Appointment Scheduling
AccuSQL can help you manage appointments between your staff and students. The appointments manager module provides you with these advantages:
- Automatic matching of students and available staff members based on the service required, time, and availability.
- Automatic tracking and reporting on no-shows, with the ability to freeze appointments for excessive no-shows.
- Ability to print out staff schedules and assignments.
- A monthly, weekly, and daily schedule viewer that shows the appointments and availability for a single staff member or for all.
- Ability to notify students and staff members of new appointments and cancellations via e-mail.
- Ability to automatically send appointment reminders the day before the appointment.
- Ability to book rooms for the appointment.
- Ability to print out appointment confirmation to hand to students.
- And much more!
How it Works
You start by entering your staff members, the services they provide, and their schedule. To schedule an appointment, simply select a service and you will see all the open slots. Select one or more open appointment slots and schedule the appointment.You can set up AccuSQL to automatically send the student a reminder the day before the appointment.
AccuSQL does not stop here. When the appointment time arrives, AccuSQL will monitor whether the student showed up. If not, the software will automatically send a note to the student and will record the no-show. You can set up AccuSQL to monitor the no-shows and even freeze future appointments if the maximum number of no-shows is exceeded.
Special Features
- An optional web module that allows scheduling and canceling appointments via the web.
- An Appointments Wizard that simplifies the appointments scheduling process. You can use this wizard or have students use it to schedule their own appointments.
- Staff schedule can start and end any time (in 5-minute increments).
Staff Scheduler supports multiple off periods for each tutor (e.g. vacation time). - Two types of appointments supported: 1-on-1 or group. You can specify the default appointment type and whether students are allowed to change it.
- Appointments Restrictions: For example, you can restrict appointments to students who are registered in the class.
- Scheduler can enforce a maximum number of students per staff member in group appointments.
- Built-in conflicting appointments detection.
- Ability to print out an appointment confirmation slip for the student.
- Ability to send and email confirmation when appointments are set or canceled to both the student and the staff member.
- Ability to enter your center's holidays and other off times to exclude from availability for appointments.
- Ability to monitor cancellations and have AccuSQL freeze future appointments for students with excessive cancellations.
- Ability to monitor no-shows, enter comments on the no-show, and freeze future appointments for students with excessive no-shows.
- A visual viewer of monthly, weekly, and daily appointments and schedules.
- Automatic conflict handling for recursive appointments.
- Ability to print out staff schedules and assignments to post on your announcements board.
- And more!
Appointment Reports
Using the appointments data, AccuSQL can generate the following reports:- Upcoming Appointments
- Appointments History.
- Appointments No-Shows Report.
- Open-slots report: This new report shows the open appointments slots during a reporting period.
- Staff Roster report: Lists the staff, and for each staff member the report shows a list of services provided.
- Staff Assignments report: Lists each staff member and shows students assigned to him or her.
Sample Screens
Appointment Wizard
The Appointment Wizard provides a powerful and easy-to-use interface for finding open appointment slots. The Wizard can be used by either staff members settings appointments for students or directly by students. The user first selects the service (e.g. tutoring, career advising, resume help, etc.), and optionally a staff member. The user can also select the days of the week for the appointment.
When the student clicks on Next, AccuSQL will show the open slots
The open slots are shown in green. The user simply selects one or more of displayed open slots for the appointment.
The administrator has complete control over this process. For example, the administrator can also set minimum and maximum appointment duration, the appointments' start time increment, the type of appointment allowed, etc. The administrator can also set up restrictions on how many appointments per week are allowed for each student, and so on.
If the administrator is making the appointment, then he/she assigns student(s) to the appointment. If students are making the appointment, then they would only be allowed to make it for themselves.
Optionally, a room can be selected for the appointment. This information is included in the emails and or Outlook calendar tasks can be automatically after the appointment is scheduled.
