SUMO Online Scheduler

Action Taken

Expected Results

Navigate to the SUMO Admin Settings tab.

The SUMO Admin Setting home page renders.

On the left side of the screen, select Online Scheduler.

All existing Online Schedulers render with corresponding Edit, Delete, Clone buttons and page navigation. New Online Scheduler button is available.

Select Edit next to the Online Scheduler Name

Opens the Online Scheduler with tabs, landing on the Global tab.

Review Global tab:

·     Global Header field

·     Advance Notice/Furthest section

Minor edits to the Global Header field and Advance Notice/Furthest section are made. 

NOTE:  The Global Header appears on each screen in the Online Scheduler.  You can add a short message that will carry throughout the Online Scheduler.  The text limit is 255 characters.

Select Launch Scheduler under the Full Page Scheduler Links (URLs).  Go through the next steps with the Online Scheduler as well.

The Online Scheduler launches.  The Lead form (next step) appears, asking for Name, Company, and email address.

Review Lead tab:

·     Sub-Header, Disclaimer Text Area, Button Label

·     Lead Form Custom Fields section

Online Scheduler: Complete the Get Started section.

This is also where SUMO is set to check if the Lead already exists.

The Lead Form Sub-Header, button label, and custom fields appear on the Online Scheduler. 

NOTE: use a personal email account in the Lead form so you receive the appointment emails.

NOTE:  this tab is skipped if the Online Scheduler is accessed through an email, since the Lead already exists and is known to the Online Scheduler.

Review Where tab:

·     Locations

·     Location Options – the corresponding Location Option must be selected for the Locations to appear

·     Labels

Online Scheduler: Select Schedule Now.  Select a location and select Next.

One of the following happens:

·       The Where step is skipped if there is only a virtual location option.

·       The Where step displays if ‘Our Location’ is selected with the physical address(es) available to select.

·       Virtual or Our Location selections appear if both are available.  Selecting Our Location displays the physical addresses.

The What page displays on the next screen.

Review What tab:

·     Ensure the appropriate Services are in the Selected column

·     Review Sub-Header text

Online Scheduler: Select + Select and Next.

The Service(s) in the Selected column display on the screen with a + Select button. 

Time slots appear on the next screen to select.

Review Who tab:

·     Add/remove users or groups of users for scheduling.

·     Assignment Engine: determine how you want providers assigned to the appointment.

·     Review Labels and Additional Settings for accuracy.

NOTE: the users must also have Services Offered and User Availability set up for the Location and Service to be available for scheduling.

Adjusting the users available in the Online Scheduler will only adjust the times available for scheduling. 

Users will not display for selection unless the User Chose option is selected in the Who tab.

Review When tab:

·     Sub-Header text

·     Time Zone Settings

·     Calendar Type

·     Time Format

·     Appointment Settings

Online Scheduler: Select a time slot and select Next.

The time zone and calendar display on the Online Scheduler as selected in the When tab.

The time slots available are based on the Who tab, Services Offered, and User Availability Settings.

Review Contact tab.

• Sub-Header, Disclaimer Text Area, Button Label
• Contact Form Custom Fields section

Online Scheduler: Complete the Get Started section.

This is also where SUMO is set to check if the Contact already exists.

The Contact Form Sub-Header, button label, and custom fields appear on the Online Scheduler. 

NOTE: use a personal email account in the Contact form so you receive the appointment emails.

NOTE:  this tab is skipped if the Online Scheduler is accessed through an email, since the Contact already exists and is known to the Online Scheduler.

Review Additional Info tab:

·     Labels

·     Custom Fields – additional custom fields can be requested

·     Other Settings – enter notes or send invites to other email addresses

·     Upload Attachments – allows attendees to upload attachments during appointment scheduling

Online Scheduler: Select Submit.

Online Scheduler: displays Custom Fields section, and if enabled, uploading attachments.

The default custom field is Send Email Reminder, which displays and allows the attendee to change when the email reminder is sent.

Review Booked tab:

·   This is the confirmation screen

·   Subheader and Confirmation #

·   Options – text box, and toggle which buttons are available to the attendee.

Online Scheduler: select the buttons that display to ensure they function.

The buttons and text displays as entered on the Booked tab.

·     Reschedule Button brings you back to the When tab.

·     Cancel Button sends email confirmation that the appointment is canceled.

·     Add to Calendar saves the appointment to the corresponding calendar.

·     Print Button allows you to print the appointment confirmation.

Review Notifications tab.

Complete the Online Scheduler form as though you are a new attendee, and schedule an appointment with each Online Scheduler. 

Select all the buttons along the way, including Back, Next, and change your time and location selections (where applicable).  Select all the buttons on the confirmation screen.

MBA Interview Testing: Skip to the following table.

·     The appointment is successfully scheduled with the details selected.

·     An Event record tied to the Lead is successfully created with the correct appointment details.

·     The Host and Attendee both receive email confirmations.

·     The Reschedule button reschedules the appointment for the newly selected time.  Both the Host and Attendee receive new email confirmations.

·     The Print button allows the Attendee to print the appointment confirmation.

·     The Add to Google Calendar and Add to Outlook Calendar buttons allow the Attendee to add the event to their appropriate calendar.

·     The Cancel button prompts the Attendee to enter a reason, then cancels the appointment and deletes the Event record in Salesforce.  Both the Host and Attendee receive email confirmations that the event was canceled.

Action Taken

Expected Results

Reader completes read and selects Invite to Interview and what type of interviewer.

Email scheduled to send, 1 day pause, checks that still invited to interview, sends email.

Pardot sends the Invite to Interview email.

Email sent to applicant to schedule interview; follow up email to schedule interview 5 days later, checks if interview scheduled, sends email if not scheduled.

Applicant receives email, selects the button link, and goes to appropriate self-scheduling site to schedule an appointment

Appointment is created.  Information about interview is transferred to application record.

Appointment confirmation email is sent to both interviewee and interviewer (includes zoom info where appropriate)

Appointment is conducted.

Interview Status marked as complete.  Feedback email is sent.

Interviewer fills out feedback.

Status on feedback is updated to completed.  Internal Status on application goes to Send to Committee

Interview Status marked Complete.

Interview complete email sends 2 days later.

Alternative Scenarios

Applicant reschedules their own appointment.

Appointment is rescheduled, new email confirmation.

Staff updates interviewer to someone else.

Confirmation email is sent to the new host.

Applicant cancels interview.

Appointment is canceled, email is sent to applicant and provider confirming cancelation, Event record is deleted.