Overview
Here is a list of frequently asked questions and the corresponding answers for the Appointments module.
Frequently Asked Questions
As an admin, can I configure Appointments settings for everyone on my team?
Admins can configure categories and appointment types, as well as edit or delete any user's existing availability. However, users must add their own availability.
For more information on getting started with appointments for admins, click here.
If you are a non-admin user, click here to get started.
Can I set up a round-robin or group meeting type?
Not at this time. The Appointments module is designed to help you manage your one-on-one appointments. However, the feature will continue to evolve, so stay tuned!
Can you collect fees/payments via Appointments?
No. Payment integration is no available for appointments.
When someone schedules an appointment with Element451 and has never interacted with us, will they get a prospect milestone?
A new record will be created for anyone who schedules an appointment but does not have a record in Element451.
Can a non-student or community member book an appointment?
Anyone can schedule an appointment. However, please note that a new record will be created for anyone who schedules an appointment and does not have an existing record. If you have regular appointments with parents, community members, or another non-student population, we suggest setting up separate categories for those meetings.
If I have several different meeting types on my booking site, can I share a URL that takes the invitee to schedule a specific meeting?
Yes, you can. Each appointment type has a unique slug added at the end of your custom URL.
Can the invitee cancel or reschedule their appointment?
Using the links in their confirmation email/SMS, they can update their information (name, email, phone) or cancel. To reschedule, they should cancel and re-schedule. When canceling, they will be prompted with the option to "book again."
Will I receive a notification to let me know someone has scheduled an appointment?
Yes, you and the invitee will receive an email when an appointment is scheduled.
Are appointments automatically added to my calendar?
If you link your external calendar, the connection is read-only. This means Element451 can only check to see if you're free or busy. Your notification e-mail will contain a .ics attachment. Open that attachment to add the meeting to your calendar.
What automatic notifications are sent to the invitee or the person scheduling?
The invitee is sent a confirmation email immediately after scheduling, updating, or canceling (and you will receive the same email). The invitee is also sent a reminder email 1 hour before the appointment is scheduled to begin.
Are invitees sent an automatic reminder?
Yes, in addition to the confirmation email an invitee receives immediately after scheduling their appointment, they are also sent a reminder 1 hour before the appointment is scheduled to begin.
Can I customize the automatic notifications?
At this time, you are unable to customize notifications.
Why should I use Appointments vs another tool?
By utilizing the Appointments module, you can capture even more important student data. This means that when students schedule appointments, it becomes part of their record in Element451. By leveraging data from appointment scheduling and other student interactions, you can gain insights and engagement scores to track their progress. This holistic view of the student's activities helps you understand their overall experience and provide better support.
I use Outlook and the .ics attached to appointment notifications don't behave has expected.
In Nov 2023, Microsoft introduced a bug into a recent release of Outlook. It is a known issue, but one that cannot be solved until Microsoft fixes the issue. More information can be found here.