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.

Yes. The Element451 Appointments application is published by ELEMENT451 INC., a Microsoft Verified Publisher. Microsoft’s Verified Publisher program validates the publisher’s identity and ownership before the application can display the verified publisher designation within Microsoft Entra ID consent and authentication workflows.

Element451’s Outlook Calendar integration is a private, tenant-level Microsoft Entra ID application and does not require Microsoft AppSource marketplace listing or public application approval to operate.

Instead, it follows Microsoft’s recommended security model for private Microsoft Entra ID applications and requires a one-time administrator consent from your organization’s Microsoft 365 or Entra ID administrator before the application can access Microsoft Graph resources.

Element451 requests a minimal set of Microsoft Graph permissions required to support calendar synchronization and appointment scheduling:

Calendars.ReadWrite: Used to check calendar availability and create or update appointments.

offline_access: Maintains a secure connection without requiring users to repeatedly authenticate.

User.Read: Used to verify identity and retrieve basic profile information.

⚠️ Administrator consent only authorizes the application within your tenant. Individual users must still authenticate and explicitly connect their Outlook calendar within Element451 before any calendar data can be accessed. Element451 only has access to calendars belonging to users who have completed this authorization process.

Element451 does not access email, files, contacts, or other Microsoft 365 data beyond the permissions explicitly granted and required for appointment scheduling functionality.

If the appointment used only the default fields (name, email, and cell), the system doesn’t display a separate form submission. That’s because this basic information is already stored and visible on the contact’s profile.

We only show a form submission card when the scheduling form includes additional fields and the complete submission will then appear with the appointment details.

Admins can configure categories, types, and team settings. Admins can also add, edit, and delete availabilities for any user or team from the Availability section.

For more information on getting started with appointments for admins, click here. If you are a non-admin user, click here to get started.

You can create team availabilities that distribute appointments across team members using one of two assignment methods:

Admins configure teams in Appointment Settings > Team Settings, then create

availabilities with the Assignee Type set to "Team." For a complete setup guide,

see Team Appointments.

Not at this time. Payment integration is not available for appointments.

Yes, you can configure appointment types to be private. To do so, create a new appointment type specifically for faculty interviews and mark it as private. After creating the appointment type, add your availability for these interviews. Finally, share your availability link with the individuals who need to schedule appointments. This ensures that the faculty interview appointments remain hidden from the public appointment site.

Yes, for each of your availabilities, you can configure the weekly hours settings to determine your specific availability for each day and time.

No, at this time, the Appointments Site acts as its own entity. To ensure branding, we recommend setting up your external domain so that your appointments site URL will read something like appointments.element451.edu.

For example, can I be available for Advising Meetings M-F from 9-5 and also for Career Counseling M-F from 9-5?
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Yes, you can have different availabilities with overlapping times. This allows you to be available for different types of appointments during the same time slots. However, keep in mind that once an appointment is booked for one availability, that time slot will no longer be available for any other availabilities at that same time. Using your example above, if a student books a 9:00 advising appointment, you will no longer be available at 9:00 for career counseling.

Currently, there is no integration between Zoom and our Appointments module. We recommend creating a standard Zoom meeting link, such as your personal meeting link, and placing that URL in either the availability location or description fields.

Both help organize and filter appointments, but they serve different purposes:

If you are unable to remove your Google Calendar via Element451, you can remove it by visiting https://myaccount.google.com/connections and removing the authorization on your Google Account. We only recommend doing this if you are unable to remove it via the Element451 interface.

By default, scheduling an appointment will generate a prospect milestone if the person doesn’t already have a record in Element451. However, you can control this behavior with the “Create Date of Inquiry Milestone” setting in Appointment Types, allowing flexibility based on your needs.

Anyone can schedule an appointment. However, for this use case, we recommend disabling the “Create Date of Inquiry Milestone” setting in the relevant Appointment Type. This will prevent new records from being created for anyone who does not have an existing contact record (and you don't wish for them to have one).
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Yes, you can. Your custom URL includes a unique slug for each appointment type. When viewing the appointment type, copy the URL from your browser.

Using the links in their confirmation email/SMS, they can update their information (name, email, phone) or cancel. To reschedule, they will need to cancel and book another appointment. When canceling, they will be prompted with the option to "book again."

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.

The system performs a final check on your calendar availability when the “Schedule Appointment” button is clicked to prevent any unexpected double bookings.

If a time slot appears open in Element451 but is actually booked, check the following:

When displaying available time slots, Element451 Appointments checks three key factors:

For team appointments, these same checks are performed for each team member to determine who is eligible for assignment.

A final availability check occurs when "Schedule Appointment" is clicked to prevent double bookings between search and completion.

Yes, you and the invitee will receive an email when an appointment is scheduled, updated, or canceled. For team appointments, the assigned team member receives the notification. You can explore more on appointment notifications here.

The invitee is sent a confirmation email immediately after scheduling, updating, or canceling (and you will receive a similar email). The invitee is also sent a reminder email 1 hour before the appointment is scheduled to begin. You can explore more on appointment notifications here.

At this time, you are unable to customize notifications. However, you can use tokens to reference upcoming appointments in Campaign communications. You can explore more about this here.

To send these automated messages, a full-color logo is required. If you see the Element451 logo, it means a full-color logo hasn’t been set. We’ve used our system fallback to ensure your message(s) were delivered. To fix this, go to General Settings > Branding and upload your full-color logo.

Yes! You can use an ongoing Campaign and Workflow to send additional reminders or notifications based on your institution's needs. Click here for more information.

In Insights, each appointment is represented by one row. For instance, if one appointment is scheduled and canceled and then a new appointment is scheduled and attended, you will have two total appointments recorded—one canceled and one attended. This distinction is crucial for users analyzing appointment data.

When a student books a team availability, Element451 evaluates eligibility in order: team membership, personal booking link, and calendar/scheduling availability. If multiple members are eligible, the system uses the assignment method configured on the availability (Round-Robin or Balanced) to select one team member. The student receives a confirmation with the assigned staff member's name.

A team member is eligible if they:

Yes. Each team with a configured slug has a dedicated booking URL following the format appointments.yourdomain.edu/teams/[team-slug].

Team membership (who belongs to a team) is managed under Settings > Manage Users > Teams. Appointment-specific settings for a team — such as display name and slug — are configured in Appointment Settings > Team Settings.

Yes. Bolt Agents can book team appointments using the same assignment logic if the agent has the Schedule Appointments skill enabled.

Yes. As long as more than one team member is eligible at a given time, multiple appointments can be booked for that same slot. Each booking assigns the next available member based on the configured assignment method. The time slot remains available until all eligible members are booked. This applies to both the booking site and when scheduling from the admin side.

No. Time slots are shown once per availability, not per available member. If three members of the Admissions team are all free at 2:00 PM, the student sees one 2:00 PM slot — not three. The system handles who gets assigned behind the scenes. More available team members means broader time coverage (slots stay open even if some members are busy), not duplicate slots.

Each team is a separate entity on the booking site. For example, you could configure an "Admissions - Main Campus" team and an "Admissions - West Campus" team — each appears as its own team card with its own availabilities. Students select a team first, then see that team's available time slots.