Case Settings
Cases are akin to “student case files” that are opened when a new alert is issued, or when a student is marked at risk on a progress report. Only users with permissions (e.g. Advisors) will have access to the Cases tab which provides them the abilities to assign, comment and close cases.
Cases Enabled: When checked, the Cases module will be enabled and those users with Case Permission will be have access to the Cases tab.
When a Case is assigned, send an email: Refers to when a case is assigned to an advisor, GradesFirst will automatically send them an email. See below for a copy of the email they will receive.
When a user is marked as owner of a case, send an email: Refers to when a user has been assigned as the owner of a specific case, GradesFirst will automatically send them an email. See below for a copy of the email they will receive.
Send an email to the alert issuer when a case is close: When checked, GradesFirst will automatically send an email to the person who originally issued the student alert when the case is marked closed. The Email Text box lets the GFA create the personal email the alert issuer will receive.
Appointment Settings
This section lets the GFA customize the default appointment duration settings for advising, tutor and general appointments. These settings are appointment defaults and will only be used if the advisor (or tutor) and/or the locations themselves have not defined an appointment duration of their own.
Default Duration Advising Appointments: This appointment time will only be used if the advisor and/or the location has not defined an appointment duration of their own via the Appointment Constraints. We will cover how to setup the location default location setup later in this guide.
Enable Service Based Advising: When this box is checked, student will see a “Get Advising” button on the Home page that enables them to create an advising appointment, with one of their advisors, based on their needs.
Default Duration Tutoring Appointments: This appointment time will only be used if the tutor and/or the location has not defined an appointment duration of their own via the Appointment Constraints. We will cover how to setup the location default location setup later in this guide.
Default Duration General Appointments: This is the default duration for general appointments. This time can be overridden at the time the appointment is being created.
Show Available Slots if No Availabilities: This refers to the appointment scheduling grid will default to showing all open slots for an advisor or tutor if they have not defined their appointment availabilities. It is a good idea to keep this checked especially if your advisors or tutors might be a little slow in creating their appointment availabilities.
Appointment Emails
This section controls when appointments emails are created and to whom they are sent.
Send Email to Advisors when their Assigned Students Schedule an Appointment: This option only applies when the student schedules an appointment. When the appointment is scheduled, the student’s advisors will be emailed the details of the appointment.
Send Email to Coaches when a student schedules an appointment: This option only applies when the student schedules an appointment. When the appointment is scheduled, the student’s coaches will be emailed the details of the appointment.
Send Appointment/Event reminders by default: This controls whether appointment/event email reminder will be set by default. When the appointment is created, if this box is checked, the send appointment/event email reminders will be checked by default. However, as with most of our appointment defaults, this option can be overridden before the appointment is saved.
Include all attendee phone numbers in appointment emails: This setting will include attendees Home and Cell phone numbers (if in GradesFirst) in the appointment creation email.
Appointment Cancellation Emails
By default, all attendees will be email (notified) when an appointment is cancelled. However this setting controls which other users will be notified. For instance, if a student’s advisor wants to be notified whenever a student’s tutor appointments are cancelled.
Since these options are fairly self-explanatory, we will not go into detail about each one.
Appointment No-Show Emails
GradesFirst gives advisor/tutors the ability to mark students as a no-show for their appointments. And when marked, GradesFirst gives the user great flexibility in determining who should be notified when done.
Send email to Appointment Organizer: This option sends an email to the advisor or tutor of the appointment when a student is marked as a no-show for an appointment.
Send email to Advisor of student: This option sends an email to the student’s advisor when they are marked as a no-show for an appointment.
Send email to Coaches of student: This option sends an email to the student’s coach when they are marked as a no-show for an appointment.
Send email to Tutor Coordinator: This option sends an email to the Tutor Coordinator when a student is marked as a no-show for an appointment. This option is best utilized when the Tutor Coordinator wants to make aware every time a student fails to show up for their appointment.
Send an email to the Student: Lastly, GradesFirst will send an email to the actual student when they are marked as a no-show for an appointment. This is useful because it lets the student know their attendance is being tracked for their appointments.
At-Risk Emails
This section will control which users are notified (emailed) when a student is marked as at-risk.
Send Email to Advisors: Checking this option will automatically send an email to a student’s advisor(s) when they are marked as at-risk. Below is a sample of that at-risk email.
