Appointment Campaign Instructions and your Availability Times

Appointment Campaign Instructions and your Availability Times

 

-          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.

-          If you have set up availability, then you should see times etc. and a personal link –

 

 

-          If you have not set up any availability, then available times will be blank like the screen shot below

 

To set up Available times

 

-          Click on Actions and then click on Add Time

-          The add Availability screen will pop up

 

 

-          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.

-          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

-          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.

-          If you have different times and different days, you will need to create/set-up availability for each different time and date available.

-          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

-          Make sure you click Appointments and Campaigns (they will turn a darker shade of gray) for what type of availably is this? 

-          Care unit = Advising

-          Location = Department Buildings

-          Services = Undergraduate Advising

-          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.

-          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. 

-          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.

 

-          When you are done click Save to create the availability. 

-          Repeat this process any time you want to add another availability. You can have as many availabilities as you want.

-          Target Hours

o   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.

 

 

-          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.

 

-          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.

 

 

-          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.

-          Click Update Target Hours

 

Appointment Campaigns

-          From your Staff Home Page - Right side - click on Appointment Campaigns –

 

-          Click + Add New

-          Define your campaign

o   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

·         Next, you need to choose an Organizer for the campaign. You must select yourself. 

·         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.

 

·         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

·         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.

·         Nudge emails are sent the morning of the date chosen when you create the nudge. As with any email, some may be slightly delayed.

·         To create a nudge, define your campaign and create your list of students for the Appointment Campaign. The Nudges page opens.

 

·         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.

 

 

·         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.

·         Fields used in the message composition are:

·         Email Subject

·         The subject of the nudge email going to the student. It is Enroll Today by default.

·         Message

·         The customized email message going to the student. Merge tags are available for this message and are shown beneath the message field.

·          

·         Send Date

·         The date the email nudge is sent. The nudge with the earliest date will essentially start your Enrollment Campaign.

·         After creating a nudge, click Save Nudge on bottom right to continue. You may continue creating nudges after this.

·         Next

·         Click Add Success Message to start creating a Success Message.

o   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

o   These are optional not required.

 

·         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.

·         The customized email message going to the student. Merge tags are available for this message and are shown beneath the message field.

·         After you have finished composing your message, you will want to click Save Success Message.

 

Confirm and Send (Verify and Start)

·         Review your campaign details, nudges, invitees, and advisors on this page.

·         Click Start Campaign at the bottom right when you are ready to email the invites to the selected students.

·         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.