At many institutions, a staff member will need to create availabilities for other staff users. For example, a Tutor Coordinator may be tasked with setting up availabilities for their tutors. In circumstances like this, the staff member will want to create availabilities with the Availabilities Report in Navigator Reporting.

To create availabilities with the Availabilities Report, open Navigator Reporting and click the Availabilities report. The report search will open.

Choose No Preferences from the Enrollment Status so that staff who will never be enrolled can have an availability added OR students who are not enrolled in the current term will appear in the case of student tutors.

Next, you can optionally choose Care Unit, Location, and Service. For example, if you want to add availability for tutors, choose the Tutoring Care Unit for your institution. Then click Search.

The report will open below.

Select the individual you want to give an availability to.

Note: you can only add availability to one user at a time. Then open the Actions menu and click New Availability.

The    New   Availability window will open.

 

Select your Availability type(s). You can choose more than one at a time, e.g.  you can set availability for both Drop-In and Appointments at the same time.

 

Now select your Care Unit from the drop- down. This will determine which location and services the availability will be for.

 

After selecting the Care Unit, select a Location. Then select which student services you can provide to students during this availability. You must select a Care Unit, Locations, and at least one Service.

 

If any Service you select is tied to a Course, a Course menu will appear, and you will need to select the Course you are available for.

 

You can now optionally enter special instructions for this availability and determine how many students can be in one appointment. If you do not select a Max Number of Students per Appointment, the number will be capped at 1.

 

Note: The special instructions will be included in the initial notification to the student regarding this scheduled appointment. We recommend including general instructions, like your office location or how-to check-in for the appointment upon arrival.

 

Click the Save button.

 

You can also edit, copy, and delete availability from the Actions menu of the Availabilities report.

 

For additional assistance, contact navigator@sfsu.edu.