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Access, Access Levels, and the Schedule

The Schedule Display

Once logged in, clients and administrators are taken to the schedule display.  This display allows for appointments to be made and managed, and provides access to all other control panels, functions, and tools within the program.  Typically, clients use the schedule to make a new appointment, meet with a staff member online at their appointment time, join the waiting list, or manage upcoming appointments.  Staff use the schedule to prepare for upcoming appointments, access and enter post-session client report forms, and manage all appointments. 


The Non-Administrative Schedule Display


A sample display of the schedule to non-administrators

Especially for clients, WCONLINE is designed to be extremely intuitive and easy-to-use.  Clients typically need very little instruction in order to begin making and working with their appointments.  Towards this end, a client, by default, only sees four colors colors on the schedule--dark blue for blackouts or unavailable time, lighter blue for other appointments, yellow for the client's own appointments, and white for open and available times.  (Note that these colors can be changed in the "Appointment, Unavailable Time, and System Colors" section of Global System Settings.)  Times for past days are automatically grayed out to visually indicate that the days have passed and to prevent clients from making appointments for past times.

The schedule is designed to be like most calendars with the date positioned in the upper left, the names of available staff and resources down the first column, and with the times displayed across the first row.  (If the schedule is set for SLOT SCHEDULING ONLY in Schedule Management, then the times will be replaced with slot numbers.)  The display of staff and resources is typically in alphabetical order (although that can be randomized via the DISPLAY STAFF OR RESOURCES setting in Schedule Management).  Additionally, the staff or resource display can also show the types of meetings available with each staff member, the availability of group appointments, and other limits based on settings in Staff and Resource Management.

In order to make an appointment, a client simply selects a white slot representing an open time and then fills out and saves the appointment form.  Once saved, the appointment will appear in yellow on the schedule display.  Similarly, in order to access an existing appointment, the client selects the appointment on the schedule or selects the appointment from the My Appointments listing in the Welcome menu.  If a client has an online meeting, then the client will access that meeting by opening the appointment and following the "start or join online meeting" link.  Unlike administrators, clients cannot see any information about appointments for other clients and do not see any information when hovering over an appointment on the schedule.

In addition, the schedule view provides several tools that the client can use to navigate the schedule or access other program features:


WELCOME MENU: The Welcome menu is located in the top left of the schedule display--directly below the header or logo image.  Selecting the welcome menu will allow the client to access the Update Profile & Email Options tool, the list of My Appointments, and the ability to Log Out.  


DATE RANGE: Directly to the right of the Welcome menu are the dates that the current schedule view is showing.  While defaulting to one week with the current day on top, this range can be impacted by both the DISPLAY THE SCHEDULE and HOW MANY DAYS TO SHOW settings in Schedule Management.


SCHEDULE SELECTION: Next to the date range is a drop-down list of all schedules with an AVAILABILITY of AVAILABLE TO EVERYONE in Schedule Management.  If more than one schedule is available, clients can select a different schedule from the drop-down in order to be taken to that schedule.


SCHEDULE NAVIGATION TOOLS: Beneath the date range and schedule selection displays are options for navigating the schedule.  By selecting "previous," "current," or "next," a client can move forward or backwards within the schedule (up until the schedule's starting and ending dates as set in Schedule Management).  And, by selecting the calendar icon, a client can navigate to a specific date by selecting the date from an on-screen calendar.


Sample help legend displayHELP? Below the Welcome menu is the help instructional legend.  By hovering over (or, on a touch-based device, by touching) the prompt, clients will see brief instructions for working with appointments, understanding the colors displayed on the schedule, and, depending on the features activated within WCONLINE, interacting with other available features (as discussed below).

Several other features within WCONLINE can impact the client's view of the schedule:

  • If the client is accessing the schedule through the text-only/accessible and mobile version, then the features discussed on this page will be available as text-only options.
  • If SET CENTER'S LOCAL TIME is set in Global System Settings, then times on the current day that have already passed locally will be grayed out.  Unlike administrators, clients cannot click on slots that appear in gray on the schedule.  (Other settings in Staff and Resource Management that make a resource unavailable to clients, such as the AVAILABILITY setting, would also cause the resource's time slots to appear in gray to the student.)
  • If USE THE WAITING LIST is set to YES in Schedule Management, then clients will see a "Waiting List" prompt beneath each current or future date on the schedule.  This allows the client to join the waiting list for that date. 
  • If the time clock is enabled and available to non-administrators in Module Setup: Time Clock, then clients can clock in and out by selecting a green or red checkmark that appears next to the "HELP" prompt.
  • If administrators have added schedule-specific announcements in Announcement Management, then those announcements appear at the top of the schedule display--directly above the first displayed date on the schedule.
  • If SELECT STAFF OR RESOURCES BY FOCUS is set to YES in Schedule Management, then clients can narrow the display of resources on the schedule by selecting from the "limit to" menu that appears to below the schedule navigation tools at the top of the schedule.  If this option is set to YES, REQUIRED and if another client has already made an appointment in a group appointment slot, then the client will see the focus selected by the first client when hovering over the white square where the group appointment has already been scheduled.


The Administrative Schedule Display

A sample display of the schedule from an administrator's account.In addition to having access to all schedules with an AVAILABILITY other than HIDDEN/ARCHIVED (as set in Schedule Management), administrators have access to every appointment on a given schedule.  By hovering over an appointment, administrators are shown information about the appointment in the slot and, by selecting an appointment, an administrator can view or manage an appointment or add or view client report forms entered for that appointment.  Full administrators have access to all administrative control panels in the Welcome menu, while basic administrators have access to a limited number of control panels (as set in Global System Settings).  Administrators are also shown colors to represent online, eTutoring, placeholder, walk-in, and checked-in appointments (as also set in Global System Settings).  

From the schedule view, administrators also have administrative access to the tools clients also have access to, such as the waiting list, administrative-only announcements, and time clock.  In addition, the schedule view provides several tools that administrators can use directly from the schedule:


SEARCH TOOL: By selecting the magnifying glass at the top left of the schedule, an administrator can perform a keyword search of appointments, registration profiles, and other system data.


ADD CLIENT TOOL: By selecting the profile-of-a-head icon at the top left of the schedule, an administrator can add a new client to the system by filling out the registration form for a new client.


ADD OFF-SCHEDULE CLIENT REPORT FORM TOOL: If a staff member meets with a client outside of the hours displayed on the schedule, then the staff member can select the paper icon at the top left of the schedule to add an off-schedule client report form to record what happened during that meeting.


MASTER LISTINGS REPORT ACCESS: By selecting the report icon at the top left of the schedule, an administrator can access the Master Listings Report with the report preset to the schedule being viewed.


BLACKOUT TIMES MANAGEMENT ACCESS: By selecting the calendar-with-an-x icon at the top left of the schedule, an administrator can access the Blackout Times Management control panel with the tool preset to the schedule and dates being viewed.


PENCIL ICON: Full administrators (and, optionally, basic administrators if given access using the PENCIL ICON ACCESS setting at the bottom of Global System Settings)  can select the pencil icon that appears next to a staff or resource's name on the schedule in order to change the name of that staff or resource for the selected day on the schedule.  This function is typically used, for example, to quickly make note of a tutor who is temporarily covering a sick colleague's shift and has no effect on your data or statistics. For permanent changes to the schedule, use Blackout Times Management.


Access, Access Levels, and the Schedule

SECTION 1: The Schedule Display

SECTION 2: Text-Only, Accessible, and Mobile Interface

SECTION 3: Card Reader Support

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.