Locations and Availability in Salesforce Advisor Link (SAL)

On June 12, 2021, the Salesforce Advisor Link (SAL) appointment model was upgraded to the most current version. This document describes the changes and new functionality.

After the update to Salesforce on June 12, 2021, the way you define your availability in SAL has changed (for the better). In the past, you could only create a list of location names that would apply to all of your availability, and if you wanted to share a zoom link, you had to do that as part of the name:

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Location Names

Now you can choose to add four different types of locations (Virtual, Phone, In Person, Other), and provide additional info for each that is relevant for that type of location (e.g., a meeting link for Virtual). You can then choose which locations are included as options for each block of availability you create. You can define multiple locations of the same type, and select which one you want to use in each case. (i.e., if you ever wanted to use different zoom links or phone numbers for different times when you are available, you could do that.)

The first time you open your Availability Settings, you will see the following message:

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You should press Continue, and hopefully SAL will show locations of type "Other" to match the old names you had previously created. For example:

If you don't see your old locations, that isn't a problem. The process to create a new location is basically the same as editing an older one that already shows up. You can use the arrow to the right to edit a location (or delete it), or use the New button to add a location. In either case, you will then want to select the type of location:

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When you create or edit a location, here is what you will be able to enter for each type:

In Person:

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Campus, Building, and Room will be displayed when students are scheduling an appointment.

Phone:

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Name and Phone will be displayed to students when they are scheduling appointments.

Other:

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Name will be displayed when students are scheduling an appointment.

Virtual:

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Name will be displayed when students are scheduling an appointment.

Meeting Link will be included in the appointment email that is sent to both advisors and students, and the student will see a "Join Web Meeting" button in SAL that will open this link.

Availability

Once you have defined your locations, you may want to update your existing availability (or add more).  By default, all locations will be included as options for each block of availability.

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Choosing "All" for locations means that SAL will always show every location you have defined to students when they are scheduling. In other words, if you have only one location now, but add another location later, any availability marked with All locations would then show both locations as options.

If you want to limit any availability to specific locations, or want to make sure only your current list of locations will be used (i.e., prevent any new locations you add later from being added automatically), you should edit that entry to select the specific locations you want. You can use the arrow to the right of each entry to edit, copy, or remove availability, or the New button to add.

The window to add or edit availability has changed:

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The functionality is mostly the same, but now you can select individual topics or locations to associate with each block of availability. You should always keep All Topics selected, but you can choose the specific locations you want to allow students to select:

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The Subject will be displayed on your calendar in SAL, but will not display to students.

Any specific location you have selected will be displayed in your list of availability:

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Scheduling an Appointment

When students are scheduling an appointment, they will (1) choose an advisor, (2) choose a topic, (3) choose a time, and (4) choose a location (only if multiple locations are available for that time).

(1) and (2) have not changed. For (3), they will see the available types of location for each time:

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If they choose a time with multiple locations, for (4) they will see the details noted above for each location:

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Immediately after a student completes scheduling any type of appointment other than virtual, this is what they see:

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The only thing that might have changed here is that is no option to Cancel on this screen. 

For a virtual appointment, they will also see a "Join Web Meeting" link (provided that you have entered one):

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When the student finishes scheduling an appointment and closes that popup window, their homepage will show the same info with the option to cancel:

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This is also what the student sees when they first log in, below the button to schedule an appointment.

For virtual appointments, you will receive an email similar to the following:

Your appointment with John Student has been scheduled.
Start Time: June 12, 2021 6:00 PM
End Time: June 12, 2021 6:24 PM
Location: Web Meeting
Web Meeting Link: https://illinois.zoom.us/j/9198425733?pwd=Zmo4bVc2M2xkRWlvQW5EdWdTMEpBUT09
Appointment Details:
Appointment Topic: Degree planning

The student will receive the same email, with your name in place of theirs.

For non-virtual meetings, the email will only include the name of the location:

Your appointment with John Student has been scheduled.
Start Time: June 14, 2021 7:00 PM
End Time: June 14, 2021 7:24 PM
Location: Mobile phone
Appointment Details:
Appointment Topic: Other


When you have an appointment selected on your Home page in SAL, you will see the meeting link and a Join Web Meeting button at the top under Appointment Details:

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Keywords:SAL, Salesforce Advisor Link, Online Programs   Doc ID:111688
Owner:Chris T.Group:UI Gies College of Business
Created:2021-06-15 13:36 CDTUpdated:2021-06-15 14:05 CDT
Sites:UI Gies College of Business
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