Staff Calendar: Configuration and Setup

Overview

The following instructions will step you through configuration and setup of your staff's internal appointment calendar.

For New Orgs: Salesforce Settings Verification

Session Settings

In Salesforce Winter '23, Lightning Web Security (LWS) for Lightning Web Components (LWC) is enabled by default. In new orgs, your Admin will need to follow the below steps to disable LWS:

• Go to Setup and search for "Session Settings"
• Click Session Settings when it appears
• On the Session Settings page, scroll down for the Lightning Web Security section
• Uncheck the checkbox next to Use Ligthning Web Security for Lightning web components (so that its value is set to false) and click Save
  
  

Set Up Organization-Wide Email Addresses

Set Up Appointment Calendar Configurations

Appointment Manager contains two main setup modules:

1. An appointment calendar for your staff users
2. An appointment registration page for your external constituents (e.g., students, prospects, financial aid applicants, etc.)

Appointment Calendar for Staff Users

There are six main steps to set up a calendar for your internal staff:

1. Contact Enrollment Rx to obtain licenses for the Appointment Manager module
2. After the licenses are allocated, your Admin will need to manually update the user layout by adding the Events Rx Appointment User field
3. Your Admin should also enable the "Events Rx Appointment User" field on all related user records. Only those users with the "Events Rx Appointment User" value set to true will be able to access Appointment Manager. Follow the below steps:
   • Go to Setup and select "Users" and then "Users" again in the drop-down list
     
     
   • On the Active Users page, click the Edit link next to the selected user
   • Check the checkbox for Events Rx Appointment User to set it to true, and click Save
     
     
4. Assign the following three Permission Sets to your staff users:
   1. ERxEvent Appointment Scheduler Staff User Access
   2. ERx_DXP Appointment Scheduler Staff User Access
   3. ERx_DXP User Access
5. Check the EventRx Manage Other User Appointments checkbox to set it to true.
   Note:

   Be sure to add the field on the User Layout.
   Follow these steps:
   • Go to Setup > Object Manager, search "Users" and Edit layout
   • Add the EventRx Manage Other User Appointments field to the layout
   • Check the checkbox to set its value as true and click Save
     
     
   • When the field value is set to true for the Staff User, Appointment Calendar (DXP) will display a new filter option to select a staff user
     
     
6. Access the Appointment Calendar (DXP) interface page:
   1. In Salesforce Lightning Experience, click the App Launcher
   2. Search for Appointment Calendar (DXP)
      
      

Set Up Staff User Availability Slots

• Go to the App Launcher and find "Appointment Calendar (DXP)"
• On the Appointment Calendar tab, click the New Availability button -- the below screen should display:
  
  

Availability Slot Creation Examples

The availability attributes are:

• Start Date: Start Date of a recurring appointment
• End Date: End Date of a recurring appointment
• Start Time: Appointment range start time
• End Time: Appointment range end time
• Appointment Length: Duration of a single appointment measured in minutes
• Time Between Appointments: The gap between appointments measured in minutes
• Days of Week: On which day the appointment is scheduled

Slot creation Scenario 1

Slot creation Scenario 2

Enable Google/Outlook Integration

Scheduler Job Integration

Staff users need to run the below script in the Developer Console to start Scheduler Jobs for Google and Outlook integration. This job will run every five minutes after the first execution.

Steps

• To open the Developer Console, click the Setup icon and the "Developer Console" link in the Quick Access menu
• In the Developer Console window that pops up, click on the Debug menu and select the Open Execute Anonymous Window option
• Copy and paste the following script:

  • 
    Datetime sysTime = System.now().addSeconds(60 );      
    String nextFireTime = '' + sysTime.second() + ' ' + sysTime.minute() + ' ' + sysTime.hour() + ' ' + sysTime.day() +
    '' + sysTime.month() + ' ? ' + sysTime.year();
    System.schedule( 'Event Syncing - ' + sysTime, nextFireTime, new ERx_Events.EventRxSyncEventScheduler());

• Click Execute

After successful execution, an entry should get created in All Scheduled Jobs like in the image below: