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Set Up Your Org for Appointment Topics and Availability in Education Cloud

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.

Required Editions

Required Editions
Available in: Lightning Experience
Available in: Enterprise, Performance, Unlimited, and Developer Editions with Education Cloud
User Permissions Needed
To set up your org and configure apps with Lightning App Builder: Education Cloud Full Access permission set

Before you set up your org to manage appointments, enable Student Success. See Set Up the Student Success App.

  1. To configure appointment data, provide the required permissions for staff members and system administrators:
    1. From Setup, in the Quick Find box, enter Permission, and then select Permission Sets.
    2. From the list, find Education Cloud Full Access and click Clone.
    3. Enter a label, API name, and description.
    4. Save your changes.
    5. Select your new permission set.
    6. Under Apps, click Object Settings.
    7. Select Engagement Channel Types, and then click Edit.
    8. Under Object Permissions, select Create, Edit, and Delete.
    9. Similarly, provide access to these object fields as shown in the table.
      Note
      Note These object and field permissions aren't included in the Education Cloud Full Access permission set. Add these permissions to your cloned permission set.
      Appointment Data Object Object Permissions Field Required Field Permission
      Appointment Categories Appointment Category Create, Read, Edit, Delete All fields Read, Edit
      Operating Hours Operating Hours Create, Read, Edit, Delete All fields Read, Edit
      Territories Service Territory Create, Read, Edit, Delete All fields Read, Edit
      Success Teams

      Success Team

      		 Read

      IsActive

      CanSelfSchedule

      ResourceAssignmentType

      AccountId

      		 Read, Edit
      Appointment Topics Work Type Group Create, Read, Edit, Delete All fields Read, Edit
      Appointment Topics Work Type Create, Read, Edit, Delete All fields Read, Edit
      Appointment Topics Work Type Group Role Read CaseTeamRole Read, Edit
      Staff Members Service Resource Create, Read, Edit, Delete All fields Read, Edit
        Shift Create, Read, Edit, Delete All fields Read, Edit
    10. Save your changes.
    11. Make sure that the permission set is assigned to the staff members and system administrators.
  2. For school administrators to set up appointment scheduling topics, assign staff, and complete necessary prerequisites, configure the Manage Appointments page for the Student Success app.
    Note
    Note If there are no customizations required, you can use the Manage Appointments standard page.
    1. From Setup, in the Quick Find box, enter App Builder, and then select Lightning App Builder.
    2. Click New.
    3. Select App Page and then click Next.
    4. For Label, enter Manage Appointments and then click Next.
    5. Select One Region and click Done.
    6. From the Components list, drag the Manage Appointments component onto the canvas.
    7. If needed, customize the display names for the Appointment Topics, Staff Members, Engagement Channels, Appointment Categories, Operating Hours, Territories, and Success Teams tabs.
      Note
      Note The customized display name isn't used for the New or Edit window titles or field names.
    8. Select the optional fields to show on the page.
    9. Save your changes.
    10. Click Activate, and add the Manage Appointments page to the Student Success app.
    11. Save your changes.
  3. To manage an advisor’s own and their colleagues' availability, configure the Manage Availability page for the Student Success app.
    1. From Setup, in the Quick Find box, enter App Builder, and then select Lightning App Builder.
    2. Click New.
    3. Select App Page and then click Next.
    4. For Label, enter Manage Availability and then click Next.
    5. Select One Region and click Done.
    6. From the Components list, drag the Manage Availability component onto the canvas.
    7. If needed, customize the display names for the Appointment Topics, Engagement Channels, and Territories tabs.
      Note
      Note The display name isn't used for the New or Edit window headings or field names.
    8. Select the optional fields to show on the page.
    9. When configuring availability, to show appointment topics based on the selected staff (service resource), select Filter topics by case team roles.
      Note
      Note The filtering is based on the roles assigned to staff (service resources) through predefined case teams. Roles associated with staff as part of individual case team member addition in a student’s advising case are not considered.
    10. Save your changes.
    11. Select Activate, and add the Manage Availability page to the Student Success app.
    12. Save your changes.