Applies to: Portfolio Coach Admin
Description:
Post Meeting Reflection Forms are sent out based on the Student/Coach Meeting time. Whenever a coach and a student meet and do not log this in VSTAR (for whatever reason), the Post Meeting reflection does not get triggered. To mitigate this problem, but still able to keep track of the meetings that are not properly scheduled, we have enabled Portfolio Coach Admin users to manually add a meeting date/time.
Reminder: Coaches have a 1 week grace period before and after the meeting type schedule.
Step by Step guide
Disclaimer: This process can only be done for a meeting that is in this current AY. If you add a meeting date/time to a Meeting Type in a previous AY it will not trigger the Post Meeting Reflection.
Step 1: Go to Student Portfolio and navigate to the ‘Coaching’ dropdown menu
Step 2: Click on ‘No meeting scheduled’ next to relevant meeting type.
Step 3: A Modal will pop up with the meeting information
Step 4: Add a date and start time - the end time will be automatically calculated.
Step 5: Click ‘Save’ to add the date/time.
Step 6: If meeting date/time was added: The student, the coach and yourself can see in the Change Logs that the time has been changed.
Step 7: Once a meeting date/time has been added, it will follow the regular process and can no longer be manually changed by the Portfolio Coach Admin. As long as the meeting is in the future, the Student or Coach will be able to cancel the meeting, returning meeting date/time to ‘No Meeting Scheduled’.