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The Appointment Center lets staff manage appointments, drop-ins, and record visits(kiosk) at an individual location. This is permissions-based. If you are not seeing you have permissions, please reach out to Navigate@hcc.edu.
The Appointment Center lets staff manage appointments, drop-ins, and record visits(kiosk) at an individual location. This is permissions-based. If you are not seeing you have permissions, please reach out to Navigate@hcc.edu.
For example, a front desk worker can manage appointments for the advising center using the Appointment Center. Actions possible using the Appointment Center include managing the scheduling grid, scheduling appointments, editing appointment details, and canceling appointments.
Staff can check students in for Kiosk track time, record visit, drop-in availability, and schedule appointments.
Opening the Appointment Center
Opening the Appointment Center
Click on the 9 dots at the top right corner of your screen. Select Appointment Center.
Click on the 9 dots at the top right corner of your screen. Select Appointment Center.
Location List
Location List
Once you open the Appointment Center, select your Location from the list.
Once you open the Appointment Center, select your Location from the list.
If you do not see your location, reach out to Navigate@hcc.edu.
You will only see the location where your assigned role in Navigate has permission to create and edit appointments.
Search for the student
Search for the student
Once you find the student you can do many things from the main page.
Once you find the student you can do many things from the main page.
View the Student Success Team
This allows you to schedule an appointment with the student's assigned people
Send the Student a Message (Email/Text with permissions)
Schedule General Event will bring you to the "Schedule an Appointment" page outside of the Appointment Center.
Track Time allows you to do a Kiosk Check-in which records Check-In and Check-Out times
Record Visits allows you to do a Kiosk Check-in that records that they visited a specific service/location
Add to Staff Queue allows for a waiting list to be formed for staff members with drop-in availability. Students can be added to the First Available Staff member or assigned to a specific person. A notification is sent to the staff member that the student has been added to their Waiting list. A link to the student's profile is easily accessed.; Starting the appointment will open the Appointment Summary to record information on that interaction.
schedule an appointment for your area
schedule an appointment for your area
Location Switcher and Scheduling Grid
Location Switcher and Scheduling Grid
Choosing a location opens the Scheduling Grid for that location. This grid can be narrowed down by Care Unit, Service, Course, Staff Member, Meeting Type, and Date/Time.
Choosing a location opens the Scheduling Grid for that location. This grid can be narrowed down by Care Unit, Service, Course, Staff Member, Meeting Type, and Date/Time.
The Appointment Center has a calendar interface where available times for appointments are shown as white blocks and unavailable times as grey blocks.
Staff members who only have campaign availability do not appear in the Appointment Center.
If you click the Vertical Orientation button on the top right of the screen, you will be able to change the orientation of the staff and times if you would prefer one to be the column header over the other. Above show the vertical orientation. Below shows the Horizontal Orientation.
If you click the Vertical Orientation button on the top right of the screen, you will be able to change the orientation of the staff and times if you would prefer one to be the column header over the other. Above show the vertical orientation. Below shows the Horizontal Orientation.
Additionally, by clicking the Service Name button, you can choose to see appointments based on attendees or by the service the attendees are scheduled under.
Additionally, by clicking the Service Name button, you can choose to see appointments based on attendees or by the service the attendees are scheduled under.
Scheduling an appointment
Scheduling an appointment
Schedule appointments from the page by clicking on an open slot on the scheduling grid.
Schedule appointments from the page by clicking on an open slot on the scheduling grid.
Once you select a slot, a dialog opens, letting you set the details of the appointment. Please be sure to include the following appointment details:
Service
Student
Date, time & duration
Comments (if applicable)
Manage appointments by hovering over the scheduled appointment and clicking the Move button to change the staff person the student would be meeting with.
Manage appointments by hovering over the scheduled appointment and clicking the Move button to change the staff person the student would be meeting with.
Select the available white box within the scheduling grid to move the student's appointment.
Select the available white box within the scheduling grid to move the student's appointment.
It is also possible to filter who appears on the grid by using the Scheduling Grid dropdown filter, letting you see drop-in appointments and scheduled appointments.
It is also possible to filter who appears on the grid by using the Scheduling Grid dropdown filter, letting you see drop-in appointments and scheduled appointments.
Scheduled Appointments List Page
Scheduled Appointments List Page
The Scheduled Appointment List page in the Appointment Center lets you view all of the appointments for the current day and take action from the list.
The Scheduled Appointment List page in the Appointment Center lets you view all of the appointments for the current day and take action from the list.
Actions users can take on appointments include:
Send Message to Attendee (Student)
Send Message to Organizer(s) (Staff)
View Appointment Details
Check In
Mark No-Show
Cancel Appointments
When choosing multiple appointments, actions are limited to sending messages and canceling appointments. This gives you the ability to cancel all appointments for a given day in a particular location.
Drop-In Appointment and the Appointment Queue
Drop-In Appointment and the Appointment Queue
Using the Drop-In Appointments page, you can view all of the check-ined drop-ins for the day and take action from the list.
Using the Drop-In Appointments page, you can view all of the check-ined drop-ins for the day and take action from the list.
Find this screen by selecting Drop-In Appointments from the drop-down.
Find this screen by selecting Drop-In Appointments from the drop-down.
Staff members need Drop-In Availability for this feature.
Students who check in from a Kiosk and select to meet with the First Available Staff member will show up in the Student's in First Available Queue section of the page.
Students who check in from a Kiosk and select to meet with the First Available Staff member will show up in the Student's in First Available Queue section of the page.
Front desk staff members can move these students to a specific person by using the Add to Staff Queue and deleting them from this list by the Actions drop-down menu of this section.
Front desk staff can also check in a student by first using the Add to Staff Queue button and selecting the staff member or adding them to the waiting list with the First Available Staff option.
Staff Members meeting with students can view the queue in the top person icon
Staff Members meeting with students can view the queue in the top person icon
Right click on the student's name and open their Student Profile in a new tab.
Click on the Start Appt link to automatically open the prepopulated (Care Unit, Location, Service, Studen Name. and Time) Appointment Summary.
Once the appointment summary is completed the student will be checked out and the length of the appointment will be updated.
Students Checked in with Staff - Further down on the page, the front desk staff can view the Student who have Check-in with a Specific Staff member. This can be done by the front desk person or through a Kiosk.
In Progress Visits - In Progress Visits will show the open appointment summaries that have been started and not yet closed. When an Appointment Summary is completed it will check-out the student and record the length of the appointment.
Student Check-in For Track Time - When the service is configured for track time. This will show students who are still check-in. No appointment queue will be formed.
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