Calendar Sync and Availability One of the essential components of Navigate is the management of advising appointments. In order to use this function, users must first sync their Navigate calendar with Outlook. Then, they must set their availability for different types of appointments throughout the course of the semester. Here’s how: Step 1: Log in to Navigate Use potsdam.campus.eab.com and your CCA to log in.

Step 2: Click the Calendar icon in the left side menu and then the Subscriptions tab under My Calendar.

Step 3: Click on the Setup Exchange Calendar Integration button.

Step 4: Click the blue Connect with Exchange button. This will initiate the calendar sync process. It may take some time to complete, but you can use other functionality while it’s working.

Setting Up Your Availability Step 5: Click the Home icon at the top of the left side menu. On your Home screen, click the tab for My Availability.

Step 6: First, set your Appointment Constraints by clicking that tab. This will open a dialog box allowing you to set the number of hours in advance a student must schedule an appointment (to avoid last-minute additions) and the default appointment length (e.g. all spring advising appointments must be 1 hour). Under Times Available, click the Actions menu and select Add Time. This will open a dialog box in which you can set the parameters of your availability.

Step 7: Set your availability by setting the day(s) of the week by clicking one or more days. Use the slider to set the time you plan to be available on those days.

There are 3 types of appointments you can make yourself available for: Drop-ins, Appointments, or Campaigns (a form of communication where you request students or advisees to meet with you at a specific time for a specific reason).

Note: If you plan to use SSC to send advising campaign emails to students, your availability must be set up for Campaigns and must include the reason you selected for your campaign. If, when setting up a campaign, your name does not appear in the list of advisors, there is an error in your availability set-up. You will need to edit your availability using the steps above. Confused? Contact the SSC for help.

Setting up availability for Appointments is not the same as setting up availability for appointments made through a Campaign. You can copy an availability and simply switch it from

Appointment to Campaign and save it. This will allow both types of appointments during the same time slot. Next, select the duration of the availability (choose a date range, the duration of the current term, or forever) and the location that the student will be told to meet you (typically, you will opt for “My Office”). You can also set the range of services you are willing to discuss during this availability. You can select more than one option. Last, you can provide any details you think pertinent. For example, you can let advisees know to bring advising forms and a copy of their degree audit. Or, you can give direction to your office if it’s in a hard-to-find location. When completed, click the blue Save button at the bottom of the dialog box. Once saved, the availability will appear in your list of availabilities. You can add as many different availabilities as you like. You can copy an availability if you want to save time and create a new one with similar constraints to one you already created. Simply copy and edit and save the new option. Need Extra Help? For an excellent video tutorial on setting up availability, log in to SSC Campus and click the “?” icon at the top right of the screen. Select Help Center from the drop-down menu. Once there, select Getting Started menu item. There are 13 different training videos available. Choose Setting Up Availability. Or, call x2580 or email ssc@potsdam.edu to set up a personalized tutorial.