Appointment campaigns are a critical part of Navigate workflow. Strategic questions should be asked when creating appointment campaigns, such as:
- How would you like to impact your students with campaigns? What student populations do you envision this would be used for?
- Who should be launching campaigns? Should campaigns be part of each staff member’s personal workflow? Or should they be more centralized and launched by unit leaders?
- What guidance do you plan to give to your staff as far as a follow-up? If a student does not respond, when is an appropriate time to resend the invitation, send an email, or text?
Launching an Appointment Campaign
To begin, click Appointment Campaigns in the Actions or Quick Links menu.
Define the Campaign
In this step, you will set the criteria for your Appointment Campaign. The fields that must be filled out are listed and defined below. Note that if other staff are going to be included in this campaign, the reason/location/date range MUST align with Campaign Availability for the advisor(s) that are going to be included in the campaign.
- Campaign Name: Campaign Name is visible to the person creating the campaign and any other users who have access to view campaigns, but not visible to the student. Make sure to follow the naming convention below for your campaign.
[Term/Semester] [Population] [College/Unit] [Your Last Name]
- Care Unit: Select the Care Unit the Appointment Campaign will be associated with
- Location: Select the location of where the appointment(s) will be held.
- Service: Select the Student Service that will be associated with the campaign
- Course or Reason: Add the reason or associated course for the campaign here. This will only appear if the Service is tied to a course
- Begin and End Date: These are the dates that you want students to start and stop making appointments for the campaign.
- Appointment Limit: This will determine how many appointments you wish for the student to schedule during the campaign.
- Appointment Length: This is where you define exactly how long the appointment will be. Durations begin at a 5-minute length and will be determined by your configuration.
- Slots per Time: Appointments can be individual or group. By adding more than one "slot per time", you can have a group appointment.
Add Students to Campaign
After entering the details on the Define Campaign page, click Continue.
Your next step is adding students. If you created this campaign directly from a Watch List or Saved Search, you will be asked to review your students. If not, the Advanced Search screen will open.
You have several ways to search for and select your students.
- Invite All My Assigned Students: Adds all students assigned to you to the campaign.
- Advanced Search: Use Advanced Search filters to find and select students. After starting the search, you will be presented with a list of students. Select the students you wish to add and then choose Add Selected Users and Search for More from the actions menu.
- Watch Lists: Watch List is a static list of students by student ID. You can use Watch Lists in a variety of ways, from maintaining a list of students to track overtime in Intervention Effectiveness or offline, to sending messages or appointment campaigns directly from the Watch List.
You can remove students from the campaign if needed. For example, if you met with one of the students already and don't need them to come in during the campaign period, they can be removed.
Once finished, click Continue to move to the next page. You will be asked to review the students in the campaign. If these are correct, click Continue.
Add Staff to Campaign
You will need to select yourself as staff for the campaign. You may also have the option to select additional staff to make them available for appointments based on the campaign.
NOTE: Staff will need to have availability defined before they can be added to an appointment campaign. If you do not see staff you expected to have availability, make sure their calendars and availability are up-to-date.
Compose Your Message
Your next step is to compose the message that you will send to students. This invitation to schedule an appointment through the campaign will appear in a preview below the message and include information about how to use merge tags. DO NOT REMOVE THE SCHEDULE LINK FROM THE EMAIL BODY.
Fields used in the message composition are:
Email Subject: The topic will be the subject of the email going to the student.
Instructions or Notes: This will be specific to the landing page students will be taken to when they click on the link in their email to choose the date and time of their appointment.
After you have finished composing your message, it's time to send out your campaign!
Confirm and Send
Review your campaign details, invitees, and advisors on this page.
Click Send when you are ready to email the invites to the selected students.
For additional assistance, contact email@example.com.