Available in Element Admissions + Element Success. See our packages overview for details.
Overview
The Appointments module in Element451 makes it easy to schedule one-on-one meetings between students and staff — whether with a specific person or through a team, where the system automatically assigns an available team member. This covers advising sessions, admissions interviews, financial aid support, and more through a self-service booking system.
This article provides a high-level overview of how Appointments works, plus links to role-specific guides for setup and configuration.
Key Features
Branded Appointments Site
Appointment Categories + Types
Personalized Booking Links
Staff Availability Management
Team-Based Scheduling with Automatic Assignment
Connect External Calendar via ICS URL or Export
Automated Confirmation + Reminder Messages
Mobile Access via StudentHub
Accessing Appointments
The Appointments module provides a centralized location to view and manage your appointments. To access Appointments, navigate to Engagement > Appointments. We go into more details on the Appointments screen at the end of this article.
💡 Did You Know?
You can create a Bolt Agent Job right from the Appointments module to support your outreach or follow-up. Just click the "Create Bolt Agent Job" button at the top of the page to get started. Each job is powered by a best-practice template that you can personalize before launching.
Available templates for Appointments include:
Promote Appointment and Follow-Up On Appointment
How It Works
Here’s what the Appointments workflow looks like:
Admins configure the Appointments Site, categories, types, and optionally configure teams for team-based scheduling
Internal users (anyone offering appointments) set their availability and booking preferences.
Students or guests visit the site, select a person or team, choose an appointment type, and schedule a time.
The system sends confirmation and reminder messages to both parties.
For Admins: Initial Setup
Admins are responsible for setting up the Appointments system. This includes:
Configuring the Appointments Site (branding, domain, thank-you message)
Creating Categories to organize offerings (must create at least one category)
Creating Appointment Types to define meeting formats and registration forms (must create at least one type)
Configure teams for appointment scheduling (optional) — set up teams in Team Settings so departments or groups can share availability and let the system assign appointments automatically
Add your availability for themselves, other internal users, and teams
For Staff: How to Start Accepting Appointments
Once appointment types are in place, staff users can:
Set up their personal booking link
Define their availability for each appointment type
Connect their external calendar
Customize when and how they want to accept bookings
What Students See
On the Appointments Site, students and guests can:
Browse available appointments organized under People (individual internal users) and Teams (groups of internal users)
Filter available appointments by category, type, location, and duration
View real-time availability
Book times with immediate confirmation
Reschedule or cancel appointments
When booking with an individual, the student selects a specific staff member and chooses from their available times. When booking with a team, the student selects a time slot and the system automatically assigns an available team member based on your assignment setting.
StudentHub mobile app users can manage appointments from their phones.
Appointments Screen Overview
When you access the Appointments module, you'll be taken to the Appointment screen. Here, you can find a centralized location to view and manage your appointments in an easy-to-use table format. From here, you can also adjust your settings, access your booking site link, and schedule new appointments. Below, we break down the screen's anatomy.
To learn more about a specific highlighted area, expand its corresponding numbered section below.
1 - Filter Menu
1 - Filter Menu
The filter menu lets you quickly customize the appointments you want to view.
All appointments: View all appointments, regardless of the assignee.
Your appointments: View only appointments where you are the assignee.
Drill down your view further and use the date filter to view appointments scheduled for today, tomorrow, this week, or this month.
To remove the date filter, click clear date filters.
For advanced filtering, click the filter icon on the far right side of the screen.
2 - Count + Total
2 - Count + Total
Total: The total count of all appointments, regardless of status.
Overdue: The count of all appointments with a start time in the past and the status is scheduled. The text color for the appointment's date/start time will be red.
Today: The count of appointments that are scheduled for today.
Upcoming: The count of appointments that are scheduled for a future date.
3 - View + Manage (Edit, Reschedule, Cancel)
3 - View + Manage (Edit, Reschedule, Cancel)
A list of appointments is displayed, showing pertinent information at a glance.
To edit or delete an appointment, click the more button (⋮) at the end of the respective row.
Edit: Reschedule, edit information such as the invitee, assignee, meeting type, and status, and add notes.
Delete: Cancel the appointment.
✨ Pro Tip: Add your pre-meeting and post-meeting notes to the appointment to reference at a later date and for seamless cross-departmental communication.
4 - Booking Site, Export, Schedule
4 - Booking Site, Export, Schedule
Visit URL: Opens your booking site, allowing you to copy and share the URL.
Schedule Appointment: Manually schedule an appointment.
More (⋮): Configure your availability and settings /admins can access page, type, and category settings.
Frequently Asked Questions
Find quick answers to common questions about the Appointments module in our dedicated FAQ article.