To ensure that your institution's settings are properly configured for drop-in appointments, the Check-In Kiosk, and the Waiting Room, we've included some configuration tips below to ensure a seamless student experience. See below for the information most relevant to you:
- Managing Drop-In Appointments
- Check-In Kiosk: The Student Experience
- Check-In Kiosk: The Career Services Experience
- The Waiting Room
Managing Drop-In Appointments
When creating a new appointment type, you can check the box next to the Drop-In Enabled? setting, which is located above the Pre-Appointment settings section, which enables students who are checking into your career office to select that appointment type without having requested it ahead of time.
When checking in for drop-in appointments via the kiosk, students will be able to meet with a career advisor who has indicated that they are available for drop-ins in their Appointment Block settings. After the appointment types have been created, each career advisor will need to mark their availability by creating appointment blocks and checking the box next to the Drop-in? setting in the centre of the page.
Once created, this system will then notify any available career advisors in the Waiting Room about the students who checked in for a drop-in appointment during their block of availability.
Note: If your career advisors want to be available for both drop-ins and scheduled appointments during the same block of availability, they will need to create two separate appointment blocks. Please refer to our Configure Your Personal Appointment Availability Help Centre article for more information about this process.
Check-In Kiosk: The Student Experience
If your institution has a front desk or check-in station for students to use when they arrive for appointments, they will see a page that displays your institution's logo and a field to enter their email address to check in.
Note: Students can also enter their username to check in successfully.
From there, the student will see a prompt that says "Choose Appointment Category" and provide them with a list of Appointment Categories that have been established at your institution, typically based on level of study or college name.
Once the student selects a category, they will see a prompt that says "Choose Appointment Type" and provide them with a list of of Appointment Types that have been assigned to that category in your Institution Settings: Appointment Preferences. When the student chooses which appointment for which they are checking in, the empty checkmark icon on the right side of the page will become filled in and the blue "Check In" button in the bottom-right corner of the page will become clickable.
After successfully checking in for their appointment, the student will see a confirmation page that says "Thank you for checking in" and they will be added to the waiting room (see section below) while they wait for their appointment to begin.
Note: The Check-In Kiosk will reset to the initial email address/username page in about 10 seconds after successfully checking a student into an appointment, so that the next student can use the kiosk.
Check-In Kiosk: The Career Services Experience
In order to launch the check-in kiosk for appointments, you will need to click on Appointments from the left navigation bar in Handshake. Once there, you will then click on the "Check-in Kiosk" tab in the top-right corner of the screen.
This will then prompt a pop-up notice called "Launch Check-in Kiosk" where you can choose a specific office location and/or a career centre at which you would like to use the check-in kiosk.
If you want to allow students to check into drop-in appointments, in addition to scheduled appointments, you will need to select the Allow Drop-In Appointments option at the bottom of this page. Otherwise, students will only be able to check into scheduled appointments.
Similarly, if you only want to use this instance of the check-in kiosk for appointments, then you will need to select the Appointment-Only Kiosk option at the bottom of this page. Otherwise, students will be prompted to check into any appointments, events, interviews, or career fairs that are currently listed and the student qualifies to attend. Please refer to our Launch a Check-in Kiosk Help Centre article for a more detailed breakdown of the other uses and setup configurations for non-appointment check-in kiosks.
If you're having trouble with the kiosk logging you out, check out these two helpful tips:
If the kiosk is logging you out after a few seconds...
When you launch the check-in kiosk, make sure you don't have any other Handshake tabs open. If you find that you do, close them immediately. If you leave the "Keep me logged in" box unchecked when you launch the kiosk, any additional open Handshake tabs will get logged out and cause the kiosk to shut down after a few seconds.
If the kiosk is logging you out after several minutes...
If you are experiencing this problem, you'll want to make a quick change when you're first logging into Handshake as a whole. After you've entered your email address on the login screen, you'll be taken to a screen to enter your password. Below the password box, you can check the box that says "Keep me logged in".
By default, Handshake will log you out of the system after a certain period of time for security purposes. Checking this box stops that from happening and will allow the kiosk to continue running. If your career services team logs in using SSO, consider setting up a non-SSO password to log into Handshake - our Support Team will be more than happy to walk you though this process.
The Waiting Room
The waiting room is a way to keep track of the students that check in for drop-in and scheduled appointments.
In order to launch the appointment waiting room, you will need to click on Appointments from the left navigation bar in Handshake. Once there, you will then click on the "Waiting Room" tab in the top-right corner of the screen.
When a student checks in for an appointment they will be added to the waiting room in the order that they check in, separated by scheduled and drop-in appointments.
To start an appointment with a student in the waiting room click the blue Start Appointment button on the right side of the page. If this is a scheduled appointment, clicking this button will take you to the appointment details page.
If this is a drop-in appointment, clicking this button will take you to the new appointment page using the information that the student provided upon check-in. To cancel a drop-in appointment with a student in the waiting room click the red "Cancel Drop-in"text below the Start Appointment button.
Handshake recommends that you keep the waiting room open in a separate tab when you are taking drop-in appointments. If you have a place to have the waiting room visible in the lobby of your career centre, it is a great way to let students know where they are in line for appointments.
The waiting room will automatically refresh every 10 seconds to help ensure that you know when your next appointment has arrived!