---
schema_version: "1"
id: 87da2fd3cc4aa09db88a516ffa9d7aebb381b96213a966033ee47224f3852f83
title: Set Up Appointment Data by Using Manage Appointments
collection: admin
version: current
locale: en-us
portal_url: https://docs.salesforce.com/admin/current/en-us/sfdo/264-0-0/ec_prepare_elements_appointment_scheduling.md
canonical_url: https://help.salesforce.com/s/articleView?id=sfdo.ec_prepare_elements_appointment_scheduling.htm&release=264.0.0&type=5
source_site: help.salesforce.com
content_type: documentation
content_hash: 900386d579178ee50b05b6aa47c3c0a0269bf4fba7e797d40c65b3d1b3fd01fe
description: Appointment scheduling requires configuring several foundational elements. Set up these elements to provide simplified, intuitive guidance to administrators and advisors for managing appointments within Education Cloud.
products:
  - Education
release: "264"
---
# Set Up Appointment Data by Using Manage Appointments

Appointment scheduling requires configuring several foundational elements. Set up these elements to provide simplified, intuitive guidance to administrators and advisors for managing appointments within Education Cloud.

### Required Editions

<table class="slds-table slds-table_bordered slds-max-medium-table_stacked slds-m-bottom_small " summary="Editions Needed"><caption>Editions Needed</caption> <colgroup><col style="width:100%"></colgroup><tbody><tr class=""><td class="slds-cell-wrap" style="vertical-align:top;">Available in: Lightning Experience</td></tr><tr class=""><td class="slds-cell-wrap" style="vertical-align:top;">Available in: <strong>Enterprise</strong>, <strong>Performance</strong>, <strong>Unlimited</strong>, and <strong>Developer</strong> Editions with Education Cloud</td></tr></tbody></table>

<table class="slds-table slds-table_bordered slds-max-medium-table_stacked slds-m-bottom_small permission">
        <colgroup>
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            <th scope="colgroup" class="slds-cell-wrap" colspan="2" style="text-align:center;vertical-align:top;" id="d80485e78">User Permissions Needed</th>
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        <tbody>
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            <td data-label="User Permissions Needed" class="slds-cell-wrap" style="vertical-align:top;" headers="d80485e78 ">To prepare the appointment scheduling elements:</td>

            <td class="slds-cell-wrap" style="vertical-align:top;" headers="d80485e78 ">Education Cloud Full Access permission set</td>

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Before you begin, [set up manage appointment components](https://help.salesforce.com/s/articleView?id=sfdo.ec_set_up_manage_appointment_components.htm&release=264.0.0&type=5 "Get clear guidance at every stage to quickly set up appointment topics, assign staff, and set up their availability. These components significantly reduce the configuration time and potential errors.").

1. From the App Launcher, find and select **Manage Appointments**.
2. Configure these elements.
    
     
    | Elements | Purpose |
    | --- | --- |
    | [Engagement Channels](https://help.salesforce.com/s/articleView?id=sfdo.ec_prepare_elements_appointment_scheduling.htm&release=264.0.0&type=5 "Create engagement channels that your staff uses to meet learners.") | Define how advisors connect with learners (e.g., phone, video). |
    | [Appointment Categories](https://help.salesforce.com/s/articleView?id=sfdo.ec_prepare_elements_appointment_scheduling.htm&release=264.0.0&type=5 "Create appointment categories whether an appointment is a drop-in appointment or a scheduled one.") | Determine whether an appointment is scheduled or a drop-in. |
    | [Operating Hours](https://help.salesforce.com/s/articleView?id=sfdo.ec_prepare_elements_appointment_scheduling.htm&release=264.0.0&type=5 "Configure the operating hours to determine staff member availability.") | Define the time boundaries for service territories used to manage advisors. |
    | [Territories](https://help.salesforce.com/s/articleView?id=sfdo.ec_prepare_elements_appointment_scheduling.htm&release=264.0.0&type=5 "Create territories where your staff takes appointments.") | Define the geographic or organizational locations where your advisors work. |
    | [Success Teams](https://help.salesforce.com/s/articleView?id=sfdo.ec_prepare_elements_appointment_scheduling.htm&release=264.0.0&type=5 "Set up success teams to determine which case teams are available for appointments.") | Define case team records that learners can schedule appointments with. |
    | [Staff Members](https://help.salesforce.com/s/articleView?id=sfdo.ec_prepare_elements_appointment_scheduling.htm&release=264.0.0&type=5 "Add staff members available for appointments.") | Relate staff to service territories and appointment availability. |
    | [Appointment Topics](https://help.salesforce.com/s/articleView?id=sfdo.ec_prepare_elements_appointment_scheduling.htm&release=264.0.0&type=5 "Configure work type groups to create appointment topics that you can assign to appointments.") | Define the subject or reason a student can book an appointment for. |

## Create Engagement Channels

Create engagement channels that your staff uses to meet learners.

1. Under Configure, select **Engagement Channels**.
2. On the Engagement Channels page, click **New**.
3. Enter a name for the engagement channel.
4. Select a contact point type.
5. Select **Active**.
6. Save your changes.

## Create Appointment Categories

Create appointment categories whether an appointment is a drop-in appointment or a scheduled one.

1. Under Configure, select **Appointment Categories**.
2. On the Appointment Categories page, click **New**.
3. Enter a name for the appointment category.
4. Select whether an appointment is a drop-in appointment, a regular appointment, or a group appointment.
5. Save your changes.

## Create Operating Hours

Configure the operating hours to determine staff member availability.

1. Under Configure, select **Operating Hours**.
2. On the Operating Hours page, click **New**.
3. Enter a name.
4. Select a time zone.
5. Save your changes.

## Create Territories

Create territories where your staff takes appointments.

1. Under Configure, select **Territories**.
2. On the Territories page, click **New**.
3. Enter a name for the territory.
4. If your territory is part of a larger territory, select a parent territory, if needed.
5. Select operating hours for the territory, which indicate when appointments within the territory take place.
6. Select Active to be able to add members to the territory or associate it with appointments.
7. Enter an address.
8. Save your changes.

## Create Success Teams

Set up success teams to determine which case teams are available for appointments.

1. Under Configure, select **Success Teams**.
2. On the Success Teams page, click **New**.
3. Enter a name for the team.
4. Select the record type of the case teams that you want to make bookable.
5. Enter the predefined case team that represents the case team.
6. To let learners schedule appointments with the case team through the self-service portal, select **Allow Self-Scheduling**.
7. Select the account for your institution's department that’s related to the success team, if needed.
8. To turn on the success team record, select **Is Active**.
9. Save your changes.

## Create Staff Members (Service Resource)

Add staff members available for appointments.

Before you begin:

- Create users
- Create territories

1. Under Manage, select **Staff Members**.
2. On the Staff Members page, click **New**.
3. Enter a name and select a user.
4. Select **Active** so that you can assign the staff member to appointments.
5. Click **Next**.
6. Select a service territory.
7. Select a territory type to indicate whether the territory is a primary or secondary territory for the staff member.
    
    The primary territory is where the staff member works most often. Secondary territory is a territory where the staff member can be assigned, if needed. A staff member can have more than one secondary territory but only one primary territory.
8. Select the start and end date and time when the staff member is available. This helps find staff members who work in the correct territories and within the specified hours.
9. Select the territories the staff member is available
10. If a staff member can work in multiple territories, click **Add Territories** to assign a primary and secondary service territory location. Your planners can then schedule members in both territories.
11. Save your changes.

## Create Appointment Topics

Configure work type groups to create appointment topics that you can assign to appointments.

Before you begin:

- Create users
- Create territories
- Create appointment categories
- Create engagement channels

1. Under Manage, select **Appointment Topics**.
2. On the Appointment Topics page, click **New**.
3. Enter a topic (work type group) name.
4. Leave the group type to **Default**.
5. Select **Active** so that you can select this topic for appointments..
6. Populate the appointment details, such as estimated duration, duration type
7. Select the appointment category, whether it’s for drop-in or scheduled appointment.
8. Select the appointment engagement channels. You can also select if all engagement channels are supported.
9. Select territories for the appointment.
10. Select the case team role related to the appointment topic. For example, an admissions topic can include an admissions counselor and financial advisor roles. See [Automate Case Creation and Assignment](https://help.salesforce.com/s/articleView?id=sfdo.ec_automate_case_creation_and_assignment.htm&language=en_US&type=5#ec_automate_case_creation_and_assignment).
11. Save your changes.

When you create an appointment topic, a work type group record and a work type record are automatically created.

To avoid issues with appointment scheduling, create no more than 4,000 appointment topics.