Front Desk Agent Role: Creating Appointments, Busy Events, and Workshops

As a front desk agent, you will be creating appointments, busy events, and/or workshops on behalf of students and faculty within your group. In this lesson, we will go over the different ways an appointment can be created.

Creating Appointments

To be able to create an appointment on behalf of a user within your group, they will need to have created office hours for that group. Office hours are shown in light gray. Office hours enclosed in a yellow box are designated walk-in office hours. To create an appointment, simply click into a group user’s office hours at the time you’d like to create the meeting, this will open an “Event Creation” window on top of the calendar. Click “Create Appointment” (Figure 1)

Figure 1

Create Appointment

Clicking “Create Appointment” will open that group’s intake form (Figure 2). Search for or add a new student. Students added will need to confirm their email address using a link provided via email from ConexED. Be sure to have the student check their Inbox and spam folder.

Select a reason code (start and end times will update to match selected reason code), location, and include a meeting subject. Click “Create Appointment” and you’ve scheduled directly through the group calendar.

Figure 2

Create Appointment Form

Note. Selecting more than one reason code will cause the appointment time to default to the longest reason code duration.

Creating Busy Events

To be able to create a busy event on behalf of a group user, simply click into a group user’s schedule (busy events can be scheduled outside of office hours) at the time you’d like to create the meeting. This will open an “Event Creation” window on top of the calendar. Click “Create Busy Event” (Figure 3).

Figure 3

Create Busy Event

Clicking “Create Busy Event” will open the busy event form (Figure 4). Include an event description, start and end time, classify what type of busy event, and set to a single or recurring event. Click “Create Busy Event,” and the time will be blocked off as busy in that user’s calendar.

Figure 4

Create Busy Event Form

Creating Workshops

To be able to create a workshop on behalf of a group user, simply click into a group user’s schedule and click “Create Workshop” (Figure 5).

Figure 5

Create Workshop

Clicking “Create Workshop” will open the create workshop form (Figure 6). Select a start and end time, timezone, meeting location, topic, and a brief description. Click “Create Workshop.” You will be prompted to create a registration form for the workshop.

Figure 6

Create Workshop Form

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