Schedule View, Navigation and Options

Top Left Icons and Help Menu

The "help" menu, either in the center below the schedule selection or at the top left below the welcome menu, shows brief instructions and the color legend on hover-over. The help menu shows information on options that you are using on this schedule.

All icons show definitions on hover-over. From left to right, all possible icons are:

Enter an off-schedule client report form white sheet of paper: An administrator can click to fill out a client report form not associated with an appointment. Use this to make a note about a client, as opposed to about an appointment. For example, if a student stops by the center to mention a concern about an upcoming assignment, talks with someone for several minutes, and is planning to make an appointment later in the week, it would make sense to enter an off-schedule client report form. You will see the off-schedule client report form when you look at this client's list of client report forms using the Master Appointment Report, so you will see quickly that there was additional information on that day. On the other hand, if a student arrives and is able to meet with someone as a walk-in, make an appointment for the student, and also add a client report form for that student using the "add new" link at the bottom of the appointment form.

Add a new client to the system profile of a face: An administrator can click to fill out a registration form for a client. It is correct that on this Add a New Client form--which is your logged-in administrator's view of your registration form--you do not see red asterisks indicating required fields. You can fill out this form quickly (such as when a student arrives for a walk-in and needs help making an appointment quickly) using only the student's first and last name, email address and any password. (And you might recommend that the student log in later to update his or her own profile.) Keep the "yes" for "notify client" at the bottom, because, with a "yes," the client receives his or her login information via email. You can type in a random and/or secure password (such as by hitting any keys on your keyboard) and know that the client has that new password via email. Clients registering themselves should always use the "click here to register" link from the login page.) Avoid handing over a computer with an administrator's Add a New Client form open, as this would also allow the client to see other students' information on your screen.

View the Master Appointment Report calendar symbol: Use this to open the Master Appointment Report. Since you are opening the Master Appointment Report while "on" or viewing a specific schedule, the report is limited automatically to this schedule. This would be a quick way to see today's appointments on this schedule, and then, for example, change to view the upcoming week's appointments.

Search magnifying glass or typical "search" symbol: Search for any information, such as part of a client's name, part of a phone number, a term filled in on a form, or anything else you need to find. Results are listed with links to information you are likely to need, such as a client's profile, appointments, no-shows, cancelations, client report forms, staff or resource listings, and lists of appointments and client report forms.

Attach a file to an existing appointment yellow folder icon: If enabled in Schedule Management or by having staff and resources available for eTutoring, an administrator or client can attach a file to an appointment. An administrator sees a list of all appointments, while a client can see only their own appointments. A client who has forgotten to attach a file immediately after saving an appointment, or who would like to attach an additional file to the appointment, can click here to quickly find their own appointment and attach the needed file. An administrator can use "notify client" to send an automatic email to the client notifying them that a file has been attached to their appointment. The yellow folder icon is easy for clients to use, because it lists only their own appointments. Only administrators can see everyone's appointments. Please don't worry that clients would have to hunt through all the appointments in your system.

Check or clock-in/Check or clock-out green or red checkmark: If enabled in Module Setup: Time Clock, and as set for full and basic administrators or all users, an administrator or any client can clock in and then out or clock in to go into the waiting room. A full administrator can also choose to clock in someone else.

The help menu shows the color key, including any options you are using on the current schedule (such as online appointments) and any personalized colors. The help menu is different for administrators and non-administrators, since non-administrators do not have all your administrator's options and cannot see all the different colors.

A note on the divided "Unavailable" color in the "help" hover: As an administrator, you can see other people's appointments ("Other Appts."), including their color-coding and information. Clients, as non-administrators, can always see only their own information, but a FERPA recommendation is also that they not know that other people have appointments. Because most centers want students to see a difference between taken time slots and time slots in which tutors are not at all available, the "Unavailable" label for clients is for both "other" appointments and blacked-out time.

Chapter Sections

SECTION 1: Schedule Options and Colors

SECTION 2: Schedule Selection, Welcome, Date Navigation

SECTION 3: Schedule/Blackouts Toggle

SECTION 4: Top Left Icons and Help Menu

SECTION 5: Limit-To Menu: Top Center Below Schedule Selection and Date Navivation

SECTION 6: Waiting List

SECTION 7: Pencil Icon

SECTION 8: Waiting Room (Using the Time Clock)

SECTION 9: Announcements on the Schedule

SECTION 10: Center Description and Web Links

SECTION 11: A Note on the Time Clock

SECTION 12: QUESTIONS: Schedule Appears Blank to Clients

SECTION 13: QUESTIONS: Current Day on Top and Monday Through Friday

SECTION 14: QUESTIONS: Grayed-Out Time Slots

SECTION 15: QUESTIONS: Days are Missing or Closed