Scheduling Configurations

Each location can have different limitations and scheduling settings for different appointment services. This guide attempts to explain the effect the detailed settings have on how students schedule appointments.

These restrictions only apply to appointments created by the student. If a staff user creates an appointment for the student, the restrictions will not apply, and those appointments will not count towards the limits. Additionally, staff users can create appointments anytime for any service, bypassing the time/day-based restrictions.

Information. All of these restrictions are per location only. They do not apply to the entire care unit.

Student Cohort Limiting

Locations can specify which groups of students can see specific services or the location as a whole. The restrictions are additive when used such that multiple cohorts are added, meaning anyone in any of the cohorts can see the service. These groupings can be by Major (academic plan code) or Category (Bulldog Connect categories).

Majors (Academic Plan Codes)

Services can be limited by plan code to students in various majors. This is typically used for major advising services, traditionally limited to students in those majors.

Categories (Bulldog Connect Categories)

Bulldog Connect categories come from multiple sources and, by default, include the following:

Academic colleges, split by GRAD and UGRD
Academic minors
Academic Programs (e.g. UGD, MST, UGXD, CRED)
PeopleSoft Student Groups (selective groups are included, and more can be added by request)
PeopleSoft Service Indicators (selective service indicators are included, and more can be added by request)
Others like Expected Graduation Term, Academic Standing, and student groups

Time/Day-based Restrictions

Number of Hours Ahead of Time Students are Allowed to Schedule an Appointment

Defines the number of hours in advance a student must schedule appointments. If no limit is set, students may schedule at any time.

If this limit is set to four (4) hours and the current time is 10:04am, the earliest appointment a student could see would be after 2:04pm.

If the limit is set to twenty-four (24) hours and the current time is 3:48pm, the earliest appointment a student could see would be tomorrow after 3:48pm.

Number of Days into the Future Students are Allowed to Schedule an Appointment

Defines the number of calendar days (weekdays and weekends, not just business days) in the future for which a student may view available appointments. While this limit is specified in days, the window is rolling such that the number of days specified rolls down to the minute. This means that appointment slots on the furthest visible day will slowly become available as the current day progresses.

If the limit is set to two weeks (14 days) and the current time is 9:31am, the furthest appointment a student could schedule would be at or before 9:30am two weeks from today.

Number of Hours in Advance Students are Allowed to Cancel an Appointment before it starts

Students can cancel their appointments at any time. This setting defines how many hours ahead of the start time they must cancel to avoid receiving a no-show. Essentially, a location can set up its location so if they cancel too close to the start time (within the number of hours in this setting), students get marked as a no-show.

If the limit is set to four (4) hours and a student has an appointment today at 3:30pm, the student must cancel their appointment no later than today at 11:29:59am to not be automatically marked as a no-show.

Appointment Limits

Max Number of Appointments Students can Create per Day, per Service

Defines the maximum number of appointments created on any given day per service. Once this limit is reached (greater than or equal to), students cannot make more appointments for that service on that day.
This applies to any appointment created at any time, past, present, or future, on the given day.

If the limit is set to 1, a student can create one appointment (per service) on any day. Once the limit is reached, the student cannot make any more appointments for that day.

Max Number of Upcoming Appointments Students can Have at Any Given Time, per Service

This defines the maximum number of upcoming appointments per service at any given time. Once this limit is reached (either greater than or equal to), the student cannot create any more appointments in the future.

If the limit is set to 1, a student can only have one appointment (per service) in the future. With one future appointment scheduled, the student will not be able to schedule any more appointments until the start time of that one appointment has passed.

Weekly Appointment Time Limit

This defines the maximum number of hours a student can have in appointments for any given service, with increments of 1 hour.

Note. To request changes or updates, please submit a TDX ticket.