AccuCampus: How do I create automatic rules when someone fails to show for an appointment?
Introduction
When a student misses an appointment at the Center, this is usually considered a red flag. Typically, Tutors will want to reach out to the Student to find out what happened, and reschedule. In AccuCampus, Administrators can set rules to react promptly to these actions with notifications and automatic actions. This article explains how to do so.
Step-By-Step
1. Creating a rule
Go to Advanced Options > Settings and select Rules. In the General Information section, set the Name and Description. Be precise so that other Administrators will know what this rule does.
In the When does it occur? section, set the trigger to "When someone does not show for an appointment." Beneath that is Conditions, which is made up of three separate dropdown menus. These can be edited so that the rule triggers for various different reasons. Here are a few examples:
- Appointment (is Virtual, is Yes) This will set the rule to only trigger for virtual appointments.
- Appointment (is Virtual is No) This will set the rule to only trigger for face-to-face appointments.
- Course (Internal ID is *name of the course*) This will set the rule to only trigger for a specific Course.
As an example, the rule in the screenshot below would only trigger for virtual appointments only.
There are many possibilities for rules and how they trigger. This is only one example.
2. Adding a Notification Action
To send an automatic notification, click Add Action. Choose Send Notification, then select a Notification topic created in the previous step. Make sure to use the token [[Appointment.Attendee.Id]] in the field, "Other users with internal IDs." This specifies all Users who were going to attend the appointment.
Set a custom message to be sent to Users who miss their appointments.
3. Assigning an Action Item to follow up with the student
In this example, the Action Item is called "Visit Center," and it only asks the student to come by the center to see a Tutor.
Begin by clicking Add Action. Select an Action Item from the list, and use the token [[Appointment.Attendee.Id]] to target the actions towards Users who missed their appointment. Finally, set the Action Item to "Visit Center" so that the system will automatically tell these specific Users to visit a Tutor in the Center.
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