Using the Appointments Queue Tab
On the Staff Home page, the Appointment Queues tab shows your various queues and lists students that have checked in for appointments.
This guide gives an overview of the basic features under the Appointment Queues tab and gives instructions on managing your queue, including how to start appointments in your queues, contact students that have checked in to meet with you, move appointments to other queues in your area, and check out and remove appointments.
Getting Started
Not sure how to access your Appointment Queue in TitanNet? View the Staff Home overview.
Click the Appointments Queue tab. You will be able to view how you are notified when a student checks in, as well as your various queues.
- Click the Appointments Queue tab.
- Place a check next to the type(s) of notification(s) that you would like to receive when a student checks in. Ding is the default selection. A ding will alert you on TitanNet through a prompt on the screen and a notification sound. Note that you must have TitanNet open to hear the ding notification. You can also elect to receive an email and/or text message when a student checks in.
- The Students Checked In For Appointments block shows students that have checked in for a scheduled appointment with you.
- The Students Checked In For Drop-Ins With Me block shows students that have checked in for a drop-in visit. The First Available column will read Yes if the student wants to meet with the first available staff member or No if the student requested to visit with you specifically.
- The In-Progress Visits block shows ongoing appointments that have been started from the Students Checked for Appointments or Students Checked for Drop-Ins With Me blocks.
- The Students In Other Staff Queues block shows students that have dropped in for another staff member at the same location.
- The Students Checked In For Track Time block shows students that have checked in for a track time service at your location.
Place a check next to the type(s) of notification(s) that you would like to receive when a student checks in. Ding is the default selection. A ding will alert you on TitanNet through a prompt on the screen and a notification sound. Note that you must have TitanNet open to hear the ding notification. You can also elect to receive an email and/or text message when a student checks in.
- Ding is the default selection. A ding will alert you on TitanNet through a prompt on the screen and a notification sound.
- You can elect to receive an email when a student checks in.
- You can elect to receive a text message when a student checks in.
The Action options will vary depending on the queue.
To take action on an appointment, begin by selecting it from the list. Then, click Actions.
- Select the appointment that you want to take action on.
- Click Actions to open the Actions menu.
Students Checked In For Appointments
Starting an appointment will move the student into your In-Progress Visits queue and open the Appointment Report window.
1. After selecting a student, select Start Appointment from the Actions menu.
2. The Appointment Report will open in a new window. Fill out the Appointment Summary. Then, click Save and Check-out Student to submit the report. The student will also be checked-out upon submission.
- The Appointment Details will populate based on what was entered when the appointment was made/when the student checked in for the appointment. You can edit these fields if necessary.
- Enter notes into the Appointment Summary field to sum up what was discussed during the session. Describe student concerns, aid provided, action items, referrals, goals for future sessions, and other details pertinent to student success. Keep the report appointment-specific.
- You can add any relevant files as attachments.
- Click Save and Check-out Student to submit the Appointment Summary.
1. After selecting a student, select Send Message from the Actions menu.
2. A new window will open. Enter the subject and content of your email. You can also add attachments and additional recipients. When you're ready to send the email, click Send Message.
- Enter a subject in the subject line.
- Type in your message.
- (OPTIONAL) You can add any relevant files as an attachment.
- (OPTIONAL) You can add additional email recipients into the Send Additional E-mail Notifications To line.
- Click Send Message.
Checking out a student removes the appointment from your queue. The appointment will be moved into your Recent Appointments table on the Appointments tab where you will be able to view the appointment and add an Appointment Summary for it if you didn't complete one during the session.
1. After selecting a student, select Check Out from the Actions menu.
2. A prompt will open. Click Yes to confirm that you want to check out the appointment.
3. The appointment will be removed from your queue. You can view this appointment and add an Appointment Summary in your Recent Appointments block under the Appointments tab.
If you remove an appointment, it will be removed from all queues and the check-in time will not be recorded in TitanNet.
1. After selecting a student, select Remove from the Actions menu.
2. A prompt will open. Click Yes to confirm that you want to remove the appointment.
3. The appointment and associated data have been removed from the platform.
Students Checked In For Drop-Ins With Me
Starting an appointment will move the student into your In-Progress Visits queue and open the Appointment Report window.
1. After selecting a student, select Start Appointment from the Actions menu.
2. The Appointment Report will open in a new window. Fill out the Appointment Summary. Then, click Save and Check-out Student to submit the report. The student will also be checked-out upon submission.
- The Visit Details will populate based on what was entered when the appointment was made/when the student checked in for the appointment. You can edit these fields if necessary.
- Enter notes into the Appointment Summary field to sum up what was discussed during the session. Describe student concerns, aid provided, action items, referrals, goals for future sessions, and other details pertinent to student success. Keep the report appointment-specific.
- You can add any relevant files as attachments.
- Click Save and Check-out Student to submit the Appointment Summary and check the student out of the visit.
Marking a student as "not attended to" removes them from the queue but holds the check-in time. The "not attended to" function should be used if the student has left or if there are no available drop-in slots.
1. After selecting a student, select Not Attended To from the Actions menu.
2. A notification will appear at the bottom of the screen to say that the student left the waiting list. That student will be moved out of your queue and into your Recent Appointments.
- The student will be cleared from your queue.
- A notification will pop up saying that the student left the waiting list.
- The appointment will be listed under your Recent Appointments in the Appointments tab.
The Move to First Available function removes a student from your queue and puts them into the queue of the staff member in your location who is available the soonest. That staff member will be notified that the student has entered their queue.
1. After selecting a student, select Move To First Available from the Actions menu.
2. A notification will appear at the bottom of the screen to say that the student has been moved to the first available queue.
- The student will be cleared from your queue.
- A notification will pop up saying that the student has been moved to the first available queue.
1. After selecting a student, select Send Message from the Actions menu.
2. A new window will open. Enter the subject and content of your email. You can also add attachments and additional recipients. When you're ready to send the email, click Send Message.
- Enter a subject in the subject line.
- Type in your message.
- (OPTIONAL) You can add any relevant files as an attachment.
- (OPTIONAL) You can add additional email recipients into the Send Additional E-mail Notifications To line.
- Click Send Message.
Checking out a student removes the appointment from your queue. The appointment will be moved into your Recent Appointments table on the Appointments tab where you will be able to view the appointment and add an Appointment Summary for it.
1. After selecting a student, select Check Out from the Actions menu.
2. A prompt will open. Click Yes to confirm that you want to check out the appointment.
3. The appointment will be removed from your queue. You can view this appointment and add an Appointment Summary in your Recent Appointments block under the Appointments tab.
If you remove an appointment, it will be removed from all queues and the check-in time will not be recorded in TitanNet.
1. After selecting a student, select Remove from the Actions menu.
2. A prompt will open. Click Yes to confirm that you want to remove the appointment.
3. The appointment and associated data have been removed from the platform.
In Progress Visits
1. After selecting a student, select Send Message to Attendee from the Actions menu.
2. A new window will open. Enter the subject and content of your email. You can also add attachments and additional recipients. When you're ready to send the email, click Send Message.
- Enter a subject in the subject line.
- Type in your message.
- (OPTIONAL) You can add any relevant files as an attachment.
- (OPTIONAL) You can add additional email recipients into the Send Additional E-mail Notifications To line.
- Click Send Message.
The Appointment Details window shows the appointment attendees, time, date, location, service, related course, appointment type, care unit, meeting type, and associated comments.
1. After selecting a student, select View Appointment Details from the Actions menu.
2. A new window will open to show you the details of that appointment. If the appointment is a drop-in, a prompt will open to tell you that there are no appointment details available.
If the student made an appointment, the appointment details will open in a new window.
A. View all appointment attendees.
B. View the logistical details of the appointment.
C. Click Close to exit the Appointment Details window.
Drop-ins will not have any associated appointment details. If the student is a drop-in, a prompt will open saying there are no appointment details.
D. Click OK to exit the prompt.
Moving a student back into a queue will place them into the queue associated with the initial state of the visit (i.e. drop-in for specific staff, first available, or scheduled appointment with specific staff.)
1. After selecting a student, select Move Back to Queue from the Actions menu.
2. The student will be removed from the In-Progress Visits queue and will be moved into the appropriate queue based on their appointment type (i.e. scheduled or drop-in.)
- The student will move into the Students Checked In For Appointments queue if they scheduled an appointment with you.
- The student will move into the Students Checked In For Drop-Ins With Me queue if they were a drop-in with no scheduled appointment.
- The student will be removed from the In-Progress Visits queue.
1. After selecting a student, select Start Appointment from the Actions menu.
2. The Appointment Report window will open. Fill out the Appointment Summary. Then, click Save and Check-out Student to submit the report. The student will also be checked-out when you save the report.
- The Visit Details will populate based on what was entered when the appointment was made/when the student checked in for the appointment. You can edit these fields if necessary.
- Enter notes into the Appointment Summary field to sum up what was discussed during the session. Describe student concerns, aid provided, action items, referrals, goals for future sessions, and other details pertinent to student success. Keep the report appointment-specific.
- You can add any relevant files as attachments.
- Click Save and Check-out Student to submit the Appointment Summary and check the student out of the visit.
Students In Other Staff Queues
Starting an appointment will move the student into your In-Progress Visits queue and open the Appointment Report window.
1. After selecting a student, select Start Appointment from the Actions menu.
2. The Appointment Report will open in a new window. Fill out the Appointment Summary. Then, click Save and Check-out Student to submit the report. The student will also be checked-out upon submission.
- The Visit Details will populate based on what was entered when the appointment was made/when the student checked in for the appointment. You can edit these fields if necessary.
- Enter notes into the Appointment Summary field to sum up what was discussed during the session. Describe student concerns, aid provided, action items, referrals, goals for future sessions, and other details pertinent to student success. Keep the report appointment-specific.
- You can add any relevant files as attachments.
- Click Save and Check-out Student to submit the Appointment Summary and check the student out of the visit.
Marking a student as "not attended to" removes them from the queue but holds the check-in time. The "not attended to" function should be used if the student has left or if there are no available drop-in slots.
1. After selecting a student, select Not Attended To from the Actions menu.
2. A notification will appear at the bottom of the screen to say that the student left the waiting list. That student will be moved out of the queue and into the Recent Appointments of the staff that the student was waiting to meet with.
- The student will be cleared from the queue.
- A notification will pop up saying that the student left the waiting list.
- The appointment will be listed under the Recent Appointments of the staff member whose queue the student was in.
1. After selecting a student, select Send Message from the Actions menu.
2. A new window will open. Enter the subject and content of your email. You can also add attachments and additional recipients. When you're ready to send the email, click Send Message.
- Enter a subject in the subject line.
- Type in your message.
- (OPTIONAL) You can add any relevant files as an attachment.
- (OPTIONAL) You can add additional email recipients into the Send Additional E-mail Notifications To line.
- Click Send Message.
If you remove an appointment, it will be removed from all queues and the check-in time will not be recorded in TitanNet.
1. After selecting a student, select Remove from the Actions menu.
2. A prompt will open. Click Yes to confirm that you want to remove the appointment.
3. The appointment and associated data have been removed from the platform.
Need More Help?
Contact the Helpdesk at [email protected] or 657-278-7777 for additional assistance.
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