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Configuring Services

Overview

To support the varied ways that advising and other student success teams meet with students and organize their offices, Civitas Advising lets you define your own services. A service represents a group of advisors that can meet with students based on: 

  • Location
  • Type of service (such as first-year advising
  • Location + type

What are services for?

Services primarily control how walk-in queues appear on the kiosk. When launching a kiosk, the Queue Manager selects which Location that kiosk is being launched for. When signing into a kiosk, students first select which service they’re there for, and then they join an available queue.

How are services configured?

Services (along with locations) are managed in the Configuration area (the Manage Services configuration permission can be granted in User Management). Services are SSU-specific:

  • By default, each SSU already has a service enabled with all of the staff members assigned to that service, assigned to a default service location. 
  • Each SSU can have as many services enabled as necessary, with any combination of Locations. 
  • You can assign any number of the SSU's staff members for a service.

Services Configuration

Users with the Manage Services permission have access to the Services and Locations tabs in the Configuration area.

The Services configuration tab lists all of the services configured, grouped by SSU. Details include their location, the number of staff members assigned to the service, and whether the service is enabled. From this list, you can enable and disable specific services.

Add a new Service one of two ways: 

  • Create - Use the “+ Add Service” button. 
  • Copy - Select the "Copy" icon to duplicate an existing service.

Creating a New Service

When creating a new service, whether from scratch or by copying, there are a few things you’ll need to configure:

  • Service Title: This is how the service will appear to users and students. Make sure you pick a name that’s unique (not shared with another service) and clearly indicates what the service is for. (See “Example Setups” below.)
  • Service Description: Describe for other users the purpose or limits of the service.
  • Service Locations: Select which locations the service is available for. When launching the Kiosk, the user selects the location they’re launching it for. All services with that location assigned are available on the kiosk. Once locations are selected, the configured address will display next to it. (See “Location Configuration” below.)

  • Service Members: Choose staff members to assign to the service from a list of staff members assigned to the SSU the service is in. Select multiple staff members by clicking on their name, then select the “Assign” button to add them to the service. Alternatively, you can use “Select All” to select all members of the SSU. Users that have been added to a service can select that service when creating walk-in hours.

  • Queue Manager: By default, the Queue Manager is enabled for a new service. This allows one or more Queue Managers to be selected for the service.
  • Select Queue Manager(s): Choose one or more Queue Managers for the service from a list of users with the Queue Management permission (which can be added in User Management). The Queue Manager for a service will be able to manage that service on the Queue Management page.

Locations Configuration

Users with the Services Configuration permission  have access to the Locations configuration tab. When launching a kiosk, the user selects the location they’re launching it for. All services with that location assigned are available on the kiosk. You can set up as many locations as you need, and can make them as general or specific as you need.

The Locations configuration tab lists all the locations that have been configured and details about each location. Note that a default location is automatically created for each SSU, which you can change. You can edit or delete an existing location, or create a new one using the “+ Add Location” button.

Creating a New Location

Selecting the “+ Add Location” button allows you to create a new location.

  • Location Name: Choose a descriptive name for the location. You’ll see this name when configuring locations for a service and when choosing a location to launch the Kiosk for.
  • Location Address: Indicate the address of the location. This can be as specific or general as you need. This displays alongside the location.

Example Setups

Locations and services are designed to be flexible so that you can make the best use of queuing and the Kiosk at your institution. Here are two examples for how you might set up services.

One Location, Two Services

Let’s say that you have an SSU for Academic Advising, and that the staff members in that SSU are split between advising first year students and general academic advising. All of your advisors work out of the Advising Center with a shared waiting area for walk-in appointments.

  1. Create a location called "Advising Center". 
  2. Create a service, "First Year Advising", at the Advising Center location.
  3. Create a service, "General Advising", at the Advising Center location.

When scheduling their walk in hours, the first year advisors will select the “First Year Advising” service. The remaining advisors would select “General Advising”.

When the kiosk is launched for the Advising Center, students will see two options when they log into the Kiosk: First Year Advising and General Advising.

Two Locations, Same Service

Let’s say that you have a single SSU for academic advising, and all of your advisors meet with a mix of students. However, you have a couple of different office locations where students can meet with advisors for walk-in appointments: Building One and Building Two.

  1. Create two locations: "Building One" and "Building Two". 
  2. Create a service: "Building One Advising", located at Building One.
  3. Create a service: "Building Two Advising", located at Building Two.

When scheduling their walk-in hours, advisors will select a service depending on where they’ll be working that day: if at Building One, they’ll select Building One Advising.

When students sign into the kiosk for Building One, they’ll only see the advisors with walk-in hours assigned to the Building One Advising.

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