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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Student Appointments

Steps: Set Up Student Appointments

Staff and students can request and manage appointments when you configure student appointments on these business processes:
  • Request Student Appointment
  • Cancel Student Appointment
Institution office managers and staff supervisors can:
  • View and manage the appointments of their staff.
  • Run reports on staff activities related to student appointments.
Staff members can:
  • Set up their availability.
  • Request appointments on behalf of students.
  • Mark students as
    No-Show
     for past appointments.
  • Cancel appointments.
  • View past, unconfirmed, canceled, and upcoming appointments.
  1. Configure these business processes and their security policies in the Campus Engagement functional area:
    • Request Student Appointment
    • Cancel Student Appointment
  2. (Optional) Edit Business Processes.
    Add these business process steps for:
    • Questionnaires on the
      Request Student Appointment
       business process to understand the appointment request.
    • Approvals on both the
      Request Student Appointment
       and
      Cancel Student Appointment
       business processes.
    Security: These domains in the System functional area:
    • Questionnaire Creation and Distribution
    • Questionnaire Results
  3. Edit Domain Security Policies.
    Configure security for these domains in the Campus Engagement functional area:
    • Manage: Student Appointments
    • Manage: Student Appointment Staff
    • Reports: Student Appointments
    • Reports: Student Appointment Staff
    • Self-Service: Student Appointments
    • Set Up: Student Appointments
  4. Activate Pending Security Policy Changes.
  5. Set up segmented security to restrict access to data by institution. Example: You can restrict staff members to only be able to view data for the institutions they work for.
  6. Access the
    Maintain Student Appointment Categories
     task.
    Create student appointment categories. Example: Financial Aid, Academic Advising, and Career Counseling.
    Enter appointment durations for each category. Workday sets the default duration to 30 minutes for each category.
    Security:
    Set Up: Student Appointments
     domain in the Campus Engagement functional area.
  7. Access the
    Maintain Student Appointment Reasons
     task.
    Create appointment reasons. Appointment reasons inherit from the superior academic unit.
    Security:
    Set Up: Student Appointments
     domain in the Campus Engagement functional area.
  8. Add the
    View My Student Appointments
     report to enable students to schedule new appointments, view their past, canceled, and upcoming appointments, and cancel upcoming appointments.
Students can use the:
  • Request Student Appointment
     task to schedule appointments.
  • Cancel My Student Appointment
     task to cancel appointments. To access the task, students can click the
    Cancel
     button on the
    View My Student Appointments
     report.
  • View My Student Appointments
     report to view past, unconfirmed, canceled, and upcoming appointments.
Staff can use the:
  • Maintain My Student Appointment Availability
     task to configure their available and busy times.
  • Request Student Appointment on Behalf of Student
     task to schedule an appointment on behalf of a student.
  • Cancel Student Appointment
     task to cancel appointments. To access the task, staff can click the
    Cancel
     button on the
    View Student Appointments
     report.
  • View Student Appointments
     report to view past, unconfirmed, canceled, and upcoming appointments.
Staff supervisors can use the:
  • Edit Student Appointment Availability
     task to manage and update appointment details for their staff.
  • View Student Appointment Availability
     task to view the appointments of their staff.
(Optional) You can configure the
Remove Student Holds
 step as an
Allowed Action
 on the
Request Student Appointment
 business process.
Using this action step, you can resolve student holds where the resolution is to meet with an advisor.