Keep Your Calendar Up-to-Date with Your Availability (Support Staff)

Access Your Calendar

Go to your Calendar to designate times you're available for support appointments and for other scheduled commitments.

1. In the app navigation menu next to your workspace tabs, click the dropdown arrow.
2. Select Calendar.

Tip

For faster access next time, pin the Calendar tab next to the app navigation menu.

Schedule One-Off Availability on Your Calendar

Specify the one-off, date-specific times that you're available for support appointments by creating support availability Events on your Calendar. These available times round out the recurring availability that you schedule in your Availability Settings.

1. Go to your Calendar.
2. Click in a time slot on the calendar or click New Event.

3. Select the Event record type for blocking out available support time. In our example, it's Support Time.

   

   Tip If you're not sure what to select, open the Appointment Manager, click ) and check the value specified in Record Type for One-Off Support Availability.

4. Click Next.

5. Fill out these details.

   • For Type, select Scheduled, Walk-In, or Group.

     

     Important

     • If you don't see the Type field, ask your Student Success Hub administrator to add it.
     • It's better to create group availability from your Availability Settings page. If you choose Group as your Event type, you'll need to set the Attendee Limit on the Availability record after you save the Event.
   • Enter a descriptive Subject. For example, Open for Support Appointments. This text appears on your Calendar and students see it if your Student Success Hub administrator has made it visible.

   • Enter a Location. This field is required for Walk-In availability and optional for Scheduled and Group availability.

     

     Note Location is a text field, not an Appointment Location defined in Availability Settings. However, editing a one-off availability Event in the Appointment Manager converts the Location to an Appointment Location.

   • Specify the Start and End date and time of the event. For example, 9:30 AM to 12:00 PM.

     

     Important If you're available for an entire day, do not select the All-Day Event setting. Student Success Hub ignores all-day Events and doesn't consider them when determining your availability. Always specify Start and End times instead.
   • Leave blank the Name and Related To fields.
   • Leave the Assigned To field assigned to yourself.

   Remember, your page layout might look different depending on how your Student Success Hub administrator has configured the page.

6. Save this Event and verify that it appears on your Calendar. The Appointment Manager is also updated with your one-off advising availability block.

Schedule Other Events on Your Calendar

Make sure your Calendar accurately reflects all of your scheduled commitments—not just your support appointments. It's essential to schedule non-support Events for staff meetings, other appointments, and times that you're away from your desk. Student Success Hub won't schedule support appointments during the times that you've reserved on your Calendar for non-support Events.

Note Only create non-support Events in your Calendar. Don't create them from the Appointment Manager.

Create a non-support Event for every time that you're not available.

1. Go to your Calendar.
2. Click in a time slot on the Calendar or click New Event.
3. Select the Non-Support Event type and then click Next.

4. Fill out these details.

   • Enter a descriptive Subject.

   • Sepcify the Start and End date and times for the event.

     

     Important

     • If you're unavailable for an entire day, do not select the All-Day Event setting. Student Success Hub ignores all-day Events and does not consider them when determining your availability for support appointments. Always specify Start and End times instead.
     • If you have an Event that spans multiple days, the Event is not shown in the Appointment Manager. Any scheduled or group availability that conflicts with the multi-day Event is no longer eligible for students to schedule. Your scheduled and group availability remains visible in your Calendar and the Appointment Manager. However, walk-in availability remains in your Calendar, in the Appointment Manager, and for students in the portal. Remember to delete your walk-in availability if you're not available because of a multi-day Event.

   Keep in mind that your page layout might look different depending on how your Student Success Hub administrator has configured the page.

5. Save this Event and create others if needed.

6. When you're done, verify that the non-support Event appears on your Calendar. It also appears in the Appointment Manager.

   By scheduling a non-support Event, it's easy to manage your availability and maintain flexibility. If your plans change and you reschedule the non-support Event for a different day, the original time becomes available again.

If you need to edit this Event later, just select the Event from your calendar and click More Details, then click Edit on the record. You can also open the Event record from the Appointment Manager by clicking View Record when the Event is selected.