Admissions Scheduling

Upon accessing Enrollment management, a day schedule appears for admissions managers and staff. This sortable list displays all Interviews, Visits and Admissions Events happening on each given day. Alternatively, a list based view of the entire month is available in addition to the full calendar grid view. This documentation focuses on the full calendar grid experience.

Select Go to full calendar to see the entire Admissions Scheduling calendar rather than just the limited list view.

Through this calendar, admissions managers can:

• Use filterable school calendar event categories. You can select and deselect which team events are included in the Calendar by selecting the color in front of each item under My View.

• View by the day, week, or month.

• Change the time frame with the date picker.

• Add to RSS feed for external calendars.

• Manage Event and Interview openings.

• Schedule Event and Interviews.

• Print the calendar.

• Remove events by selecting them and then Delete.

However, some information from other calendars can't be viewed from here including:

• My calendars.

• Ability to add new events, assignments, assessments, or games/practices.

When planning an opening with a candidate, admissions managers can select from four different calendar tasks: Visit Openings, Interview Openings, Visits and Interviews. You can also filter these categories right from the Admissions Calendar as well.

Tip: To make scanning easier when using this calendar, color codes can be customized from Core > Content > Calendar under Admissions Calendar.

When viewing the full Admissions Calendar, select settings to further customize and refine its look and feel.

• Candidate snapshot - Information selected here appears in the candidate snapshot area for interviews and visits. You can select:

  • Birthdate

  • Entering grade

  • Gender

  • Address

  • Phone number

  • Email address

  • Sending school

  • Connections

  • Interest

• Self-scheduling - Managers enable self-scheduled visits and interviews under the Admissions Scheduling calendar settings as well as notifications for confirmations and cancellations. Select Allow candidate families to self-schedule visits to enable this feature. Keep in mind that this is disabled by default.

  Once turned on, you can add specific instructions for families using the self-scheduling feature as well as require approval before the visit is confirmed officially. Additional optional features can be set here as well including:

  • How many openings families can see

  • Only display a specific number of visit openings to families

  • Control when visits can be self-schedules including how many days in advance families can schedule out for.

  Note: Admissions managers should remember to link the appropriate Visit/Interview types with the corresponding candidate checklist step. This controls which Types candidate families will see when self-scheduling. Edit the checklist step to enable/disable available Visit/Interview types.

• Visit notifications - Set up visit confirmation and reminder email notifications for participants, candidates, and families. Set each notification active or inactive as well as completely customize the message including the subject, email body, name, and reply E-mail.

• Interview notifications - Set up interview confirmation and reminder email notifications for participants, candidates, and families. From here, you can activate or make any notification inactive. The message can also be completely customized from the email subject, body, name, to the reply E-mail.

While schools have the ability to schedule interviews and visits for candidates, Admissions Scheduling also enables schools to enable a setting that indicates whether or not candidate families can self-schedule interviews and visits, Head to the Admissions Scheduling settings to set up this feature, and head back to Admissions Calendar Settings to read more about setting this up.

Tip: Check out a high level overview of Self Scheduling here.

For families using this feature, select the child then Admissions Progress to see their checklist. If a school enables self-scheduling, Schedule an interview and/or Schedule a visit appear as a step on the Admissions Checklist. Once selected, families can add details such as the type of visit/interview as well as the accompanying adult. Select Save to confirm to request approval from the school.

Request and Approvals

If the school has enabled the approval option, a notification is sent to the admissions team to alert them that a family has made a request.

An indicator from the Enrollment management home can be selected to take admissions managers to the Requested Visits & Interviews list. From here, candidate details can be seen as well as they type of request being made. Filters can also be applied to show certain types of requests, visits, and/or interviews. Edit a request to add additional details like the agenda and participants, accept the request, or decline it.

If the request is approved, notifications can be triggered and sent to families to keep them informed. Keep in mind that notifications first need to be set up from the Admissions Scheduling Calendar Settings.

If declined, admissions managers are presented with the option to send an official note to the candidate family. Simply select Send official note after declining an activity to add details like the Subject, note description, and other elements.

Use Visit Openings to proactively schedule time slots for candidates and families to visit your school. Think of them as placeholders for future visits to get scheduled into. You can also add visit openings from the Visits & interview openings list.

Visit Opening options include:

• Setting a single day and time, or make it recurring.

• Select the type of visit the opening is for such as a tour or shadow day. Visit Types can be customized under Enrollment management > Admissions > Admissions setup > Candidate profile settings.

  You can use filters to enable or disable individual Visit Types from the calendar view.

• Create multiple openings, which in turn enable more than one family to request that particular time.

• Select from various School or Grade Levels that this visit is available for.

Use Visit to add details regarding a particular candidate or family visit to the school.

Once created, the visit agenda is accessible from the Admissions Progress checklist to parents and participants/candidates.

Tip: Need to add more Visit Types or change the current list? Visit Candidate Profile settings to edit the Visit Types list.

Schedule a specific candidate visit

1. Select Visit or Schedule Visit from an existing visit opening to start adding basic candidate information:

   1. Candidate name - When a candidate name is selected, a detailed snapshot of their information appears from the Candidate Record. The contents of the Candidate snapshot can be customized under the Admissions Calendar settings.

   2. Visit date/time - You must first select the type of visit this is going to be prior to manually adding a date and time or selecting from the list of Visit Openings. This is a required field.

   3. Visit details - Add the person that guided the candidate as well as an accompanying adult if applicable.

2. Select Visit agenda & participants to add information related to the visit

   1. Agenda visibility - This determines if participants, candidates and/or their parents can view the agenda.

   2. Agenda activities - Select Add an activity to enter in specific details such as the location, time, participants, and more.

3. Select Visit notes to add extra details including if the candidate didn’t show or the visit was rescheduled. If needed, add additional comments or attach files from here as well.

4. Once done, select Save to add the event to the calendar, or Cancel to close without saving.

Use Interview Openings to proactively schedule time slots for candidates and candidate families to come in for an interview. Just like Visit Openings, think of these as placeholders for future interviews to get scheduled into. You can also add interview openings from the Visits & interview openings list.

Interview Opening options include:

• Setting a single day and time, or make it recurring.

• Select the type of interview being performed during this time such as through the phone or in person.

• Create multiple openings, which in turn enable more than one family to request that particular time.

• Select from various School or Grade Levels that this interview time is available for.

When your school is planning on speaking with the candidate either in person or on the phone, create an interview event. These appear as green on the calendar or blue for openings.

Schedule a specific candidate interview

1. Select Interview or Schedule Interview from an existing Interview Opening to start adding basic candidate information:

   1. Candidate name - When a candidate name is selected, a detailed snapshot of their information appears from the Candidate Record. The contents of the Candidate snapshot can be customized under the Admissions Calendar settings.

   2. Interview Date/Time - You must first select the type of interview this is going to be prior to manually adding a date and time or selecting from the list of Interview Openings. This is a required field.

   3. Interview details - Set the person that interviewed the candidate as well as an accompanying adult if applicable.

2. Interview agenda & participants is where you can set the agenda visibility for Candidates, Candidate parents, or Visit participants. In addition You can also Add an activity along with its specific details such as the location, time, participants, and more.

3. Select Interview rating & notes to add in post interview thoughts and general score or if the candidate rescheduled or was a no show. If needed, attach files here as well.

4. Once done, select Save to add the event to the calendar, or Cancel to close without saving.

Edit existing visits and interviews by selecting them from the calendar.

Any activity taking place at the school, such as fundraisers, athletic contests, and more appear as events. The Admissions Scheduling calendar automatically adds events created through the Event Registration process.