DDC Reading Room Policies and Procedures: Appointments

1. Pull up the user’s profile in Aeon – you’ll need to know their username before you begin.
2. Under the “Appointments” tab of the home screen, navigate to “Calendar” at the top of the screen and click the “New Appointment” icon. (You can also open a booking window by double-clicking on any open space on the calendar.
3. A new window will pop up to create the booking. Start typing in the username and click on their name in the list.
4. Click on the “Start Date” bar and edit the date and time of their appointment. You can either type in the numbers or select the dropdown to see the calendar. If you choose to see the calendar dropdown, you’ll need to double-click the date and change the time of the appointment. When you’re done, click OK for your changes to stick.

 

5. The minimum appointment length is 30 minutes. Change the end time by clicking on the hour and minute or by typing it in the calendar dropdown.
6. Click the "Save and Close" icon on the top left. The appointment will then appear in the calendar for that day once you refresh the calendar.

When users make their own appointments in Aeon, the appointment is automatically confirmed. They will receive a reminder email 2 days before their appointment date. When staff manually create appointments for patrons, it's best to send a confirmation when we make the appointment ourselves on the staff side.

1. Open the appointment you just created. On the top right, click the "New Email" dropdown arrow and choose Appointment Confirmation. This will open the template that you'll send the user so they have email confirmation of their booking.

If the user already has requests in the system from a previous appointment and wants to look at the items again:

1. Open the user's profile. Under "Requests, highlight the TNs they would like to see during their appointment.
2. In the "Associations" menu on the top right, click the Appointment option (the one with a calendar icon). Choose the appointment date in the dropdown.

Keep in mind that canceling a user’s appointment also cancels any requests associated with it, so if possible, associate their requests with another appointment before canceling the appointment. (See "Adding requests to an appointment" above). 

1. From the Appointments tab in the Aeon client, double-click on the user’s booking to open up their appointment.
2. Click on “Cancel” on the top bar, then select “Send Email” and “Edit Email.” You can also cancel an appointment without sending an email by unchecking the send email box.

   

3. The email template will pop up in a new window. Make sure the information is correct, then click “Send Email.”