How To: Set Up Availability in Navigate (Faculty)

This guide helps faculty set up their availability within the Pitt State appointment system so students can schedule meetings with faculty mentors, faculty advisors, or instructors/professors. It provides step-by-step instructions to select available days, times, and locations, ensuring students can efficiently schedule the support they need for academic success.

Student Success
22 steps
4 minutes

Eab

**BEFORE BEGINNING!** During setup, you can only select **one role at a time** (e.g., faculty mentor, faculty advisor, instructor/professor) and **one start and end time at a time** (e.g., 8am-4:30pm, 9-11am, 1-3pm, etc.). If you have more than one assigned role, or you will meet with students at different times and/or on different days of the week, you will need to set up multiple availabilities. **There is a Copy Time feature that allows you to quickly add your additional times. This feature is explained at the end of this guide.** You must have at least one availability set up to use this feature. **To begin, please focus on one role and one start/end time.**

Navigate to <https://pittstate.campus.eab.com/home#?tab-state=students_tab_hash> From **Staff Home**, click on the the **My Availability** tab.

Screenshot of selecting My Availability from Staff Home.

Add Time

Click on the **Actions** dropdown. Select **Add Time** from the menu.

An **Add Availability** dialogue box will open. - Select the days of the week, as well as the start and end time that you are available to meet with students. - The time zone defaults to Central Time. ***Note:*** *Any boxes that are selected will appear darker gray.*

Screenshot of selecting days, start and end time, and time zone in the Add Availability dialogue box.

Select the length of this availability by choosing an option from the **How long is this availability active?** dropdown. It is recommended that faculty either select **A Range of Dates** or the **Term**.

Screenshot of selecting the duration from the dropdown in the Add Availability dialogue box.

If you select **A Range of Dates** in the previous step, you must then enter the starting and ending dates.

Screenshot of selecting range of dates in the Add Availability dialogue box.

**IMPORTANT!!** Selecting **A Range of Dates** or **Term** will create an **END DATE** and your availability will **expire once it reaches this date**. If you have an expired availability, **students will no longer be able to schedule with you**.

Check the **Add this availability to your personal availability link?** box if you want this availability added to your personal availability link (PAL). By checking this box, you can add your PAL to an email, text, or website and your assigned students are quickly taken to your scheduling workflow. This link never changes even if you change your availability, so you will not need to update your link if you add it to a website, signature line, etc.

Screenshot of selecting personal availability link in the Add Availability dialogue box.

Select **Appointments** for **What type of availability is this?**

Screenshot of selecting the type of availability in the Add Availability dialogue box.

Select your meeting preference from the **Meeting Type** dropdown. You may choose more than one.

Screenshot of selecting the meeting type in the Add Availability dialogue box.

Next is selecting the **Care Unit**. If you have more than one assigned role in Navigate, you may have more than one Care Unit to select from. The following steps will help guide you in choosing the Care Unit, Location, and Services based on each role. ***REMINDER!! Focus on one role and go to the corresponding step for instructions on that role.*** - **Step 9: Care Unit, Location, and Service selection for Faculty Mentors** - **Step 10: Care Unit, Location, and Service selection for Faculty Advisors** - **Step 11: Care Unit, Location, and Service selection for Instructors/Professors**

Faculty Mentor Care Unit, Location, Services

**Follow these guidelines if you are a Faculty Mentor**: - Select **Faculty Mentoring** from the **Care Unit** dropdown. - Select **My Faculty Mentor's Office** from the **Location** dropdown. - Select the services you want to offer from the **Services** dropdown.

Screenshot of selecting the services offered for faculty mentors in the Add Availability dialogue box.

Faculty Advisor Care Unit, Location, Services

**Follow these guidelines if you are a** **Faculty Advisor**: - Select **Academic Advising** from the **Care Unit** dropdown. - Select **My Advisor's Office** from the **Location** dropdown. - Select the services you want to offer from the **Services** dropdown.

Screenshot of selecting the services offered for faculty advisors in the Add Availability dialogue box.

Instructor/Professor Care Unit, Location, Services

**Follow these guidelines if you are an** **Instructor/Professor**: - Select **Academic Success Assistance** from the **Care Unit** dropdown. - Select **My Instructor's Office** from the **Location** dropdown. - Select the services you want to offer from the **Services** dropdown.

Screenshot of selecting the services offered for professors or instructors in the Add Availability dialogue box.

Add your Zoom link or phone number in the **URL / Phone Number** field or leave it blank. If you add your Zoom link, you will still need to send it to any students scheduling a virtual appointment with you.

Screenshot of adding a URL or phone number in the Add Availability dialogue box.

Use the **Special Instructions for Student** field to include additional details about the appointment (e.g., let them know where your office is located, if there are instructions for checking in, etc.).

Screenshot of adding special instructions for the student in the Add Availability dialogue box.

Specify the max number of students you want to meet with in the **Max Number of Students per Appointment** field. - If only meeting with one student at a time, leave this field as 1. - If you want to hold group appointments, indicate the max number of students you want to meet at the same time (e.g., if you want to allow up to 5 students at a time to schedule during this time, this field should be 5; the system will then allow up to 5 students to schedule with you at this same time slot).

Screenshot of selecting the max number of students per appointment in the Add Availability dialogue box.

Click **Save**.

Screenshot of selecting Save in the Add Availability dialogue box.

Congratulations! You have just completed setting up an availability and students assigned to you in that capacity will be able to schedule an appointment with you. The **Add Availability** dialogue box should be closed and you should be returned to your **Staff Home**, **My availability** screen. Continue in this guide to: - **Copy Time:** Quickly set up additional times - **Edit Time:** Edit existing time to make changes or edit time that may have become inactive - **Delete Time:** Delete time that is no longer needed

Copy Time

Select the time you want to copy.

Screenshot of selecting a time to copy from the list of availabilities.

Select **Copy Time** from the **Actions** dropdown.

Screenshot of selecting Copy Time from the Actions dropdown menu.

The **Copy and Add Availability** dialogue box will open. Make any edits necessary to the time (e.g., change the days, time, Care Unit, etc.). When you are done making your edits, click **Save** and you should now have your original time and an additonal time with your changes. Repeat this process as much as needed.

Screenshot of the Copy and Add Availability dialogue box.

Edit Time

To edit your time, click **Edit** to the right of the time. If you have inactive time (*this will be displayed in red*), click **Inactive/Edit**.

Screenshot of selecting Inactive/Edit on a red highlighted inactive availability.

The **Modify Availability** dialogue box will open. Make any edits necessary to the time (e.g., update the range of dates, term, etc. for inactive time). When you are done making your edits, click **Save** and your time should be updated. For inactive time that was updated, ensure that the time is no longer displaying red. Any changes will immediately take effect, however, this will not impact any already scheduled appointments.

Screenshot of Modify Availability dialogue box.

Delete Time

Select the time you want to delete.

Screenshot of selecting the availability you want to delete.

Select **Delete Time** from the **Actions** dropdown.

Screenshot of selecting Delete Time from the Actions dropdown menu.