Academic Advising Appointments

Stellic offers a scheduling feature that can be used by students to book Academic Advising appointments

Advisors are encouraged to connect their Outlook calendar and create "Time blocks" of availability for advising appointments. By connecting Outlook, appointment availability is based off the advisor’s availability in Outlook and the parameters set in the time block.

With Appointments, advisors can record meeting attendance and post their notes directly to the student's Notes tab.

Students select the time and date that works best and schedule their advising appointment based off of their advisors available meeting times. 

 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

 

Appointments Tutorial

Calendar Connection

Connecting your Outlook calendar to Stellic Appointments allows Stellic to check your existing calendar events to prevent time conflicts and avoid double booking. The calendar connection will add appointments scheduled by students to your calendar. To access this tool, click on Appointments link from the navigation 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, check your calendar for conflicts. "Calendar" is the name of your personal Outlook calendar. 

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’ eligibility. 
  • 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. It is important to include your name in the title so students can identify your time block.
    • Example: Fall Academic Advising-Louie Loper. Students will search the time block title and associated Host (Advisor) when scheduling 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

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” scheduling form showing event type, date range, location (in-person/phone/video), required office location field, purpose, optional note template, duration, and a

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. 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: This field is required. 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, General Advising is appropriate for UNK's Academic Advising.

Open dropdown menu labeled “Purpose” showing options: Select Purpose, General Advising, Class Schedule, Registration, and Other.Note Template: Advisors have the option to create a template to use when keeping meeting minutes. These can be directly posted to the student's profile.

Duration: 15, 30, 45, 60 minute options

Buffer Time: Add a short break after each appointment. This is optional.Settings option labeled "Add buffer time between meetings" with a minutes input set to 10 and the note "Add a short break after each appointment.".

Hosts and Invitees:

  • Appointment host

    • "Only Me" refers to the advisor. 

  • Eligible students

    • "All Students" include all students that an advisor has access to based off of their administrative permissions. 

    • "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.

Dropdown field labeled "Eligible students" open to show options: All Students, Select Students, and Students with Given Criteria, with "Select Eligibility (required)" highlighted.

    • 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, the appointment will display 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.

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

  • Past, day of and future appointments can be managed from two places, the Appointments tab, and the Advisor home.
  • From the Appointments tab, select the specific time block to review all past and upcoming appointments.

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

  • A side bar will display where advisors can review meeting and student details. In this sidebar the meeting minutes can be saved and added. Advisors can choose to tag courses, instructors, add attachments and choose whether to make the note visible to all or limit it to the student.Screenshot of an appointment scheduling dashboard showing past and upcoming appointments with a details panel on the right and a highlighted note entry area.

Managing Appointments from the Advisor Home

  • Appointments can be managed from the Home Dashboard. If there are appointment occurring on the day, a tile will be displayed under the Today's Appointments heading
"Today’s Appointments" panel with an appointment for Matt Jones from 3:00 PM to 3:30 PM, starting in 14 minutes.
  • Inside Open Items section, the Appointments tab, is where past appointments can be accessed. Here is where attendance is recorded and another place to add meeting minutes. 
Appointments tab in an advising dashboard showing a list of student meetings with buttons to record attendance or add minutes.

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"
  • Post meeting minutes to the Notes tab of the student's profile. A template can be created for recording the meeting minutes.

Appointment details page showing a one-on-one, in-person academic advising meeting with date/time, location, purpose, instructions, attendees, and a “Record Attendance” button.

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 the host.

  • Under the Host dropdown select your advisor.
  • The active Time block will appear for the student to select.

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.

  • Academic advising appointment scheduler showing an October 2026 calendar with Oct 21 selected and a list of available time slots on the right.

    After the student selects a date and time, they will have an opportunity to fill out the invitee questions. 

    Screenshot of an academic advising meeting page showing attendee details on the left and a “Details for meeting” form on the right with questions and a blue Schedule button.

  • Appointment Confirmation

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

    • 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.

    • Reminder: Once academic advising appointments occur, remember to mark their attendance and remove the student's advising hold in MyBlue.