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Global System Settings

System Integrations

In Global System Settings (which you'll find under the "System Configuration" section of the Welcome menu), you can define a variety of system-wide settings and controls. At the top of Global System Settings, you'll find links to a variety of tools that also enable global changes throughout your WCONLINE site.  The first tool, "System Integrations," allows you to connect or replace components of WCONLINE with other programs.


API Access

WCONLINE includes built-in reports and an export, all of which work quickly and report up-to-the moment data whenever used. If you would like to use data outside of WCONLINE automatically, this area allows you to set up a secure API. As with all control panels, be sure to hover over the blue question marks next to each option to find explanations and suggestions about each entry.


API ACCESS KEY: Create something like a secure password and keep it private. It will be used in a hashed security token.


ACCESS IP ADDRESS: For additional security, WCONLINE allows the API to be used from only one IP address, as entered here.

 

API Access brief instructions with key and IP address fields

 

Once the above settings are saved, the page refreshes with extensive additional information, including the URL to use in your API and instructions on how to create your specific URL. Your API will use a URL that is programmed to request the information you would like to use outside of WCONLINE using specific tokens and an encrypted, time-based key. Briefly, tokens in the URL are:

  • [TYPE]: From a list of types of data you can extract via API access, replace "[TYPE]" with the data you would like to work with. Options for types of data are "APPT," "CRF," "ORPHAN," and "AVAIL," for appointment data, client report data, appointments without client report forms, and appointment openings that are available to non-administrators, respectively.
  • [DATE]: This allows you to choose the date of the data to extract via API access, such as always using today's data. Replace "[DATE]" with a date formatted as YYYYMMDD.
  • [KEY]: Replace "[KEY]" with an encrypted key that uses the API ACCESS KEYACCESS IP ADDRESS, and current time. When setting up your key to include the time, note that the time has to match WCONLINE's time, which is listed, live, in the instructions, and is set to not change with daylight or standard time. Example unencrypted and encrypted keys are displayed to help with making sure your URL is constructed correctly.

The API has to be set up by someone with advanced web and JSON programming knowledge, such as someone in your IT department, and, while we are happy to help with questions regarding the information in WCONLINE, your questions about the API should most likely be directed to that person or department. Data is extracted securely via API, and you are responsible for the security of that data once outside of WCONLINE. For additional security, the API allows up to ten queries per hour.


Online Consultation Module

WCONLINE includes an embedded Online Consultation Module that allows a staff member and student to meet online. That module features text chat, audio and video chat, a synchronous whiteboard, drawing tools, and math tools.

If your center or institution subscribes to Zoom or BlueJeans and if your clients and staff would find those technologies more familiar, then you can replace the Online Consultation Module with Zoom or BlueJeans.  Once replaced, clients and staff would continue to make online appointments and would continue to access those appointments via the "Start or Join" link on the appointment form; however, when clicking that link, individuals would be taken to either Zoom or BlueJeans instead of the Online Consultation Module.

 

System Integrations Defaults in Global System Settings

 


ONLINE CONSULTATION TECHNOLOGY: Once in System Integrations, select the technology that you want to use from this field and then save your changes.  Once the screen refreshes, you'll be presented with instructions and fields that you'll need to complete in order to finalize the integration.

Zoom Integration Form


Zoom Integrations

In order to replace WCONLINE's Online Consultation Module with Zoom, you'll need to complete the following steps.  These steps require account-level access to the Zoom account and, often at institutions, require support from IT departments.  While we're certainly happy to help, the fact that all of these settings and steps are found outside of WCONLINE makes it difficult for us to provide additional instruction.

  • Create an account-level JWT application within Zoom's Marketplace under the master Zoom account. For institutional accounts, this is typically done by the institution's IT department. For free or standard Zoom accounts, this is typically done under the main account holder's Zoom account.
  • Add the ZOOM JWT API KEY and ZOOM JWT API SECRET from the JWT application into the corresponding fields in WCONLINE.
  • List each staff member's institutional email address under their listing in Staff and Resource Management. Then, ensure that that email address is listed under the "users" of the Zoom account (as set in Zoom's "users" control panel). For institutional Zoom accounts, students and staff of the institution are typically listed automatically as users under the master Zoom account.

Once complete, all online sessions will be conducted through Zoom as soon as a client or staff member clicks on the "Start or Join" link on the appointment form.  If you continue to be taken to the Online Consultation Module even after completing these steps, then that does mean that something is configured incorrectly.  In that case, our recommendation would be to check your API values, ensure that you’ve listed institutional email addresses for your staff in their listing in Staff and Resource Management, and ensure that those email addresses are listed as users under the main Zoom account (which is automatic with most institutional plans at Zoom). If none of that helps, you’ll need to reach out to Zoom or to your IT department directly.


BlueJeans Integrations

BlueJeans Integration OptionsIn order to replace WCONLINE's Online Consultation Module with BlueJeans, you'll need to complete the following steps.  These steps require account-level access to the paid BlueJeans account and, often at institutions, require support from IT departments.  While we're certainly happy to help, the fact that all of these settings and steps are found outside of WCONLINE makes it difficult for us to provide additional instruction.

  • Go to the BlueJeans "Manage Users" control panel. Add the BLUEJEANS USERNAME and BLUEJEANS PASSWORD from the "Manage Users" into the corresponding fields in WCONLINE.
  • Note that some subscriptions are limited to a single concurrent appointment per username. In that case, you'll need to create multiple usernames (equalling one per the maximum number of concurrent sessions you offer) via BlueJean's "Manage Users" and list them as a comma separated list in the BLUEJEANS USERNAME field in WCONLINE.  In this case, be sure that the password for the multiple usernames is the same.

Once complete, all online sessions will be conducted through BlueJeans as soon as a client or staff member clicks on the "Start or Join" link on the appointment form.  If you continue to be taken to the Online Consultation Module even after completing these steps, then that does mean that something is configured incorrectly.  In that case, our recommendation would be to check your username and password and ensure that your BlueJeans subscription plan allows for both remote access.  Also be sure to consider the second bullet above regrading concurrent sessions. If none of that helps, you’ll need to reach out to BlueJeans or to your IT department directly.


Global System Settings

SECTION 1: Introductory Settings

SECTION 2: General Settings

SECTION 3: File Upload-Specific Settings

SECTION 4: Registration-Specific Settings

SECTION 5: Cross-Schedule Limits

SECTION 6: Appointment, Unavailable Time, and System Colors

SECTION 7: Social Media

SECTION 8: No-Show Policy and Enforcement

SECTION 9: Control Panel & Feature Access

SECTION 10: System Integrations

SECTION 11: Language Options

SECTION 12: Authentication Options

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.