online scheduling presented by barbara anderson karin readel trent nelson

Online Scheduling

Presented byBarbara AndersonKarin ReadelTrent Nelson

Why We Chose Online Scheduling

Barbara’s Top 3 Low CostAutomatic Reminder EmailsSmart Phone Friendly

Side Note

Acuity Scheduling

How a student schedules

Side Note

Use Webtools to shorten the web address.

Mine is: go.illinois.edu/advising

Using Webtools to shorten a web address

Step up from the Advisor Side

BIG WINSyncs with your Google, Outlook, iCal, or

Office 365 calendar

Note: Does not sync with your kitchen wall calendar from 1998

Canceling Appointments

Pros• Syncs with Outlook• Low cost, $110 a

year• Automatic

reminder emails (and texts)

• Smart phone friendly

• Can create a survey for student to fill out before appointment

• Easy to cancel appointments

Cons• Not linked to

undergrad recs• No easy email lists

Undergrad Records/Portal•URL: https://my.media.illinois.edu •Used to

▫Review student information ▫Attach documents or leave notes about

individual students for future reference▫Schedule Advising Appointments

Customizing• The schedule option can be customized for each office based

on their need• If in a bigger office then everyone there has to use the same

options• Options that can be changed:

▫ Length of appointment▫ Number of times students can sign up▫ Length before appointment that a student can sign up and/or

cancel their appointment• Example – Media

▫ Can only sign up for 1 appointment▫ Meeting length is 30 minutes▫ Can only sign up and cancel an appointment 24 hours in

advance

• Change status for students who no longer need an appointment, are abroad or graduating.

Benefits/Downfalls• Benefit:

▫ Connects directly with undergrad records

▫ Track the students advisor has met with

▫ Email feature▫ Traits can be altered▫ Have a survey attached to

see issues before student comes in

▫ Email option

• Downfalls▫ Cost $250 to use▫ IT support is not on

campus▫ Doesn’t connect with

outlook▫ Not customizable for

individuals in larger departments

▫ Email option can be a little buggy

Using Google Docs for Sign up Sheets1) Set up a Google Apps Account - seehttps://answers.uillinois.edu/illinois/550492) Log in at http://docs.g.illinois.edu

Create a New Document

Similar to editing in MS Word

Share link

Use Webtools to Create Short URL•Go to https://illinois.edu/toolbox and

create a short URL to send to students▫Ex.: http://go.illinois.edu/infoadvising

Other things I do:•Periodically

download sheet as pdf

•Update with new dates & times

•Quick comparison with Calendar

•View Revision History

Pros:•Free•Easy•Mobile-friendly•Available to anyone (UG students,

prospective students, grad students)

Cons•No calendar integration•Only does one thing