Accudemia: How do I make Course enrollment a requirement for students to create appointments and walk-ins? And how can I show other courses that should be available to all?

Accudemia: How do I make Course enrollment a requirement for students to create appointments and walk-ins? And how can I show other courses that should be available to all?

Introduction

Administrators in Accudemia can make student enrollment a requirement for creating appointments and performing walk-ins at sign-in stations. Without these features enabled, students will be seeing all courses the center offers, which could be problematic when either making appointments or signing in as a drop-in. This article will explain how to make enrollment a requirement for appointments as well as walk-ins. Then we will explain how to make a Course that can be made available to all students regardless of their enrollment.  You could use this as an option for active students that just need general assistance but not related to a course specifically or for learning skills, etc.

Step-By-Step

Enabling Appointments to use Student Enrollment

1. Navigate to Administration > Control Panel from the main menu.


2. Select the Appointments module in the Control Panel.


3. Select your specific Center as the scope and then click View Settings.
Note: Selecting the College-level scope will only set default settings used by Centers that have not created their own settings yet. As soon as a Center defines their own settings these college-level settings will not be used. There are some settings used at the college-level that are only available at this level and affect all Centers but the settings in this article are not one of them. By selecting a specific Center, you will be only making changes to its settings.

4. Click Subject Areas on the left-side navigation or scroll down to that heading to enable the "Use student enrollment" option and then scroll up and click Save Changes.

Enabling Walk-ins to use Student Enrollment

1. Navigate to Administration > Control Panel from the main menu.


2. Select the Walk-Ins module in the Control Panel.


3. Select your specific Center as the scope and then click View Settings.
Note: Selecting the College-level scope will only set default settings used by Centers that have not created their own settings yet. As soon as a Center defines their own settings these college-level settings will not be used. There are no settings used at the college-level that are only available at this level so you would only be setting defaults in the Center has not established these settings yet. By selecting a specific Center, you will be only making changes to its settings.

4. Click Subject Areas on the left-side navigation or scroll down to that heading to enable the "Use student enrollment" option and then scroll up and click Save Changes.


Adding Global Courses that are Available to All Students

In the Subject Areas (typically renamed to Courses) section there is a feature that can enable a course to be available to all students. Students, whether they are enrolled in the Course or not, can book appointments and or come in as a Walk-in for these courses. This feature will make these courses show up in the list of options in addition to the enrolled classes/courses. To check if a Course is available to all students do the following:

1. Navigate to Administration > Subject Areas from the main menu in Accudemia.


2. Use the filters on the left-side menu to locate a Course and then click on the Course's name to edit it. Or you can click the + New Course button to create a new course and simply give it a name.


3. Under the General Information tab, enable or disable "Available to all students,"


4. Now that you have made this available to all students you will need to limit this course to show up in just your center.  Click the Centers tab and check/uncheck the Centers this course should be assigned.

TIP: You can also assign Tutors quickly to this Course using the Tutors tab (shown as Tutors/Advisors above based on this accounts terminology). 

5. Finally, click Save Changes button to complete this process. Repeat these steps for as many globally registered courses you need to show in your Center.

Test these Enabled Features and Global Courses with a Test Student

Create a test student or use existing students that have enrolled courses check which Courses show up at the Sign-in Kiosk or when they go to make appointments. By creating an appointment or testing the walk-ins with these students you can check whether their choices line up with the Courses they're enrolled in and if they see the global activities offered. If they can create appointments and perform walk-ins with Courses they're not enrolled in (aside from the courses made "available to all students") then the enrollment feature has not been properly enabled.  Go back through this guide and ensure that you have set these setting up directly for your specific Center.

Conclusion

After completing the steps outlined in this guide you should have been able to completely transform the courses that are presented to the students for Appointments and Walk-in at your Center.

TIP: If you want to make this process even more streamlined check out this guide on "setting up restrictions or associations" that will only show certain Courses depending on the Services selected: