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Staff and Resource Management

Add or Edit: Staff & Resource Options

In Staff and Resource Management (which you'll find under the "Schedule & Staff Management" in the Welcome menu), selecting ADD NEW STAFF OR RESOURCE at the top will take you to the "Add a New Staff or Resource" form where you can add a new staff or resource on to a currently-available schedule.  Similarly, selecting EDIT to the right of a resource's name in the overview will take you to the "Edit an Existing Staff or Resource" form where you can edit the settings associated with an existing staff or resource.  Both forms are identical with the exception that the "edit" form shows the existing settings for the staff or resource. 

The resulting form is broken up into three sections--Introductory Settings, Staff & Resource Options, and Email-based Options. As with all control panels, be sure to hover over the blue question marks within the control panel in order to find suggestions and more information about each configuration option.

Staff & Resource Options While Adding/Editing Resources


Staff & Resource Options

These are the settings that appear in the second section when editing or adding a staff or resource.  They control things like the appointment modality, group and walk-in appointment availability, and limits on the number of appointments allowed with each specific resource.  


NUMBER OF APPOINTMENTS PER TIME SLOT: By default, and if this option is set to 1 APPOINTMENT PER SLOT, WCONLINE allows a single client to make a single appointment per time slot on the schedule (or to make a one-on-one appointment where a single client meets with a single staff person in each time slot).  If you want this resource to allow multiple clients to make an appointment with this resource at the same time, then set this number to the maximum number of appointments that should be allowed per time slot.  This is most useful for scheduling things like workshops, small group tutoring, or shared workspaces.  


LIMIT NUMBER OF DAILY APPOINTMENTS: This setting defines the total number of appointments that this staff or resource can have on any given day.  For example, if a staff member is available from 8am to 5pm daily, but can only have three, one-hour appointments per day within that time frame, you would set this option to YES. LIMIT RESOURCE TO 3 TOTAL APPTS/DAY.  After three appointments were scheduled with this resource on a given day, all remaining time for that resource would be grayed out on the day in question preventing additional appointments from being scheduled by non-administrators.  Regardless of this setting, administrators can continue to make appointments for and in the name of clients up until all slots on the schedule are filled.  If you are trying to restrict the number of appointments that any single student can make per day, that is set within the "Client Scheduling Limits" section of Schedule Management.


LIMIT NUMBER OF WEEKLY APPOINTMENTS: This setting defines the total number of appointments that this staff or resource can have during a given week (which WCONLINE defines as spanning from Monday to Sunday).  For example, if a staff member is available from 8am to 5pm daily, but can only have three, one-hour appointments in any given week, you would set this option to YES. LIMIT RESOURCE TO 3 TOTAL APPTS/WEEK.  After three appointments were scheduled with this resource on any days within a given week, all remaining time for that resource would be grayed out preventing additional appointments from being scheduled during that week by non-administrators.  Regardless of this setting, administrators can continue to make appointments for and in the name of clients up until all slots on the schedule are filled.  If you are trying to restrict the number of appointments that any single student can make per week, that is set within the "Client Scheduling Limits" section of Schedule Management.


IN-PERSON & ONLINE AVAILABILITY: This option allows you to define the types of appointments for which the staff or resource is available.  WCONLINE allows for three types of appointments to be scheduled.  

  • Face-to-Face Appointments are typically appointments where a student meets with a staff member at a specific, real location for an in-person meeting.
  • Online Appointments are appointments where a student and staff member meet online using the WCONLINE Online Consultation Module (or another online technology, such as Zoom or BlueJeans, integrated with WCONLINE).  Once enabled, the session participants will click on the appointment on the schedule and then on "Start or Join Online Consultation" to meet online.
  • eTutoring Appointments are appointments where a student uploads a paper for a staff member to respond to offline before uploading a response. If this option is enabled, file attachments are automatically enabled for the selected schedule so that students and tutors can attach files to appointments.

As long as you select an option that includes either "eTutoring" or "Online" appointments, clients will be presented with a question that asks them to select the type of appointment that they want when making an appointment with the given staff or resource.


ONLINE: REQUIRE AVAILABILITY SELECTION: If a resource is available for online or eTutoring sessions (as set above), WCONLINE displays a "meet online?" question on the appointment form. The first or default availability type (as defined in LANGUAGE OPTIONS in Global System Settings) is preselected, allowing a client to quickly make their appointment.

If you would prefer that clients be forced to select the type of appointment that they want, set this option to YES. Clients and administrators will then be required to select from the list of available appointment types before being able to save the appointment.


ONLINE: SHARED OR INDIVIDUAL? If you offer online group appointments (by setting IN-PERSON & ONLINE AVAILABILITY to an option that includes "online" and by setting NUMBER OF APPOINTMENTS PER TIME SLOT to a number over 1), then WCONLINE will allow multiple students to sign up for an online appointment in the same time slot on your schedule.

This setting determines if those students should meet with the resource together in the same SHARED ROOMS (where they can see each other's work and where they work on the same physical document), or if they should meet in INDIVIDUAL ROOMS (where the resource uses multiple browser windows to meet with each student in their own, private space).  If you select SHARED ROOMS, note that the NUMBER OF APPOINTMENTS PER TIME SLOT cannot be more than 10.


REQUIRE A SPECIFIC STARTING TIME? Via Schedule Management's REQUIRE A SPECIFIC APPOINTMENT STARTING TIME setting, you can set your schedule to require specific starting times for appointments (such as requiring that all appointments start on the whole hour). If you would like for this resource to have different required starting times, then you can set that here. The setting here will trump the more global setting in Schedule Management.

This is most useful for schedules with thirty minute increments with some staff starting at :00 and others at :30. By setting this option, you could require specific starting times for each staff member to ensure that, for example, only one hour appointments are made without leaving thirty minutes in between.


LIMIT TO WALK-INS ONLY? If this resource is only used for walk-in appointments (online or in-person), then consider setting this option to YES. WCONLINE will then open up each available time slot fifteen minutes before the slot's starting time and will leave it open until it's filled or until the ending time of the slot passes.  This lets clients make last minute appointments on the schedule as a time slot becomes available, but prevents clients from reserving those slots too early.  Note that this setting requires that you SET CENTER'S LOCAL TIME in Global System Settings.  Appointments made with walk-in only resources are automatically designated as a walk-in appointment via the checkbox at the bottom of the appointment form.


Staff and Resource Management

SECTION 1: Staff and Resource Overview

SECTION 2: Add or Edit: Introductory Settings

SECTION 3: Add or Edit: Staff & Resource Options

SECTION 4: Add or Edit: Email-Based Options

SECTION 5: Duplicate Staff & Resources

SECTION 6: Administrative Access Management

SECTION 7: FAQ (Administrative Access, Notifications, and More)

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.