Virtual and Hybrid Appointments

This article covers the method to offer Virtual and Hybrid appointment blocks, allowing students to choose between a virtual or in-person meeting when booking an appointment.

The 12twenty platform offers a variety of Virtual and Hybrid Appointment options that use 12twenty In-App Video, a user-generated meeting URL, or the user's saved Meeting URL. Appointment Block configurations determine the options advisors can offer students. 

• Creating a Virtual or Hybrid Appointment Block
• Booking Hybrid or Virtual Appointments
• Original Instructions (2024)

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Creating a Virtual or Hybrid Appointment Block

To offer students the flexibility to choose between in-person, virtual, or hybrid appointments, use the following workflow:

1. Ensure In-Person, Virtual, and Hybrid appointment options have been enabled and configured through Site Settings. Information about configuring Location Types can be reviewed through the Appointment Location Types resource.
   
   
2. Navigate to the Appointment module and create an Appointment Block.
   
   
3. Set the Location Type to "Virtual" or "Hybrid"
   
   
   
4. Set the type of Virtual Appointment being offered: 12twenty Video, your Meeting URL, or enter a custom meeting URL in the free-text box
   
   
   
5. If the Appointment Block being created is Hybrid, the advisor will select both a Virtual option and at least one In-Person option. 
   
   
6. Save the Appointment Block

Access to 12twenty Video, automated appointment transcripts, and meeting summaries requires a subscription to the 12twenty In-App Video module.

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Booking Hybrid or Virtual Appointments

Students and Alumni selecting an Appointment Block that offers Virtual or Hybrid appointments will be presented with In-Person or Virtual options. Users can only select one Appointment Location when scheduling their appointment.

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Original Instructions

To offer students the option of meeting in-person or virtually when booking an appointment, follow these steps:

1. Ensure you are using the multi-select picklist Location field for appointment blocks. 
   • Navigate to the Attributes tab of the Appointments site settings page and select Form = Appointment Block. Toggle the "Show Enabled Only" option in the top right hand corner to Off to display all available attributes. 
   • Disable the "text (single line)" Location field. 
   • Enable the "dropdown (multiple select)" Location field. 
   • Navigate back to the Attributes tab of the Appointments site settings page and select Form = Appointment. Toggle the "Show Enabled Only" option in the top right hand corner to Off to display all available attributes. 
   • Enable the Preferred Location field. 
2. Navigate to the Picklist tab of the Appointment site settings page and select Location. Add a virtual option for each adviser that includes their virtual URL (e.g. Zoom personal meeting room link), as well as any in-person locations (e.g. Room 123). 

Admin & Student Experience

When creating an appointment block, the adviser can select their virtual room as well as an in-person meeting as Location options.

When booking an appointment, the student can choose between the virtual or in-person appointment options by selecting a Preferred Location.