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SUMO App
In the waffle menu (the 3x3 grid to the upper left of the screen), search for SUMO, and select the SUMO Appointment Scheduler app.
SUMO Calendar Sync
Before Hosts appear as available in the Online Scheduler, their calendars must be synced to Salesforce.
- The User’s Microsoft Office365 Calendar is connected to SUMO. This allows for the User to appear as available in the Online Scheduler.
NOTE: Both Hosts and Participants will be able to add the appointment to their calendars through the appointment email confirmations.
Connect SUMO Calendar
Each SUMO user that will host appointments will need to connect their Outlook calendar to SUMO. Use the following steps to connect:
Navigate to SUMO User Settings, then select Calendar Connector.
Click the white ‘Connect Your Calendar’ button, then select Microsoft Office365. Click the white ‘Authorization’ button.
You will be directed to log in to Outlook in a new browser tab. NOTE: You must enable popups to be redirected to the Outlook login page.
If you have logged in to Office365 before, your browser may remember your Outlook user. You can select your NetId, which will take you to the following screen.
NOTE: If you have access to more than one Office365 account, log out of all but your personal account, else SUMO may try to connect to the wrong account.
If you are logged in to your account already, you will see this screen. Click Accept, and you will be directed to the final success screen.
Otherwise, you will see the Sign in screen – enter your full Cornell email address, then click Next.
You are directed to the Cornell sign in page, where you will sign in to Office365 using your NetId and password.
Sign in, complete the Two-Factor Authentication. The tab will automatically close and you will be directed back to the SUMO calendar connector screen. You should see a green Success! Message. Your calendar has been connected.
NOTE: Appointment hosts and participants must add the appointment to their calendars using the ICS invitation emailed to them.
NOTE: If you want to block off your Outlook calendar to save your interview time slots, please mark the time as 'Free', else SUMO will block interview appointments from being scheduled.
SUMO Zoom Set Up
For the Zoom links, you can either use User’s personal Zoom links or one general Zoom link. This is done for each user in the SUMO User Settings tab.
- Search for the SUMO user you would like to update settings for.
- Select General Settings on the left side of the screen.
- Select ‘Use My Video Conference Link (paste below)’ for all SUMO users. You can enter the User’s personal Zoom link, or a generic Zoom link. SUMO suggests enabling the waiting room feature in Zoom so guests do not join other appointments.
- Select the blue ‘Save’ button in the upper right corner.
A SUMO Service is the starting point for appointments. The Service defines the details of the appointment type.
- Appointment type and details.
- Locations available for the appointment.
- Appointment duration and buffer times.
- Users available to offer the appointment type.
Review SUMO Service Setup:
- Set the duration of the appointment, in minutes.
- Select the Online Scheduler Location Options. The location must be set on the Service in order of the attendee to select the Service. The options are:
- Video Conference
- Our Location
- Phone – You will call us
- Your Location
- Add the locations to the Service that MAY be offered. You have final control on the Location offerings on the Online Scheduler setup (see below).
- Adjust the Pre-Buffer and Post-Buffer times for appointments.
The User record needs to be associated with the Service for an appointment to be scheduled with them. A Services Offered record is created to connect the User record to the Service.
NOTE: A Services Offered record should be created for each Service a User may offer. The Services Offered records are generally created and then left alone. The User also needs to have location availability (in SUMO User Settings) and be included as a Host (in the Online Scheduler) to have appointments booked with them.
Create Services Offered Record:
- Select the SUMO Services/Skills Tab. You may need to change the list view to All Services. Select the Service to add the user.
- Select the Related tab, then View All under the SUMO Service/Skill Offered. Ensure the user is not already listed.
- If the user is not listed, select the New button on the right of the SUMO Service/Skill Offered section. In the User box, search for the user, then select Save.
SUMO User Settings
SUMO User Settings tab is where User availability is set by Location, day, and time. This is where User availability is managed.
- Add and delete recurring and individual availability.
- Set daily appointment limits.
- Create personal appointment buffer times.
- Save individual user’s personal Zoom link to automatically use that link for their appointments.
SUMO super users and admins can manage other SUMO users’ User Settings.
Manage SUMO User Availability:
- Select the SUMO User Settings tab. On the left column, select User Availability.
- In the middle of the screen, select Recurring or Specific Dates tab.
- Step 1: enter the location for which the user will be available. Select Add (to add availability) or Erase (to delete availability), then use the pencil to draw the user’s availability on the screen.
- Step 2: Enter the total availability by location. Then you can add availability by Service.
- NOTE: You need to add availability by Service in order for availability to display for appointments.
- Step 3: Enter the Service for the location to add availaibilty. Select Add (to add availability) or Erase (to delete availability), then use the pencil to draw the user’s availability on the screen.
- Select Save in the upper right corner of the screen.
- Repeat this process for each location for which the user has availability.
SUMO User Availability Notes:
- The availability for the selected location will appear green. If the user has existing availability for a different location, that will appear in dark grey on the grid.
- To delete user availability, select the Erase button from Step 2, and highlight the availability to erase on the screen.
- By default, the grid is set up in 15-minute increments. Use the + and - magnifying glasses to change the interval time.
- To view all User Availability, select the List View button. You can also edit and delete availability from the List View tab. Select Back to return to the grid.
SUMO User Settings General Settings
The General Settings tab, under SUMO User Settings, allows users to input their personal zoom links for use with appointments. Enter the Zoom link in the Use My Video Conference Link (paste below) section to use this feature. Click Save in the upper right corner of the screen.
SUMO Online Scheduler (Super Users and Admins Only)
This tab manages the setup of the appointment links. This is where hosts and locations are managed. This includes branding, appointment locations, providers, additional form fields, email templates, and appointment reminders.
Navigate to the SUMO Admin Settings tab and Select Online Scheduler. Navigate to the appropriate table below to review the Online Scheduler details.
Review the SUMO Online Scheduler page for additional information.
SUMO Multi-Calendar
The SUMO Multi-Calendar provides users a broad overview of appointments by Location, Host, and Service. Users can also manage appointments from this screen, by reassigning Hosts, and canceling or rescheduling existing and creating new appointments.
Use the Multi-Calendar
To view data in the calendar, start by clicking the Gear Icon on the top right side of the screen. Select the Multi-Calendar template in the Appointment Scheduler Template field. All Locations, Hosts, and Services will render. You can then filter the calendar by Location, Host, and/or Service on the top left side of the screen.
Change Appointment Host:
- Select the appointment you want to change and select the blue Edit button.
- Remove the current Host (User), and use the search box to find the Host you would like to change to.
- After changing the Host, the Choose Appointment Slot screen updates to the availability of the new Host.
- Once you have edited all the appointment details, select the blue Update Appointment button.
- New confirmation emails are sent to all Participants.
View more details on using the Multi-Calendar in the SUMO Multi-Calendar Help Article.
Change Participant in an existing appointment using the Multi-Calendar.
SUMO Invite Manager
This is used to invite attendees to a specific appointment. Currently, there are no Invite Manager templates.
Mark Attendee as No Show
You can mark an Attendee as a no show to their appointment. Currently, this does not Cancel the appointment and the Status remains Booked. If the appointment was an Interview, the Interview 1 fields will not update to Canceled.
SUMO Admin Notes
Admissions sometimes has student interviewers. They do not need access to Salesforce, but need their calendars connected to SUMO. To do this:
- Create the student as a Chatter Free User, assign permission set.
- Have the student connect their calendar to Salesforce via screen share (Admissions should do this part)
- Add the students to the correct Online Scheduler and set availability.
SUMO Resources
Interview Resources