There is now the option to designate whether your IMPACT availability is In-Person, Virtual or both! This new feature comes with a few more key changes that we will cover in the rest of this article.
How the In-Person and Virtual Presence Options Work
Setting Up the In-Person and Virtual Presence Options
Adding an In-Person ONLY Availability
Adding a Virtual ONLY availability
Adding a In-Person AND Virtual Availability
Updating an Existing Availability (Repeating and Non Repeating)
How the In-Person and Virtual Presence Options Work
Student Registration Changes
When you add new availability, or edit existing availabilities, you can designate the availability as In-Person, Virtual or Both.
If only one option is selected when the availability is created then a student will only be able to register (or be registered by staff) for that session in the presence option that was selected, shown in the two screenshots below.
Note in the Virtual Only availability above, the location of the class is not shown and the new URL field is not displayed to the student in the Student Portal. Staff will be able to see the URL field when they register students on the staff side Calendar. See our instructions on setting up these new options below for more information on this new URL field.
If both the In-Person and the Virtual options are selected when the availability is created, then the student (or staff member) will be required to designate the presence mode when the Case is registered for a session. This new option is highlighted in the Registration Window screenshot below for a class with both options selected.
If no presence option is specified when the availability is created, then the registration process will look the same as it did before. The system will, by default, send the message option that was used before this feature was in place as a confirmation when the student is registered in an unspecified availability.
Message Template Updates
When a student is registered into a session, the IMPACT system will use the presence type option that is selected to send the student the right confirmation message. This ensures that the language around an in person location and a virtual meeting can be distinct from one another.
To account for schools transition to using these new options, these templates will be updated once we've received confirmation that these options will be used going forward. This transition will also allow us to ensure that the wrong messaging isn't being sent if these options are not yet being utilized by an organization. Please reach out to us if there are specific changes you'd like made to these two new options in the templates.
Some general examples of In-Person and Virtual messaging can be seen in the two screenshots below. Note the conditional logic that appears on each text block by the fuchsia eye in the top left corner and the difference in content indicated by a red box.
If you'd like to see how these templates have been set up in your organization, please review this solution article to find the class registration confirmation message templates. As always, please send us a ticket if you need any help!
Setting Up the In-Person and Virtual Presence Options
Adding an In-Person ONLY Availability:
| 1. | On the Classes Calendar page, click on any day in the calendar to open the Add Availability window. Fill in all the availability information as you would normally (for more info on this please see our Adding Provider Availability to the Classes Calendar article). |
| 2. | Check the In-Person Event option, see A below. |
| 3. | Fill in the Location field, see B below. This is what will be used as the session location in the confirmation message sent to the student when registered. Please see the message template section above for more information. |
| 4. | If more than one Class Type option has been added to this availability, be sure to repeat steps 2-3 for each class type. |
| 5. | Click the blue SAVE button in the bottom right corner of the window. |
Adding a Virtual ONLY Availability:
| 1. | On the Classes Calendar page, click on any day in the calendar to open the Add Availability window. Fill in all the availability information as you would normally (for more info on this please see our Adding Provider Availability to the Classes Calendar article). |
| 2. | Check the Virtual Event option, see A below. This action will reveal a URL field. |
| 3. | Fill in the URL field, see B below. Typically, this will be the virtual meeting room link that is unique to the provider of this availability. The field can also include the meeting ID and passcode of this meeting. This link will be automatically inserted into the confirmation message sent to the student when registered. Please see the message template section above for more information. |
| 4. | If more than one Class Type option has been added to this availability, be sure to repeat steps 2-3 for each class type. |
| 5. | Click the blue SAVE button in the bottom right corner of the window. |
Adding a In-Person AND Virtual Availability:
| 1. | On the Classes Calendar page, click on any day in the calendar to open the Add Availability window. Fill in all the availability information as you would normally (for more info on this please see our Adding Provider Availability to the Classes Calendar article). |
| 2. | Check the In-Person Event option and enter a location in the Location field, see A below. This is what will be used as the session location in the confirmation message sent to the student if 'In-Person Event' is selected when they register. Please see the message template section above for more information. |
| 3. | Check the Virtual Event option and enter the meeting link into the URL field, see B below. Typically, this will be the virtual meeting room link that is unique to the provider of this availability. The field can also include the meeting ID and passcode of this meeting. This link will be automatically inserted into the confirmation message sent to the student if 'Virtual Event' is selected when they register. |
| 4. | If more than one Class Type option has been added to this availability, be sure to repeat steps 2-3 for each class type. |
| 5. | Click the blue SAVE button in the bottom right corner of the window. |
Updating an Existing Availability's Presence Options (Repeating and Non Repeating)
Updating these Options for a Repeating Availability Series:
Please watch the video below for step by step instructions on how to update ALL of the unbooked availabilities that are part of a repeating series. This is a great way to transition your availability to include this new feature.
Note: Any booked session in this availability will not be altered by these saved changes. Booked sessions will need to be updated in the same manner as non repeating availability, shown in the following section.In this video walkthrough, both presence options are selected but you can choose to update an availability to only be one or the other. Just be sure the correct fields (like location or URL) are being filled correctly based on the option you select. Please review the section above on setting up these options for more information.
Updating these Options for a Single Availability:
Please watch the video below for step by step instructions on how to update a single availability that's not a part of a series. This method will also work for a booked availability in a series. Updating booked availabilities is not a required step to transition over to these new options but it can help ensure that reminder messages are sending over the right location/URL information.
In this video walkthrough, both presence options are selected but you can choose to update an availability to only be one or the other. Just be sure the correct fields (like location or URL) are being filled correctly based on the option you select. Please review the section above on setting up these options for more information.