Academic Advising AdRx Student Appointment Scheduler

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1 Overview The Student Appointment Scheduler (SAS) is intended to allow users to create, maintain and adjust blocks of available time within an online calendar. Students may then access this calendar in order to schedule, cancel and/or view appointment times associated with the different types of appointments available. Steps Preparing to Set Up Your Calendar Profiles 1. Log into AdRx from One.IU. 1.1 Navigate to one.iu.edu. 1.2 In the Search bar, type, AdRx or advising records and press ENTER. 1.3 Click on the Advising Records (AdRx) task. 1.4 If you are not currently signed in with your CAS credentials, enter your Username and Passphrase when prompted. 1.5 At the AdRx login page, click. 1.6 Proceed with your method of Duo authentication and click. 2. From the AdRx main page, click My Calendar Indiana University Page: 1

2 3. You will see your list of profiles in the colored boxes. For example, if you advise in two different departments, you may have a separate AdRx profile for when you serve in each role. When setting appointments, you will be able to select which profile you would like the appointment attached to. 4. If you have not already done so, you may want to create a nickname for each of your profiles so that you can easily identify which profile you are selecting. 4.1 Select the desired profile under My Profiles (if not already active). 4.2 Click My Current Profile. 4.3 Expand the My profile settings section. 4.4 Clicking under My Profile Settings. 5. My Current Profile is also where you can set how many students are permitted to sign up for a Group advising appointment, should you choose to hold this type of appointment. This can be edited at any time; however, you will not be able to schedule group appointment times on your calendar unless you have designated a number allowed for these appointments Indiana University Page: 2

3 Appointment Restrictions You have the ability to create and delete restrictions that can then be applied to appointment times. Restrictions will only allow students who fit into the parameters to schedule an appointment during that time. 1. To set a restriction, click Indiana University Page: 3

4 2. Provide a name for your restriction and select from any/all of the parameters you would like associated with that restriction. 3. As you add restrictions, they will display on the right of your screen. You can view the details of the restriction, as well as access the delete button to remove a restriction by placing your cursor over it Indiana University Page: 4

5 Setting Up Your Calendar When setting up your calendar, you have the choice between looking at an individual day or week at one time. Simply select the button in the center of your screen. Please note that appointment blocks cannot be set from the month view. Navigation between months is available using the calendar in the right corner of your screen. Setting an Appointment 1. To set an appointment, click on any 30 minutes box on the calendar. A quick add box will display allowing you to select the type of appointment Indiana University Page: 5

6 2. Selecting Appointment (in person appt), Phone, or Online will allow one student to schedule an appointment of that type with you during that time. 3. Walk-In will show students that they may walk-in to see an advisor; however, they cannot sign up to see an advisor during that time. 4. Group will allow the number of students you have set in your profile to schedule to meet with you during that appointment block. 5. If you have more than one profile, you can select which profile the appointment block is for. If you have only one profile, your default will be this profile. 6. You may then click to add the appointment to your calendar or, if you would like to make the appointment longer than 30 minutes, make it a repeating appointment or if you would like to add a restriction to your appointment block. 7. Clicking on will take you to the following page: 2015 Indiana University Page: 6

7 8. The time for the appointment can easily be modified in the start and end time boxes and restrictions can be added by simply checking the box next to the restriction that you would like to add. 9. When checking the box Set Appointment to Repeat, a dialog box will appear with a drop down list with three repeat options Indiana University Page: 7

8 10. If you select Every Day or Every Weekday, you will have the ability to set the Begin and End date for the repeating appointment, as well as whether you want this repeating appointment to override any appointment blocks that may already be scheduled. 11. If you select Weekly, you can select what days of the week you would like appointment block to repeat on, as well as what the begin and end dates are for the repeat Indiana University Page: 8

9 12. You can also repeat your entire schedule of appointment blocks from a particular day by placing your cursor over the Day/Date box and double clicking. This will bring up the same repeat appointment set-up box seen when choosing to repeat a single appointment Indiana University Page: 9

10 Viewing Your Appointments and Scheduling Appointments 1. Appointments can be viewed by the Day, Week or Month. With the Day and Week views you can see the time allotted for each appointment, an icon indicating the type of appointment, and restrictions on the appointment block Indiana University Page: 10

11 2. If a student has scheduled to meet with you during an appointment block, their name will appear in the box. Clicking on the student name will provide additional details, including student ID number and student purpose. 3. If needed, you can delete the appointment. You can also edit the appointment type (i.e. change from in person appointment to phone appointment), reasons for the appointment, or the profile that the appointment is assigned to. You cannot change the time of the appointment Indiana University Page: 11

12 4. When selecting the Month view, you will see the calendar for the month with a listing of how many open appointment blocks your have and how many scheduled appointments you have for each day. Clicking on a specific day will take you to the Daily view Indiana University Page: 12