FAQ: Student Appointments

Access the

Request Student Appointment on Behalf of Student

task.

Appointment reasons are under an appointment category. You create appointment categories at the institutional level. Each category can have 1 or more reasons under it. Appointment categories and reasons are based on the institution and on the student's academic unit and academic level.

Access the
Maintain Student Appointment Categories
task to create appointment categories.
Access the
Maintain Student Appointment Reasons
task to add reasons to the categories.

You can allot an appointment duration for each category.

Access the
Maintain Student Appointment Categories
task to create appointment categories.
Enter the
Default Duration (minutes)
for an appointment category.

Appointment times are in the time zone of the appointment requester. The appointment times adjust to your time zone for the person with whom you're making the appointment.

Access the
Maintain My Student Appointment Availability
task.
Security:
Manage: Student Appointments
domain in the Campus Engagement functional area.
Select the institution to which your schedule will apply, enter a schedule, and indicate its recurrence. Example: Enter a
1
for weekly,
2
for biweekly, and so on.
Select 1 or more reasons for each time slot.
Click
+
in the grid to add other appointments during this date range.
Schedule dates for the same institution can't overlap. You can have only 1 active schedule a day. To create a schedule with appointments for a different date range, click
Add
.
Select the appointment format for availability added to each row in the grid.
Enter the location details corresponding to the selected appointment format.

Access the

Edit Student Appointment Availability

task, and select the staff member whose schedule you want to manage at the

Staff

prompt. You can only manage availability for staff members that have already set up their availability using the

Maintain My Student Appointment Availability

task.

Access the
Maintain My Student Appointment Availability
task.
Security:
Manage: Student Appointments
domain in the Campus Engagement functional area.
Click
Appointment Duration
.
Select a
Reason
, then add the
Duration (In minutes)
.
Workday restricts the reasons that you can select based on the institution and reasons you have access to. Students can only schedule appointments for the amount of time you've allotted when they select that specific reason.

You can set how far in advance a student can book an appointment. Otherwise it's 12 hours in advance.

Access the
Maintain My Student Appointment Availability
task.
Security:
Manage: Student Appointments
domain in the Campus Engagement functional area.
Select the
Override In Advance Scheduling
check box.
Add a value for
Appointment Lead Time (Hours)
.

Access the
Maintain My Student Appointment Availability
task.
Click
Busy Times
.
Select (you can select all 3 options):
Option	Description
Holidays	Holidays for the institution are from the Holiday Calendar .
Time Off	Your vacation time is from the Create Time Off task.
Teaching Schedule	This check box is available only if you: Have an Instructor Role in the institution. Created a Teaching Schedule .
These times don't display as available when a student tries to make an appointment with you.

Access the
Maintain My Student Appointment Availability
task.
Click
Busy Times
.
Manually enter the start and end dates, times, and the days of the week you won't be available.
This block of time doesn’t display when the student tries to find time on your calendar.

You block a time as busy. However, Workday doesn't automatically cancel confirmed appointments or appointments in progress that overlap the same slot.

You can’t delete a schedule that’s active.

Yes, you can sync your appointment schedule in Workday with your external Google or Outlook calendars through an integration that uses the Import Student Appointment Busy Times and Put Student Appointment Busy Times web services. You can also sync your Google and Outlook external calendars through an integration that retrieves busy times setup in Workday using the Get Student Appointment Busy Times web service.

As a staff supervisor, you can access the appointments of other staff members.

Access the
View Student Appointment Availability
task to view the appointments for another staff member.
Access the
Edit Student Appointment Availability
task to update any of the appointment details.

You can access the

View Student Appointments

report and students can access the

View My Student Appointments

report. View by using these tabs:

Upcoming Appointments
: Current and future appointments.
Past Appointments
: Appointments that are in the past, before today.
Unconfirmed Appointments
: Appointments not accepted as yet.
Canceled Appointments
: Appointments canceled by you or the student.

You can create custom reports on the

Staff Setup for Student Appointments

data source and the

All Student Appointment Staff

data source filter.