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Data Collection & Forms

Appointment Form Overview

A sample new appointment form.The appointment form is filled out when making an appointment.  Typically, the form is used for collecting appointment or meeting-specific information (such as the student's course, instructor, and assignment details).  

In order to make a new appointment, clients select an open space on the schedule (which will appear in white).  Once a client selects (or clicks or touches) the space, the appointment form will open in a new window.  The client simply reads through and fills out the appointment form in order to secure the appointment.  Clients using the text-only or mobile interface drill down to find an available slot and then fill out the appointment form in order to secure the appointment.  If a client tries to make an appointment and is unable to do so, they should carefully read the explicit error message for additional information.

Clients who already have an appointment scheduled can access that appointment by selecting it on the schedule display, by selecting it from the list of their appointments in the My Appointments section at the top of the Welcome menu, or by selecting it from the list of their appointments within the text-only or mobile interface.  

Administrators work with appointments in much the same way--selecting an open slot to make an appointment or selecting an existing appointment to view the appointment details.  While clients can only make appointments for themselves and can only access their own appointments, administrators can make appointments for any client and can access and modify any existing appointment on the system.  The appointment form also offers administrators additional functionality, such as the ability to move appointments or mark appointments as missed, walk-ins, or placeholders.


Making a New and Editing an Existing Appointment

Once a client or administrator selects an open slot on the schedule, they'll be presented with the appointment form.  That form is divided into several sections as discussed below and in order from the top to the bottom of the form.  Since the form offers additional functionality to administrators, options and sections only shown or available to administrators are labeled and highlighted as ADMIN ONLY.  Once the form is complete, selecting "create appointment" saves the appointment or selecting "save changes" saves the changes to the appointment (or presents explicit errors if the appointment cannot be saved). 


CLIENT SELECTION: ADMIN ONLY: While clients can only make appointments in their own name, administrators can make appointments for themselves and for any client on the system. If you are making an appointment for yourself, ignore this section.  If you want to make an appointment for a client, begin typing the client's name or email address in this field and then select the client from the resulting display.  If a client hasn't registered, use the ADD NEW CLIENT tool at the top left of the schedule or at the top of Client and Record Management to add the client to the system before making an appointment for the client.

Client Selection Tool


APPOINTMENT DATE: The appointment form will show the date that was selected when opening the appointment form and will preselect the appointment times based on the selected appointment slot.  If needed, the appointment's starting and ending time can be adjusted through the displayed drop downs. While full administrators can make appointments of any length, basic administrators and clients can only make appointments that fall between the MINIMUM and MAXIMUM ALLOWABLE APPOINTMENT LENGTH settings for each staff or resource in Staff and Resource Management.  If SLOT SCHEDULING ONLY is set to YES in Schedule Management for this schedule, then this section of the form will show a slot number instead of appointment times.


SHOW REPEAT OPTIONS: ADMIN ONLY: While clients can only make one appointment at a time, administrators can make repeating appointments either for themselves or for clients.  To do so, an administrator selects the "repeat options" link and then fills out the resulting display.  For example, to make the appointment repeat every Tuesday through April 21, 2022, the administrator will change the display to read "Repeat every 1 week until April 21, 2022."  Note that only new appointments can be made to repeat.  Existing appointments cannot be made into repeating appointments.

Repeat Options on the Appointment Form


STAFF OR RESOURCE: The staff or resource area displays the name of the staff or resource as selected when selecting the available appointment slot. This section of the appointment form also displays the results of the MINIMUM and MAXIMUM ALLOWABLE APPOINTMENT LENGTHRESOURCE BIO OR RELATED INFORMATIONLOCATION, and DISPLAY EMAIL ADDRESS settings in Staff and Resource Management.


MEET ONLINE? If a staff or resource is available for eTutoring or online meetings (as defined by the IN-PERSON & ONLINE AVAILABILITY setting in Staff or Resource Management) then the appointment form will display a section that allows the client to select the type of appointment that they want.  The language used in this area can be configured via the "Language Options" section of Global System Settings.

Meet Online Options


APPOINTMENT FORM QUESTIONS: The next section of the appointment form asks the questions that you've configured in Form Setup: Appointments.  While clients cannot submit the appointment form without completing required questions, administrators do not have to answer required questions (unless an administrative-only required question has been added in Form Setup: Appointments).


APPOINTMENT FOCUS: If SELECT STAFF OR RESOURCES BY FOCUS is set to REQUIRED in Schedule Management, then the next section of the appointment form will ask clients to select the focus for their appointment.  If this is a group appointment slot with other existing appointments, then this field will display the focus selected by the first client who made an appointment in the slot (since all appointments in a group time slot where the focus is required must share the same focus).

Appointment Focus InterfaceFILE ATTACHMENTS: If ALLOW FILES TO BE ATTACHED TO APPOINTMENTS is set to YES in Schedule Management, then the next section of the appointment form will allow clients to upload three files to their appointment.  (Additional files can be added when editing the existing appointment, but files can only be added three at a time.)  When uploading a file, the client will select a file and optionally give the file a title.  The types of files allowed is set via the ALLOWED FILE TYPES FOR UPLOADS option in Global System Settings.  Administrators are offered a third option in this area that allows WCONLINE to send the client an email alerting the client to a file attached by the administrator (and, optionally, including the file as an attachment to the notification email.

File Attachment Options on the Appointment Form


ADMINISTRATIVE OPTIONS: ADMIN ONLY: Near the bottom of the form, administrators are offered options for marking the appointment as a walk-in/drop-in, as a missed (or no-show) appointment, or as a placeholder appointment.  The next section of this manual provides extensive information about these specialized appointment types.  If unchecked, the final option in this area allows an administrator to prevent the appointment confirmation email from being sent to the client once the form is saved.  Appointment confirmation emails are configured in the SCHEDULE-RELATED EMAILS section of Schedule Management.


Clients and administrators can also edit existing appointments by selecting the appointment and then selecting the "EDIT" button.  Once you finish editing an appointment, select the "Save Changes" button to save those changes.  Note that, while administrators can edit any appointment at any time, clients cannot edit appointments that occurred on past days or that are with administrative-only resources or on administrative-only schedules (as set in Staff and Resource Management and Schedule Management).  A clients ability to edit can be further restricted by using the LIMIT WHEN APPTS. CAN BE CANCELED OR MODIFIED setting in Schedule Management.

Editing an appointment presents nearly the same form and options as the "add a new appointment" form, except that the fields on the form are populated with the information that was added when adding the form.  Other differences while editing a form are:

CLIENT NAME: ADMIN ONLY: While a client can only see their own appointments, an administrator can open and edit any appointment.  As such, administrators will see the client's name at the top of the form.  Selecting that name will show the administrator the client's entire registration profile.  


MOVE APPT: ADMIN ONLY: In addition to the ability to mark an appointment as a walk-in, missed appointment, or as a placeholder, administrators also have the option to move an appointment to another day and/or staff or resource.  To do so, an administrator selects MOVE APPT at the bottom of the appointment form and then selects a new resource and date.  As long as that resource and date is available, the appointment will be moved once the changes are saved. (If you offer a combination of face-to-face, online, and eTutoring appointments, moved appointments remain their original type, so, for example, a student who expects to meet online can still click on a link to an online meeting, even if their appointment is moved to a face-to-face and/or eTutoring staff or resource.)

Administrative Options on the Appointment Form


ALSO MODIFY FUTURE/PAST: ADMIN ONLY: If the appointment was made as a repeating appointment by an administrator, then administrators will see an option under the "Save Changes" button that reads, "Also modify future or past and future linked appointments."  If you want to modify the appointment only on the currently-selected day, select the 'Save Changes' button. To apply your changes to this appointment across all linked appointments (or appointments that were made as part of this repeating appointment) from the current day forward, check the FUTURE radio button and then select 'Save Changes.' To modify all of the appointments that are linked to (and that were made with) this appointment, check the PAST AND FUTURE radio button and then select 'Save Changes."


Viewing Existing Appointments

View Existing Appointment SampleClients can view any of their appointments by selecting the appointment from the schedule display, selecting it from the list of their appointments within the text-only interface, or selecting it from their list of current appointments in the MY APPOINTMENTS option in the Welcome menu.  Administrators can view any appointment at any time by selecting the appointment from the schedule display, from within the Master Listings Report, or from within the list of appointments in the text-only interface.

The "View Existing Appointment" form is divided into several sections as discussed below and in order from the top to the bottom of the form.  Since the form offers additional functionality to administrators, options and sections only shown or available to administrators are labeled and highlighted as ADMIN ONLY.  

CLIENT NAME: ADMIN ONLY: Administrators are shown the name of the client at the top of the form.  Selecting the name will open the client's full registration profile in a modal window.  Administrators can opt to have additional information from a client's registration profile displayed directly on the form by using the DISPLAY ON APPOINTMENT? settings in Form Management: Registrations.


APPOINTMENT INFORMATION: The next section of the form shows the appointment date and time, the staff or resource's name, and when the appointment was created and modified (if applicable).  If the appointment is a special appointment type (such as a placeholder or online appointment), that is also displayed in this section (in the color specified in the APPOINTMENT, UNAVAILABLE TIME, AND SYSTEM COLORS section of Global System Settings).


MARK MISSED: ADMIN ONLY: If the client didn't show up for the appointment, an administrator can mark the appointment as missed by selecting the "mark missed" link.  This is a shortcut that does the same thing as editing the appointment, selecting the "missed" checkbox, and saving the changes.  The next section of this manual provides extensive information about missed appointments and all specialized appointment types. 


POST-SESSION CLIENT REPORT FORMS: ADMIN ONLY: Administrators can add a new post-session client report form to the appointment by selecting "add new."  Additionally, administrators can view existing client report forms for the appointment's client by selecting "view existing."  Viewing past client report forms allows an administrator to prepare for a session by reviewing a client's past work at the center.


STAFF OR RESOURCE INFORMATION: The next section of the form displays the results of the APPOINTMENT LENGTHRESOURCE BIO OR RELATED INFORMATIONLOCATION, and DISPLAY EMAIL ADDRESS settings in Staff and Resource Management.  


GROUP INFORMATION: ADMIN ONLY: If an appointment slot is set to hold more than one appointment (as set via the NUMBER OF APPOINTMENTS PER TIME SLOT setting in Staff and Resource Management), then the next section of this form will show information on the number of appointments already scheduled in the slot.  Administrators can select from the list of appointments that share the slot to view those other appointments or can select the "add" link to add a new appointment to the slot.  The section will also display whether or not the slot is full (meaning that the number of appointments is equal to the number of available slots).

Group Appointment Sample Information


MEET ONLINE? If the appointment is an online or eTutoring appointment, then the form will display a section that shows the appointment type, instructions, and, for online appointments, a link that opens the Online Consultation Module's session for that appointment.  The language used in this area can be configured via the "Language Options" section of Global System Settings.


APPOINTMENT FORM QUESTIONS: The next section of the form displays the answers to the appointment form questions (as set in Form Setup: Appointments).


FILE ATTACHMENTS: If ALLOW FILES TO BE ATTACHED TO APPOINTMENTS is set to YES in Schedule Management and if ALLOW UPLOADS AT ANY TIME is set to YES in Global System Settings, then the next section of the appointment form will allow clients to upload three files to their appointment.  If the "any time" option is set to NO, then clients will be shown a message letting them know they can add additional files by editing the appointment.

This section also displays any files that are already attached to the appointment with the file's title, the time and date that it was uploaded, and the name of the individual who uploaded or attached the file.  Administrators see an additional option allowing them to email a given file to the client.  Full administrators see another option that allows them to delete an attached file.

File Attachment Display on Appointment Form


EDIT AND CANCEL BUTTONS: While administrators can edit and cancel any appointment at any time, clients cannot edit or cancel appointments that occurred in the past or that are with administrative-only resources or on administrative-only schedules (as set in Staff and Resource Management and Schedule Management).  A clients ability to edit can be further restricted by using the LIMIT WHEN APPTS. CAN BE CANCELED OR MODIFIED setting in Schedule Management.  If a client doesn't have the ability to edit or cancel a given appointment, then they won't see the edit or cancel buttons.


ALSO CANCEL FUTURE/PAST: ADMIN ONLY: If the appointment was made as a repeating appointment by an administrator, then administrators will see an option under the "Cancel Appointment" button that reads, "Also cancel future or past and future linked appointments."  If you want to cancel the appointment only on the currently-selected day, select the 'Cancel Appointment' button. To cancel all linked appointments (or appointments that were made as part of this repeating appointment) from the current day forward, check the FUTURE radio button and then select 'Cancel Appointment.' To cancel all of the appointments that are linked to (and that were made with) this appointment, check the PAST AND FUTURE radio button and then select 'Cancel Appointment."


Data Collection & Forms

SECTION 1: Appointment Form Overview

SECTION 2: Specialized Appointment Types

SECTION 3: Client Report Forms

WCONLINE Product Manual

The product manual is available completely online. Choose a chapter from the list below or use the search tool to perform a keyword search.

CH 1: Welcome

GENERAL INFORMATION

CH 2: Data Collection & Forms

CH 3: Access, Access Levels, and the Schedule

CH 4: Synchronous Online Meetings

WELCOME MENU/CONTROL PANELS

CH 5: Update Profile & Email Options

CH 6: Client & Record Management

CH 7: Schedule Management

CH 8: Staff and Resource Management

CH 9: Starting Availability Management

CH 10: Blackout Times Management

CH 11: Announcement Management

CH 12: Mass Email Tool

CH 13: System Data Export

CH 14: Report: System Statistics

CH 15: Report: Master Listings

CH 16: Report: System Utilization

CH 17: Global System Settings

CH 18: Form Setup: System Forms

CH 19: Module Setup: Early Alerts & Flags

CH 20: Module Setup: Survey

CH 21: Module Setup: Time Clock

FAQs

CH 22: Frequently Asked Questions

This manual applies to the current version of WCONLINE® and is constantly updated as new features are released.