Appointments

Academic advising appointments can now be made via the Stellic Appointments feature. Advisors can connect their Outlook calendar and create "Time blocks" of availability for advising appointments with this Stellic feature. By connecting Outlook, appointment availability is based off the advisor’s availability in Outlook and the parameters set in the time block.

 Students then select the time and date that works best and schedule their advising appointment.

 Quick links to training topics:

Calendar Connection Time Blocks  Time Block Editor
Manage Appointments Appointment Reporting Activate Time Block
Past Appointments Scheduling & Sharing

Communication Notifications
Student View

Download Appointment Guide

 

Calendar Connection

Connecting your Outlook calendar to Stellic Appointments allows Stellic to check your existing calendar events to prevent appointment conflicts and automatically add new Stellic appointments to your calendar. Click on Appointments link from the menu.navigation menu for University of Nebraska at Kearney, showing the “Appointments” link highlighted.

Click the Connect Calendar button.

Calendar Connection setup screen showing the "Connect calendar" section with a "Sign in with Microsoft" button highlighted.

Sign in to outlook with your UNK credentials when prompted. Review the permission request for Stellic to:

  • View and edit events on your calendars

  • See the calendars you have subscribed to

Click Authorize to grant permissions

Configure Calendar Settings

  • Under Configuration, you can check your calendar for conflicts

Screenshot of a Calendar Connection settings page showing a connected Microsoft Calendar and configuration dropdowns for conflict checks, adding appointments, and tentative hold status.

Time Blocks

To use appointment scheduling in Stellic, a time block will need to be created and activated. A time block defines the rules and availability for appointments that can be scheduled. Students can only schedule appointments with advisors who meet two criteria:

  • The advisor has permission to view that student within Stellic
  • The advisor has created and activated a time block that overlaps with the students’ availability
  • At the top of the appointments page, click the Time block tab. The number next to the link indicates how many time blocks have been created, including active and inactive. Then select “Create Time Block”

Scheduling dashboard header showing tabs for Appointments, Time blocks (selected), and Calendar Connection, with a "Create Time Block" button on the right.

  • Provide a name for the time block, Ex Fall Academic Advising. Students will see the time block name in order to schedule an appointment. 
  • Select an appointment type. For typical semester academic advising periods, select One-on-one appointments.

Setup Time Block form with the name field filled as “Fall Advising” and three appointment type options: one-on-one, group, and drop-in, with a Next button at the bottom.

Time Block Editor

  • Provide a name for the time block, Ex Fall Academic Advising. Students will see the time block name in order to schedule an appointment. 
  • Select an appointment type. For typical semester academic advising periods, select One-on-one appointments.

Scheduling page for a Fall Advising appointment time block showing tabs (Overview, Editor selected, Appointments) with an Activate button in the top right.

Screenshot of a “Time Block Details” form for appointment scheduling, with fields for event type, date range, location (in-person/phone/video), office location and phone number, purpose, duration, and

Event Type: One-on-one, group or drop-in.

Accepting Appointments: Select the date range for the time block period to be open for appointments.

Note: This is where the time block can be updated each new advising period without having to create a new time block each semester.

Office Location: For in person appointments, designate meeting location. For Phone call enter in your office phone number. For Video Call enter in the URL for meeting, such as a Zoom or Microsoft Teams link

Purpose: Select the appropriate option.

Open dropdown menu labeled “Purpose” showing options: Select Purpose, General Advising, Class Schedule, Registration, and Other.Duration: 15, 30, 45, 60 minute options

Buffer Time: Add a short break after each appointment. This is optional.

Form setting labeled “Add buffer time between meetings” with a minutes input box set to 0 and helper text “Add a short break after each appointment.”.Hosts and Invitees:

  • Appointment host

    • "Only Me" refers to the advisor. 

  • Eligible students

    • "Select students" option allows you to paste student names or NUID separated by space, semicolon, new line or tab. 

    • "Students with Given Criteria" lets you select students from search filters.

    • The most efficient method is to use the Advisors filter and enter your name. All of the students you advise will be listed, including those that may not have you assigned as a primary or secondary advisor.

Host and Invitees settings screen showing appointment host set to “Only Me,” eligible students filtered by criteria with the “Advisors” filter selected (advised by John Gibbs), and a Save Criteria按钮.

Scheduling Settings: Select available times and dates for the time block

Screenshot of Scheduling Settings showing an “Available times” section with start and end time dropdowns and weekday checkboxes for selecting which days are available.

  • Advanced Scheduling options provide more options that include start time increments, date range where students can see availability, maximum allowed appointments per day, and specific date availability.

Booking Page: Create a user-friendly URL to make sharing your scheduling link easier. This URL can be shared with students via email or the chat/messaging tool in Stellic. Sharing the URL directly connects your advisees with the appointment scheduling form. This is optional.

Booking Page Options screen showing a Booking Page URL with an editable text field highlighted containing "louieloper".

Instructions: Optional, items can include how to prepare for the meeting, what to bring with, directions to your office etc.

Text editor labeled “Instructions” with formatting toolbar, a placeholder note about what to include, and a “Save” button below.

Invitee Questions: Optional questions for the student to answer when they make their appointments. If you do not need questions, click on the trashcan icon to remove the question. If you would like questions, fill out the title and select if the question is optional or required by the student to answer.

Screenshot of an “Invitee Questions” form builder showing editable one-line “Topic” and multi-line “Description” fields, each marked required, with Add question buttons and close/delete icons.

Communication Notifications: In-app updates and reminders are sent automatically. Add more alerts if needed

  • Send Confirmation Email to Host/Attendee/Both

  • Send reschedule and cancellation emails to Host/Attendee/Both

  • Send reminder email X amount of hours before the appointment to Host/Attendee/Both

Communications settings panel with checked options to send confirmation, reschedule/cancelation, and reminder emails to attendee(s) and host, including a reminder set to 24 hours before the meeting.

When a student schedules an appointment and Outlook has been connected to Stellic, the appointment will display be on the Outlook calendar in a few seconds. 

Note: Appointments cannot be deleted from Outlook, appointments can be modified and deleted from the Appointments page and outlook will automatically update in a few seconds.

Additionally, in the Advisor Home there is a section for that day's appointments. Click on the tile to review the appointment details. 

Appointments widget showing an upcoming meeting for Louie Loper with a circular avatar placeholder, starting in 29 minutes (03:21 PM–03:51 PM).

Example Confirmation email:

Stellic appointment confirmation showing a Fall Advising Example meeting scheduled for Aug 5, 2026, 12:30–12:45 PM Central, at Warner 125 (in-person), with links to cancel or reschedule.

Activate Time Block: 

When all of the time block details have been set click on the blue Activate button. If the time block is not activated students will not be able to make their appointments. 

Appointment time block page header for “Fall Advising Example” showing advising type details and an “Activate” button.

Note: When the time block has been activated, changes to the time block details can be made while it is active.

Schedule & Sharing: 

Once the time block is active, you can copy the sign up link for the time block to share with your advisees. Clicking on the horizontal three dots will allow you:

  • To create a copy of the time block. If you have multiple time blocks, you can edit the particular details.

  • Deactivate, once the advising period is closed you can deactivate the appointment making period and reactivate it for future semesters. When reactivating update the schedule settings if they have changed.

  • Delete the time block.

Note: there is no need to click on the Schedule button as students will be initiating the appointments.

Screenshot of an appointment time block titled “Fall Advising Example,” with a “Schedule” button, “Copy Link,” and a three-dot menu opened showing options to create a copy, deactivate, or delete.

Manage Appointments

  • In the specific time block click on the “Appointments" tab. Here, all past and upcoming appointments can be reviewed.

  • Use the filters to only see appointments within a specific date range, appointment location, and more.

Upcoming appointment details page showing the meeting title, date/time, and one-on-one format, with Modify and Cancel buttons and an “Add minutes” option in the details panel.

  • Clicking on an individual appointment will display the details, and option to modify (reschedule) or cancel the appointment.

  • Any Meeting Minutes that you add to the appointment will be recorded in the notes in the student's Stellic profile.

Managing Past Appointments: Once an appointment's date and time has passed, you can record the student's meeting attendance to be either "Attended" or "Not Attended".Screenshot of a schedule entry for today (Aug 05, 2026), showing a 1:00–1:15 PM appointment for Louie Loper (BA in History) in Warner 125, with an “Attendance Pending” status.

Appointment Reporting:

  • Export appointment information into a CSV by clicking Generate Report and then identifying which columns you'd like included in the CSV download.

  • Click on Appointment data to select what range of data such as date, time, student name, descriptions, status etc to be included.

Generate Report screen showing a notice that data will be generated for about six appointments and an "Appointment Data" option for exporting a list of appointments and their status.

Student View

For reference, the steps below are how students will schedule their advising appointments.

Students can access advising appointment scheduling from the Appointments section of their Home, or from the Advisor tiles located on their Student Profile

Appointments panel showing “No upcoming appointments,” a “view all” link, and a blue “Schedule Appointment” button.

  • After clicking “Schedule Appointment” a popup page will display for the student to select host, type the name of their advisor, and if the student is eligible to meet, the advisor’s time block will be displayed.

Schedule Appointment screen with a host search field set to Matt Jones, student listed as Louie Loper, and an “Eligible time blocks (1)” panel showing Fall Academic Advising Example (one-on-one, 15:00

  • Next the student will see appointment dates and times that are available to them. The available times and dates are determined by student class schedule and advisor availability as indicated in their created time block. Advisor availability is also determined by any conflicting items on their Outlook calendar.

Screenshot of an academic advising booking page with event and attendee details on the left, a September 2026 calendar in the center, and available time slots for Tue, Sep 1 on the right.

Appointment Confirmation

Screenshot of a “Fall Academic Advising Example” appointment confirmation screen showing attendees, meeting details, and Schedule and Cancel buttons.

Appointment confirmation page for “Fall Academic Advising Example,” showing key details like date and time, in-person location, and attendees list.

  • When a student schedules an advising appointment, based on the communication settings in the time block, the appointment Host/Advisor as well as the student will receive an email confirmation.

  • Students can review upcoming and past appointment details from the Home dashboard. And notes, instructions and past meeting minutes can be found in the appointment details.