Calendar Configuration

User Roles other than ‘Faculty’ may be granted the Manage Calendar Configuration permission.

There are three major parts of configuring the Advising Calendar:

1. SSU-specific configuration, of features and email notifications
2. Enabling Zoom meeting integration for appointments
3. Session Topic adding/editing, and which SSUs should see them

SSU Configuration

Important: These are not global settings. Each SSU can have its calendar set up differently, with different features and notifications. 

1. Select an SSU from the drop selector.
2. Set the Calendar configuration as appropriate for that SSU.
3. Repeat for each additional SSU.
4. Be sure to Save the changes at the bottom far right of this configuration block:
   

Calendar Features

• Advising Calendar —  Option to hide the Advising Calendar
• Walk-in Hours — Option to hide the ability to create new Walk-in Hours
• Default Appointment Length — Defaults to 30-minute-long appointment slots

Email Notifications

• Send Daily Digest to Students — Should students in this SSU receive daily calendar notifications?
• Send Daily Digest to Advisors — Should advisors in this SSU receive daily calendar notifications?
• Send Daily Digest at (hour) — What time of day should email digests be sent?

Multiple Appointments with Advisor

• Set whether a student is allowed to schedule more than one appointment with an advisor at a time

Zoom Virtual Meeting

Zoom integration lets advisors schedule appointments and events natively as Zoom meetings, which has this huge convenience: the directions for joining the meeting will be included automatically in the appointment and event notifications that students receive.

Enabling Zoom integration — This Configurations setting is institution-wide, for staff to connect their Zoom accounts:

1. Slide the toggle to Enabled for Zoom Virtual Meeting to be available as an appointment modality.
2. (required) Provide the Zoom Client ID and Client Secret for your institution.
3. Select Save, to the right.
4. Verify the integration by connecting your own Zoom account:
   1. From the left menu, select Settings (gear icon).
   2. Scroll down to Synced Calendars and select the Connect Zoom Account button.
   3. When redirected to Zoom’s website, log in with your institution (not private) email. 
   4. Once the connection is authorized successfully, the Settings page shows the status CONNECTED.
5. Once Zoom integration is working, notify advisors to go to their ownSettings page so that they can connect their Zoom accounts to enable their own usage. Give them these steps:
   1. From the left menu, select Settings (gear icon).
   2. Scroll down to Synced Calendars and select the Connect Zoom Account button. 
   3. When redirected to Zoom’s website, log in with your institution (not private) email. 
   4. Back on the Settings page, you should see the status CONNECTED.
      This means you can now schedule appointments and events as Zoom meetings, and directions for joining the meeting will be included in the appointment notifications that students receive.

Configure Session Topics

One or more Session Topics appear on appointments, to track the purpose of the meeting:

The bottom of the Calendar Configuration page is where you manage Session Topics for all of your SSUs. These are key tips to know:

• Session Topics can be disabled but not removed; this is for data integrity.
• Session Topics sort alphabetically, and numbers sort ahead of letters; to reach one near the end of the alphabet, you can click the column header arrow to reverse the sort order.
  
• New topics are disabled for all SSUs by default; you must toggle the selectors to use them. 
• If your institution has large numbers of topics, paging controls appear below to give you access to the rest:
  

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