Overview
The Appointments module in Element451 makes it easy to schedule one-on-one meetings between students and staff. From advising sessions to admissions interviews and financial aid support, Appointments provides a simple, self-service way for people to find and book time with the right person.
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
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.
How It Works
Here’s what the Appointments workflow looks like:
Admins configure the Appointments Site, categories, and appointment types.
Internal users (anyone offering appointments) set their availability and booking preferences.
Students or guests visit the site, select 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)
Add your own availability and support your team with their availability setup
For Staff: How to Start Accepting Appointments
Once appointment types are in place, staff users can:
Set up your personal booking link
Define your availability for each appointment type
Link your external calendar to block off busy times
Customize when and how you want to accept bookings
What Students See
Students and other invitees access your Appointments Site, where they can:
Filter available appointments by category or type
View real-time staff availability
Book a time and receive immediate confirmation
Reschedule or cancel as needed
If your institution uses StudentHub, students can also manage appointments from the mobile app.
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.
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.