A client said they couldn’t schedule an appointment online. Why not?
There are several reasons why a student cannot schedule an appointment. A good starting point is always to find out the specific error message the client is seeing, as the different messages can help narrow down the problem. Here are the things to look at/check:
- Is the master calendar set as client-bookable?: See Setup & Settings for details.
- Is the client on a penalty list?: See the List for details.
- Are there appointment slots available? If so, is access defined? Does that match the client’s access?: Remember that less is better when defining access lists. See Master Schedules for details. Try adding your UCInetID to the same access lists as the client, then try accessing the system. What do you see?
Why can’t I find my student staff when I search to add them as users?
This limitation that office staff must be employees is a FERPA policy consideration. If you have a special circumstance where you believe someone without an employee ID should be a user in Appointments, or if you have other questions, please contact us.
Only people entered into the UCI payroll system are able to be added as users to Appointments. If your student staff are recently hired and do not yet have an employee ID in UCI’s system, they will not appear in the search and cannot be added as office staff in Appointments. It can take several days for a newly hired student’s employee status to be reflected. Please reach out to your HR contact for questions around the hiring process and its timeline.
We use another calendar system (i.e., Google Calendar), not Exchange. Are Appointments useless to us? Can it even be used?
Your office can still use and find tremendous value in Appointments if you use an alternate calendar system, or even if you use an Exchange system that is not currently configured. It only means there would be extra features unavailable. Appointments would integrate with WebAdmin and the student record, not your other calendar.
Appointments wouldn’t read any conflicts from your calendar and wouldn’t automatically block that time from appointments. So, you would have to update your availability directly in Appointments if some meeting came up when you had previously opened for student appointments. Also, the system wouldn’t automatically add student appointments to your external calendar.