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HOW TO CREATE AN APPOINTMENT SUMMARY REPORT
Appointment summary reports can be created during or after meeting with students for scheduled appointments, drop-ins, or to indicate a no-show. All reports can be edited later by the person who created them.
For drop-in appointments, go to the student’s profile and click Report on Appointment.
For scheduled appointments, select the appointments tab from your Navigate home page. In the Reporting section, check the box for the appropriate appointment, select the drop-down arrow next to Actions, and select Add Appointment Summary.
If a meeting has passed or you need to review the meeting, select the Report Details in the Reporting section. *Until the report is filed, the box will be red. Once the report is filed, it will turn green as shown below.
Regardless of the meeting type and when you create the report, the following pop-up will be generated:
*If the appointment is a drop-in, you will have to fill in the appointment details. If it is a scheduled appointment, the details (highlighted green) will be filled out automatically.
One newer feature for creating appointment summaries is the Meeting Summary Assistant.
From the drop down, you have options to choose from depending on what best suits your needs.
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With the student’s permission, you can transcribe the entire appointment (transcriptions are not saved) and have a summary auto generated. *Please review the summary before posting to ensure sensitive information is not disclosed and consult “Best Practices for Appointment Summaries” in the attachments above to review what is considered sensitive information.
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You can also use the transcription tool to record your verbal summary rather than typing it out.
*Both #1 and #2 can be very helpful during peak advising times to ensure the transition between meetings does not result in lost information.
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If you are recording notes digitally outside of Navigate, you can upload notes as an attachment or copy/paste the text for the AI assistant to summarize.
If you choose not to use the AI, there is a box for you to manually type out any notes you wish to attach to the appointment. Please be detailed without sharing sensitive information.
Once you have completed your report, click save at the bottom of the pop-up. *You can always go back and edit any appointment summary you create later on!
The report can now be accessed by anyone with permissions in Navigate and will help with future advising appointments. If you need to look up the report later, you can do so either by going to the student’s profile, selecting the history tab, and scrolling through entries...
Or from your homepage, you can select the appointments tab, scroll down to the reporting window, and select “Recent Reports You Created”.
