Appointment Campaigns are best employed by faculty and staff members seeking to encourage students to meet with them for advising, office hours, student support help, or other services. In order for Appointment Campaigns to work successfully, you must have both calendar sync set-up and availability built, as well as have the permissions to create appointment campaigns. You may also need to have access to Advanced Search to create a list of students for your campaign.
1. Open the Campaigns page (megaphone on left side of screen) and select “Add New."
2. Set the criteria for the Appointment campaign then click continue.
a. Campaign Name: Visible to person creating the campaign and others who have access to view. Not visible to students.
i. NOTE: Start the Campaign Name with your Dept/Area and then your last name in parenthesis. E.g. AHN (Henderson) and then a short description. Add’l items could include: Term, Population, Purpose; Term, Population, College, Purpose; Term, College, Purpose, Last name of user who created the campaign. Examples include: “AHN (Henderson) SPR24 Freshmen Reg Campaign”, “COB (Meidl) F25 1st Time Freshmen Business 15-to-finish”, or “CSET (Adams) SPR24 Freshmen Bio Major Decl, J. Smith”
b. Instructions/Notes for Landing page: The instructions for students when they open the campaign link.
c. Care Unit: Your home Care Unit
d. Location: Your Navigate360 Location
e. Service: Choose the Appointment Service (reason) you want associated with this campaign. I.e. the appointment reason students will sign up for. Only one Appointment Service can be chosen for a campaign.
f. Course or Reason: This option will only show up for those Appointment Services which have a course attached to them, such as BUS 295 Advising Appt.
g. Appointment Limit: How many appointments you want students to schedule for this appointment service during this campaign. In most cases, this will likely be 1 appointment.
h. Appointment Length: How long the campaign appointment will be. Multiple durations available. This appt length will OVERWRITE the default appointment time length designated via the location configurations (determined by you and managed by the application administrators).
i. Faculty / Instructors: Your appointment service options have time lengths built into the appt name, so please be sure to choose the appt length here which matches your appt service name.
i. Slots per Time: Appointments can be individual or group. By adding more than one ‘slot per time’ you can have a group appointment. Max number is 500.
j. Campaign Reminders: Please choose email. Texting is not currently an option.
k. Scheduling Window: The dates when campaign appointments can be scheduled. Your campaign officially begins on the date of your first nudge.
l. HIT CONTINUE
Adding Students to the Appointment Campaign
3. Search to find recipients for the campaign. You can use the advanced search to find specific populations of students, you can search by “Assigned To”, or you can use a pre-defined saved Student List or Saved Search (under the “Student Information Area”).
a. Once you have entered in your search criteria, click on search to populate a list of students.
b. If you would like to send to all students, select the checkbox at the top next to name, this pops up a message that allows you to select all students (circled below).
4. Once you have selected the recipients, click on continue. You can also REMOVE students from this campaign at this point.
5. Select Staff for the Campaign menu. Once finished, click “Continue”.
a. Staff members who have availability built using the Appointment Service you chose in the first section of this campaign build will be shown here. Staff MUST HAVE CHOSEN “Campaign” as an option when building their availability. Ensure that all necessary staff member have built their availability before you build/send the campaign. (You may also choose to add availability build only for APPTS, but this is NOT advised for Group Appts).
b. NOTE that for any staff members you an appointment campaign, their names WILL BE VISIBLE/SORTABLE to students. The campaign settings override the default setting we have in the back end. This is not changeable at this time.
Add Welcome Message, Nudges, and Success Message
6. Click on “Add Nudge” to create your first nudge / Welcome Message.
a. Note: You must create at least one nudge per campaign (the welcome message is considered a nudge); however, you can create more.
b. You can add an attachment if you like (see bottom of screen)
c. Preview your message – there you will see your “Schedule an Appointment” link which will pull in the calendars of the staff members you chose in an earlier step, who must have availability for the Appointment Service you chose.
7. For emails, create a subject line and customize the message. A preview of the message shows to the right.
8. After you create the nudge message, click on “Save Welcome Message” to continue.
a. You can add additional nudges after this step to send reminders to the students who have NOT yet made their appointments.
b. Don’t forget to add a “Success Message” if desired!
c. You may want to change up the Subject Line, or add “Reminder” etc. Up to you!
d. When building a nudge you will also choose the date you want to send it. It can be a specific date, or it can be a number of days you determine, after the a student is added to the campaign.
e. Then hit SAVE Nudge
f. Repeat adding nudges as you wish.
g. Add a success message if desired.
h. Hit CONTINUE
Confirm and Send
9. After you have saved your welcome message, nudges, and success message, review your campaign details, nudges, and recipients. Once you have confirmed all, click on “Start Campaign” to send the emails to the students.
a. If you are sending same day, the messages will be begin to send after clicking “Start Campaign”
b. If your campaign begins the next day or after setting it up, the nudge will send after 10AM on that date.
c. Your campaign ends when the last message is sent.
d. Moving forward, you are able to add students to the campaign, and you will get an option to send the previous ‘nudge’ immediately to the new students. This will NOT be listed as a welcome message, however, it will show as another nudge. Our vender is working on this as it impacts welcome message metrics. Students will also get future nudges as well.
e. Also – if you have a student who makes an appointment you are trying to track outside of the campaign link, you can choose to associate those appointments with the campaign, which may be of help to your tracking/metrics.
f. Finally, any ‘no shows’ who scheduled via the campaign but then are marked as ‘no shows’ will send that student’s name back into the nudge queue (if your appointment limit is set to 1).
g. Students who WITHDRAW from the University remain connected to any campaign they were originally a part of, and will remain on your nudge tabs if they hadn’t scheduled an appt via the campaign. You may REMOVE these students from the campaign and future nudges by following the instructions at the end. While students who have withdrawn will not be impacted by the nudges themselves, your metrics for the campaign will be. Removing them is a good practice but not a requirement.
Reviewing Your Campaign - Metrics!
Once your campaign has been completed, you can go back to the “Appointment Campaigns” and open up your campaign. This page will open a report with statistics about the performance of your campaign.
Removing a Student From a Campaign
Go to your Campaigns page by clicking on the Campaign icon and then on “Appointment Campaigns”
Once there, click on the campaign you want to remove students from:
Then click on “Edit Campaign Details”
And then click on “Verify Recipients”
From here, check the square in front of the student you want to remove, and then under “Actions” select Remove Selected Users. This should remove the student from your list.
Click on Continue if you need to make additional changes or adjust the nudges (or if you have ADDED new students to this campaign). Click on Save & Exit if you are only removing students from this campaign.
Adding a New Student to an Existing Campaign
Go to your Campaigns page by clicking on the Campaign icon and then on “Appointment Campaigns”
Click on "Edit Campaign Details" in upper right, then on "Verify Recipients", and then on "Add More Recipients" towards the bottom of the page.
Then search for the student you want to add via star or tech ID in the "keywords" section of the Advanced Search page which opens up. Once found, click on the student you want to add and then click "Continue"
Then "Save and Exit" if your campaign is already launched or continue to "Send Nudge" option if you want to immediately send a nudge or welcome message to the newly added student.
Student View of an Appointment Campaign
Students will receive an email (texting not currently available) when an appointment campaign is launched (welcome message) and emails of any nudges. From staff Navigate360 view, per normal, emails are viewed under a student’s profile, under “More”, “Conversations”. (Remember to CLEAR the filters so that you see all the emails a student has been sent by the system.)
From a student view, in addition to the email they received, students will see TO DO item in Navigate360 Student:
The TO DO should disappear from a student’s Navigate360 to do area once they have an appointment scheduled.
Reminder Regarding Student Messages & Navigate360
Emails sent via an appointment campaign ARE viewable in a student’s profile under the “Conversations” area – you may need to CLEAR THE FILTERS to see them all.
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Student Messages ARE tracked in Navigate360, so please be aware that others will be able to see the conversation. IF students respond with sensitive information and it is tracking in Navigate360Mav, please email navigate360@mnsu.edu to discuss removal of individual student conversations.