Set Up the Appointment Objects

Learn About the Appointment Objects

The Appointment and Appointment Attendee objects are included with Student Success Hub higher ed orgs. Together with the Event object, they store data about the who, what, when, where, and why of appointments.

For each support appointment, Student Success Hub creates:

• One Appointment record

• One Appointment Attendee record for the support staff member and one for each attendee who has a Student Record Case or a User record

• One Event record for the support staff member and one for each attendee who has a Student Record Case or a User record

The Event records store some appointment-related data that's essential for representing appointments on support staff members' Calendars and for calendar sync integrations.

Important To use the appointment objects, your students must have either a Customer Community Plus or Customer Community Plus Login user license. Otherwise, support staff members can't schedule appointments for students, and students can't schedule or manage appointments in the portal.

Some configuration of the Appointment and Appointment Attendee objects is required.

Appointment Objects Release Information

The Appointment and Appointment Attendee objects were released with Student Success Hub 2.10. Support for scheduled group appointments was added in Student Success Hub 2.40. As long as you configure Appointments and Appointment Attendees as described in this setup article, scheduled group appointments will be available in your org.

To get appointments up and running in your org, complete the tasks in this article.

Unless otherwise noted at the beginning of the task, all setup tasks are required regardless of the version of Student Success Hub that you originally installed. If you don't know which version you started with, see Keep Student Success Hub Up-to-Date.

Set or Verify Object and Field Permissions for Appointments and Appointment Attendees

Learn about the required object and field permissions for the Appointment and Appointment Attendee objects.

See Configure Higher Ed Support Staff Permissions and Configure Student Permissions.

Configure Sharing Settings for Appointments and Appointment Attendees

Learn about the required sharing settings for appointments and appointment attendees.

See Student Success Hub Sharing Settings.

Verify and Customize the Appointment and Appointment Attendee Layouts

Student Success Hub installs page layouts for Appointment and Appointment Attendee records in higher ed orgs. Review and customize these layouts as needed for your institution. For example, you might want to change the fields in the details panel, remove or add buttons, or add related lists.

1. From Setup, in Object Manager, click the object for the layout you want to edit.
2. Click Page Layouts, and then click the page layout name.
3. Edit the layout and save your changes.

For more information, see Customize Page Layouts with the Enhanced Page Layout Editor.

Create and Assign a Compact Layout for Appointments

The compact layout controls which fields appear in the highlights panel at the top of a record page and the fields a user sees when they hover over a lookup relationship field. Create an Appointment compact layout and configure it to show the fields you want.

1. From Setup, in Object Manager, click Appointment.

2. On the Compact Layouts page, click New.

3. For the label, enter Appointment Compact Layout.

4. For the API name, enter Appointment_Compact_Layout.

5. Add these fields to the Selected Fields list: Appointment Subject, Type, Topic, and Subtopic.
   

   Note If desired, add other fields. The highlights panel shows the first Selected Field in the panel header, and the next six fields within the panel itself. Additional fields specified in the compact layout may not fit in the highlights panel.

6. Save your changes.

7. Click Compact Layout Assignment, then click Edit Assignment.

8. Set the Primary Compact Layout to Appointment Compact Layout. By default, all record types are set to Inherit from Primary, so they will inherit from the updated primary compact layout after you save.

9. Save your changes.

Configure Optional Appointment Functionality

Configure any or all of these features to enhance the way your support staff and students work with appointments. You can also set them up later, if desired.

• Set Up Appointment Layouts (recommended)
• Set Up Cases for Appointments and Student Tasks
• Display the Appointment Actions menu in the student portal. See Student Portal Components.
• Set Up Virtual Appointments

Considerations for Appointment Objects

Understand how the appointment objects work so that you can use them more effectively.

• Don't let your support staff create or edit appointments from the Calendar. By default, Student Success Hub prevents support staff from editing Events that have an associated Appointment record. Tell support staff to create and edit appointments only from the Appointment Manager or the Appointments tab on the Student Record Case.

• By default, there's no Cancel button on the Appointment record page. To cancel an appointment, do any of the following.

  • Use the Appointment Manager.
  • Edit the Status field on the support staff member's Appointment Attendee record.
  • Add a custom action to the Appointment page layout. See Set Up Appointment Layouts.
• Comments captured from support staff and students when appointments are canceled are stored on the Appointment Attendee object in the Status Comments field. Cancellation comments are included in cancellation emails.

• To use the Add Comments button in the portal, students must have Read and Edit access to the Comments field on the Appointment Attendee object. Otherwise, the Add Comments button doesn't display.

• To see comments from a student in the Appointment Manager, support staff need Read access to the Comments field on the Appointment Attendee object. Otherwise, the field is blank.

• Some data is mapped from Appointment and Appointment Attendee records to the Event record for calendar sync integrations as shown in the following table.

  

  Note This table doesn't list all of the Appointment and Appointment Attendee fields. It lists only the main fields that are mapped to the Event record.

Notes:

1. For individual appointments, the Subject on the support staff-owned Event record includes the student's name, Student ID (if enabled), and the Appointment Subject. For group appointments, it includes Multiple Attendees (n) and the Appointment Subject. If the Appointment Subject isn't specified, Student Success Hub uses the Topic and Subtopic.
2. For individual appointments, the Description on the support staff-owned Event record includes the Appointment description, a student's comments, and a link to the Student Record Case. For group appointments, it only includes the Appointment description.

3. The Owner field on the Appointment object points to the support staff member's User ID. The Attendee field on the Appointment Attendee records and the Assigned To field on the Event records are set to the attendee's User ID (which can either be a support staff member or a student).

4. Topics and Subtopics are sourced from the Topic object.