Getting Started
GradesFirst Appointment Campaigns enable the advisor to request that specific students select a specific date and time in which to schedule an appointment instead of the advisor creating appointments for each and every student. This feature is commonly used when an advisor must meet with all of their students at least once per term. To begin, click on Appointment Campaigns under Options > Create a New Campaign and follow the setup steps.
Step 1: Define the Campaign
- Enter the Name of Campaign. The name of the campaign only appears to the advisor. This needs to be a name that makes sense to you.
- Email Subject. The topic will be the subject of the email going to the student.
- Special Instructions to Student This will be your message to the student.
- Choose the advisors for the Appointment Campaign will let you select multiple advisors if desired. For instance, if you want a student to meet with you or any other advisor, select them here.
- Choose the Start and End Date. This will be the date range for which you want the students to make their appointments.
- Length of the Appointment. This is where you define exactly how long the appointment will be. Durations include 10, 15, 30, 45 and 60 minute intervals.
- Appointments Limit. This will determine how many appointments you wish for the student to schedule.
- Location. Select the location of where the appointment(s) will be held.
Step 2: Select Recipients of Campaign
Once the Campaign Details are created and the selections are defined, the next step is adding recipients. Click Select Students to Invite. Here you can use the tabs to search for recipients in several ways.
You have several ways to search for and select your students.
- Search for Recipients: Provides users with advanced search filters to find, and select, students.
- Search by My Students: Search for students that are assigned to me.
- Search for Students for other Advisors: Search for students that are assigned to other advisors.
When you select students from a tab, click Add Students before moving to the next tab to add those students to your Appointment Campaign.
Step 3: Review Campaign Options
When you have selected all desired students, click Review Campaign Options. This is where you will be able to preview your entire campaign before sending it out.
Please make sure that you review your selected options before you start the campaign. Once you click the Start Campaign button, emails will be sent to all your selected students. Below is an example of the email your students will receive.
Managing Your Campaign
GradesFirst gives you several tools to help manage your Appointment Campaign after you create and send it.
Appointments Made
This tab will let you see which students have made appointments. Not only can you view those students, but you can also Send a Message, Add Note, and/or Add Tag for those students.
Appointments Not Yet Made
This tab will display those students who have not yet made their appointment(s).
- Resend Appointment Request This option will let you resend the appointment campaign email to selected students. This is great, for instance, if a student accidentally deletes the original email.
Reports Created
This tab will display all advisor reports that were created for the appointments made during this campaign.
Appointment Campaign Options
- Edit Campaign Details. With this option, you can edit anything about the appointment campaign. When those changes have been saved, they will automatically apply to all students who still are required to make an appointment. Students who have already created their appointment(s) will not be affected by the changes.
- Add/Remove Recipients. This option will allow the advisor to either add or remove students for this campaign.
- Delete This Campaign. You can use this option to delete an existing campaign. However, deleting this campaign will NOT remove any student appointments that have already been scheduled.