.
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Send Date
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The date the email nudge is sent. The nudge with the earliest date
will essentially start your Enrollment Campaign.
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After creating a nudge, click Save Nudge on
bottom right to continue. You may continue creating nudges after this.
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Next
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Click Add
Success Message to start creating a Success Message.
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You can also create a Success Message on the
Nudges step of an Appointment Campaign. This is an email sent the day after the
recipient schedules all appointments for the campaign. It is for communication
purposes only
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These are optional not required.
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The Add
Success Message page is like the Add Nudge page; however,
there is no Send Date because the Success Message only sends after the student
schedules an appointment. You may also use merge tags when writing your Success
Message.
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The
customized email message going to the student. Merge tags are available for
this message and are shown beneath the message field.
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After you have finished composing your message, you will want
to click Save Success Message.
Confirm
and Send (Verify and Start)
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Review your campaign details, nudges, invitees, and advisors
on this page.
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Click Start Campaign at the bottom right when you are ready
to email the invites to the selected students.
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If you are not ready or need to make changes, click Save and
Exit next to the Start Campaign. This will take you out of your campaign so
you can make changes at a later date or use the Back button on the bottom left
to go back to various parts of your appointment campaign.
Edit
a Campaign
To edit a
campaign, you will need to go into the campaign you created to do this go your Staff
Home screen and on the right side, you will find Appointment Campaigns –
click on it
This will
bring up a list of all your campaigns – find the one you want to edit and click
on the campaign name.
Once in
your campaign you
created - on the right side click edit campaign details. This will
bring you inside your campaign and you can make changes etc.
If you
want to edit your students click on the verify recipients tab.
You can left
click by a student’s name - go to actions- remove selected or click on add
recipients (bottom left side of screen by the back button). This will
take you back to the student search screen – enter the persons Id – click
search – click on the box beside the student’s name and click continue.
This will add the student you just searched for in your recipients list.
From here you can click continue and finish editing your campaign if you need
to or save and exit. Remember if you edit your campaign after it has been
started and have appointments you can only edit the students who have not make
an appointment with you or editing
an existing availability DOES NOT edit or change already
scheduled appointments.