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 see 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 who just need general assistance, but not related to a course specifically, or for learning skills, etc.
Step-By-Step
1. 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 and selecting the proper center when asked.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 define its 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.
2. 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 defineitsir 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. 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.
3. 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 > Campus Setup > 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 assigne tod.TIP: You can also assign Tutors quickly to this Course using the Tutors tab (shown as Tutors/Advisors above based on thiaccount'sts terminology).5. Finally, click the Save Changes button to complete this process. Repeat these steps for as many globally registered courses as you need to show in your Center.
4. Optionally, set Service-to-Course Restrictions so only certain courses show when a Service is selected
- From the main menu, navigate to the Administration > Center Management > Associations/Restrictions section.
- Next, choose the Service-to-Course Restrictions section.
- Now select the "Center" in the left-side filters so that you only affect the correct center you want to make these restrictions for in the system.
- Click the New Association button to get started.
- On this screen, select the service and then all of the Subject Areas/Courses that you want to show up on the selection screens.
Note: these courses/subjects need to exist before being able to complete this step. - Notice on the top bar, you can disable or enable the feature as needed using the gear icon. Be sure to enable this option before leaving.
5. Test these Enabled Features and Global Courses with a Test Student
Create a test student or use existing students who have enrolled in courses, and 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 settings 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: