Tour Guide Applications and Management in Slate

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And they're all here.

Yeah, we all try and join when we can.

Yep.

Hello everyone.

Hello hello.

Welcome, welcome to our session and welcome to our Slate stage presentation on tour guide applications and management in Slate. My name is Christopher I'm a senior client support engineer at technicians. Based out of the Portland OR office, I'm joined today by Abby Mullen, a senior technology consultant over at RB.

And before I turn over to Abby, though to talk about, so we're going applications.

I do want to go over some housekeeping first just so you all know this webinar is being recorded and will be made available for viewing. After this session. Closed captioning can be enabled by clicking on that C button on the top right hand corner of your share window. Similarly, full screen viewing can also be enabled by clicking on that expand button on the top right hand corner of your window as well.

If at any point in time if you notice that your audio or your visual or video is not synced up with what Abby is saying, feel free to just refresh your share window and should go back to normal.

And as always, if you do have any questions, feel free to post it into the chat so that further ado, I'm going to turn it over to Abby, thanks.

Thank you so much Chris, and good morning all good afternoon everybody. It's so nice to see you here today. We are here to talk about tour guides from top to bottom. We're going to talk about how you get tour guides into your slate system and then how you leverage that data to communicate with them and have them scheduled for visits. So my name again is Abigail Mullen. I go by Abby. You're welcome to call me Abby in the chat.

I'm a senior technology consultant about RGB, and before we get into the presentation today, I do want to tell you a little bit about OHB. We are a higher education consultancy. We have guided hundreds of institutions towards greater relevance and ultimately success in achieving enrollment, retention and revenue goals for over 3 decades we have delivered expertise across the four practices you see on your screen enrollment management, institutional Marketing, Executive Council, and slate and related technologies of course.

We have a footprint in more than 10% of all slate databases and we offer best in class implementations, diagnostic advanced builds and training sessions, both virtually and in person. So if you are interested in any of that, you can have your questions at the end you can email us. We'd be happy to help you with your slate and enrollment needs, so as I said today, we are going to cover tour guides top to bottom, one of the great things about managing tour guides and slate.

Is you do not have to use all of these elements. We're going to talk about today. You can kind of mix and match from this process to create the best solution for you and your institution. So just keep that in mind as we're going throughout the presentation. If there's anything that you think, wow, we're not really going to use that here at my campus, that's totally OK. There are other things that you can use out of this process.

So first let's talk about the benefits of having tour guides in your slate system. The number one question I get asked is how do we get tour guides assigned to our visit in Slate? And this presentation is going to answer that question for you. We're going to talk about streamlining the application process for your tour guides, getting the data you need from them so that then you can assign them appropriately to events, and you can collect forms and documentation. If you have things that you need to collect from them like resumes, profile photos.

That can all be collected via slate forms.

You can report on that tour guide information. Maybe you have a special request for people who have experience with study abroad to come to a study abroad event. Well, you can use a slight query to find and identify those students and send them a delivery email to invite them to attend that event.

You can of course do the tour guide assignment which we are going to discuss using related records and all of the great functionality that comes with using related records and configurable joins together. And then finally, we're going to talk about how you create a tour guide portal so that your tour guides can go ahead and sign up for those visits on their own. So, as Chris said before, if you have any questions throughout the presentation, please feel free to post them in the chat. I'm going to try my best to answer as we go along, but we'll also keep time at the end.

Your questions.

So how do I build this tour guide process? Well, as all of your other admissions processes, you should probably design it offline. First draw out top to bottom. How do I get my records into Slate? What kind of data do I need from the students and then how do I find out that people are interested, right? What am I going to market to those students who I want to apply to be a tour guide? Then of course your application process, right? You're going to design your application.

Form what materials do I need to collect from them? What documents do I need from students in order to review and make a decision process?

And that review process is going to vary greatly from institution to institution. Sometimes it can vary season. The season interviews are often a part of the tour guide process. We know that slate scheduler is a great option for hosting interviews.

And releasing decisions you can do that by email. You can use the traditional decision release module and any other communications you want to give to tour guides about tours that are coming up. Maybe open houses that are coming up you want to send reminders so that they know to keep their schedule clear.

And finally, the assignment is kind of the last piece. Once you have all of those other pieces in place, that's when you can start connecting tour guides to your visits. But if you're not familiar with the Slate road map, definitely check out that article in the knowledge base. That is one of my favorite ways to map out any process in Slate, not just the admissions application.

So the first thing we need to do when we're designing a tour guide process is we need somewhere to store that data. Now when we create an admissions application, the person and application records are already created for us and we're really just leveraging some additional functionality on top of that when we're using tour guides, we usually want a custom data set, so that is a data table separate from the person record and the application record where we're going to store that tour, guide specific information. It kind of silos it off from the admissions.

Applications, so you're not mixing data with current students.

When you're creating any custom data set, there are a set of core questions you should ask yourself what types of records am I going to store in this data set? In this situation? It may just be tour guides, but maybe you have other student employees in your institution or in your office that could benefit from this kind of management system. At my former institution, we had our operations students and our tour guides, all-in-one student employment data set. So even though we're focusing on tour guides today

a lot of this can still apply to other types of student employees.

Type so after I know who I'm storing in the data set, what do I need to know about them? There are some standard things right? First name, last name, email, birth date, those are all things you should have on file. But then maybe you want to add their current major or what clubs they're affiliated with. They're expected graduation term, their address where they are from in the country so that you can connect them with students from their area.

Go into what do I already have in Slate right? I don't need to create address fields because I have the address table. I don't need to create device fields because I have the device table. What can you kind of walk back from the list of data points that you don't need to recreate?

And then after you have that pared down list, you're going to create custom fields and those custom fields are going to store all of that relevant data that you need from those students.

The final question you're going to ask yourself who gets access to this? Another benefit of having a separate data set from the person application records is you can silo those permissions so you can say exactly who has access to the tour guide data set versus who has access to personal application records. So using custom permissions there to separate off those two data sets and allow for different search capabilities, different querying capabilities, thinking about who needs access to those records.

So these questions apply to all datasets, not just tour guides. There's a really nice set of articles in the knowledge base under the custom datasets header that walks you through exactly how to create those data sets step-by-step. Now I do want to show you an example of a recommended you know tour guide details page. Those are some of the fields that I mentioned earlier, collecting current major planned, graduation term, campus affiliations. These are all items that I can then query against later. So if I want to send a message just to my senior tour guides.

Versus my new tour guides or if there are specific majors that I'm targeting to sign up for an event because we need more business majors at the Open house, you're able to filter and communicate to students specifically that way.

So again, there are step-by-step guides on how to create all of this on the knowledge base, but that is the 1st place you need to start before you can start collecting tour guide interest. OK, now there are different ways that you can leverage a tour guide inquiry form. If you're already using slate for current students and you have other supplemental forms that current students are filling out in your instance, you can build a tour guide interest form similar to those supplemental forms and collect it on the person.

Record and mark it to them that way and then put them into the tourguide data set once they apply or once they are employed but having a slate form regardless of where you are storing that data allows you to collect that information, mark it out of slate, right? You can use deliver off of the form base to say hey you need to apply. Here's the deadline. Here's the link to the application form where that application form may live.

You can distribute an interest form that's in slate to a wider audience because you have more of that student data already available to you, right? You know who enrolled in last year's class, so you're able to market to them. That way. It also allows for easy distribution if you just want to give that Slate forum link to some of your college and school heads so they can distribute it to their students as well. You can obviously automate communications off of that form. Thank you for submitting. We're so excited to hear that you're interested in being a tour guide.

And you can create records from those forms. So if you're going with all of my inquiry data is going into the tour guide data set, then it can come right from that form. Or it can go into your current student data set. If you are already leveraging.

So after I have my pool of interested students, I'm going to have them apply. Now there was a question that came in in the registrations about what if my HR department doesn't let me use a slate application for tour guides, and that's perfectly OK. This is where we said earlier you can mix and match these elements to create your own custom process. If you need your tour guides to apply through a specific system like your HR management.

System that's perfectly OK since you have an interest for him, you can still distribute that link via deliver or via the interest form communications to get that link out to students. And you can pull their data into the custom data set later. But first, if you do choose to use this late application form, there are some guiding questions you should ask yourself. How do I want to make this process easy for the student, right? If you're you want to get current students to.

Do this job for you. You want to make sure that the application process is clear that they're able to understand it. You also don't want it to be a burden for staff, so limiting things like internal fields that staff would have to update, making as much of that process automated as you can, making sure that students know what they need to submit, that they're uploading things to the application form itself. What data points do I really need to make that decision? This is a question we often ask during regular admissions implementation builds.

OK, what are you doing with that data? Once you collect it? If you're having a tour guide, submit a resume. Are you reading that resume during your review process? Are you also having them enter those clubs and activities separately? So really, thinking through what are we asking those applicants to submit and then how are we going to make decisions on those applications? What are really the things that we need to know? Often that's an interview process that can be included in there and then what information does the student?

To know about the process. So what do I need to communicate as this person is applying to be a tour guide? What do they need to know? Are there additional steps they need to complete? That's another place where those HR requirements can come into play? Maybe you can collect the application in slate, but then they also need to go fill out a form and HR, or if they're already employed with the university, they need to let their existing supervisor know that they're applying for another job. Those can all be communicated through the application process.

Again, leveraging deliver to automate some of those communications.

So then, once I have those applications in using a review process to say what's this look like? Who gets in, who is not acceptable, so strategies for reviewing your tour guide applications can vary institution and institution, but some popular ones are interview report forms, so scheduling interviews and then having whoever is completing that interview fill out a report form. That report form can be linked back to that tour guide application.

Right, so that you know that this student got this rating from either these students or staff members that interviewed them. Interview report forms I think, are one of the highly underutilized tools in slate. It links up the interview that's happening to that report. Instead of using internal fields where you have to go back in later to complete those, the interview report for him. If you're completing a virtual interview, appears on the right side of your screen, so it's really convenient to complete that way through the slate scheduler.

Cool.

You can use internal fields. I don't want to knock internal fields. They're useful, especially if you have a small pool of tour guides. If you're just working with a tiny pool, you don't have a large visit program at your institution. Then sometimes internal fields are the way to go because you have to balance the maintenance and build. If the system that you're doing with how many students it serving, right build for the majority.

What custom fields do you need to collect? Maybe during the review process if you choose to use a workflow with reader review forms, maybe you need custom fields for ratings for placements for potential roles that a tour guide may be able to fill. So thinking through what additional custom fields beyond what we collected on the application might be needed to filter on students later.

I have an example here of a workflow that you might use for tour guides right where we have they've submitted where, maybe awaiting for them to send us a resume or they need to complete their interview process. Then maybe they go into an eligibility review where someone is checking that they're able to be employed on campus before you spend the time to go through interviews. Then you can have student interviews, staff interviews, maybe you don't have interviews at all. Maybe you have them submit a video essay.

Instead, or upload a link to a YouTube video. There are lots of different ways you could complete that interview process for tour guides, and then finally some decision bends whether you're going to offer them a contract and have them waitlisted for. Maybe if someone turns down your offer, you pull them off the wait list, or if you're going to decline an offer of employment, the new workflow editor allows you to mix and match these bins really easily.

If you have not checked out the new workflow editor, please do that. It's a really cool tool and it allows you to manage all of that reader's review setup in one place. Your bins, your automations, the columns, the ordering. It's all in one place now.

So once you have the applications in and you have made decisions, then you have your actual employed group of tour guides. I was about to say, enrolled, we're not talking about applications here, so your implored, employed tour guides. You can then communicate with as needed via the deliver tool if they're in a custom data set. So automated communications might include you have these.

Visits that you've signed up for in the next seven days. Make sure they're on your calendar. Make sure you show up to work on time. Make sure you check the weather before you come to work. You can have notifications go out when there are new tours posted. We just added a 30 new tour dates. Please go sign up for the month of June. You can also do ad hoc communications. Some of these we we've discussed earlier, but some other ones you might want to do are, hey, there's a training session coming up this Friday. Make sure you sign up here.

Uhm, the weather's really bad. We're going to cancel tours next week. Please don't come to work. We have this special event that we need more tour guides to sign up for. Please sign up here so once you have those records in there, there's so much you can communicate with. That's definitely one of the major benefits of having them inside of Slate is being able to leverage deliver.

And then the final piece there. The related records feature. Now once you have that custom data set, regardless of what that custom data set is, and this goes to the question that Ashwin just asked in the chat, could this process be ideal and recommended for other types of student workers? Yes it could, and it could be recommended for other types of workers in general. Maybe you have alumni ambassadors. This is a very similar setup.

Or how you might review and alumni ambassadors or alumni volunteers, other types of student workers. Absolutely, you could use it with operations workers. We did that at my former institution.

Beyond that, you can use related records, which are a way of linking a custom data set to an event with any type of data set. So if you don't know you go to your events tool and you pull up a new event and you Scroll down to the bottom, there's a little bar that says related records and it is a searchable text field, so you start typing the name of a record and you'll see the record appear in a drop down and you click it and that links that record to that event.

So in the case of a tour guide, you are saying this tour guide is being assigned to this event, but they are not a slate user. They're in this custom data set, right? I'm assigning this data set record to this event.

So that is a really nice way of getting around. Well, we don't want all 150 tour guides to have user permissions and slate. They don't need to access the back end of slate. We really just want them to be able to see stuff in slate. Having a custom data set and using the related records feature is the way to do that. So once you have related that custom data set record to the event, you can then do things like query on the list of events that a students assigned to or the list of events that doesn't have an assignment.

You can send automated reminders. There's a tour coming up at 9:00 AM tomorrow. See you at work and you can also display the guide name to the students so you can even say in your confirmation email you know so and so we're so excited that you're visiting campus tomorrow and Abby is going to be your tour guide. And here's a little bit of information about her.

Now, the reason that I mentioned earlier that related records and configurable joints should go hand in hand is that you can access all of the data points on your data set record via configurable joints. So when you're querying from that student email that I mentioned earlier, hey so and so Abby is going to be your tour guide. I can join from that event to the related record and then pull out all of those custom fields so I can say Abby is a marketing major and she is a junior.

And she is in study abroad and if you have any questions about that, you can ask her, right?

That allows you to individually connect students with the tour guides and start to create those personal relationships before they've even stepped foot on campus, which we all know. Those personal relationships are so important to those prospective students and their families.

Having that information also allows you to make strategic decisions. Maybe you say ooh, we have a student coming from the West Coast this week. I live on the East Coast, so that's a you know, special student who's someone from California. Maybe I have a tour guide in my back pocket who's also from California. I can go ahead and pre assign them to that tour so that I know that they'll have a connection with the student that is on that tour group.

Umm?

Once you have related those records, this is a little nugget that I think most people don't know. In the slate showcase there is a standard tour guide portal that you can just take from your slate showcase environment, briefcase it into your own environment and it is set up to use a tour guide, custom data set. So there are some modifications you need to make. There is a great knowledge based article that tells you all of the modifications you would need to make to that standard portal, but having a portal allows a list of students to display.

And here are the tours that are available for the next week that don't have tour guides assigned to them. Here's your list of upcoming tours. You can also create additional custom forms to go on to that portal so when a tour guide logs in everything they need to know about being a tour guide is all in one place. They've got the ability to update their forms to sign up for different events, maybe to sign up for training sessions. Links to resources you can display reminder notifications at the top.

Of the page, there are so many options with custom portals and it's really nice that there's a slate showcase one for you to start with a foundation. Now if you didn't catch John Michael's dive deeper presentation last week on portals, that is a lot of those things that John Michael talked about are going to be relevant. If you want to really customize that tour guide portal, but I did a little bit of customization on the slate standard one, and you can see an example here. So at the top there there's a little notification.

Are we've got the tour assignments for me and then tours that are open that don't yet have guides assigned some basic details on the right with the ability to go to a profile update form if maybe my graduation date changed and I needed to update that or I wanted to say, hey, I've recently joined a student government so now I want to add that to my campus affiliations.

So all of this right? Each one of these elements are independently able to be leveraged for tour guides, and really any kind of student workers. But when you stream them all together, it's essentially another admissions process from top to bottom. From inquiry, application, decision to enrollment, or employment in this case.

So that was a lot of information that I just talked at you straight for 25 minutes, but I know you all have questions and I see lots of good questions here in the chat, so let's go ahead and dive into some of those.

Umm, so one that I see right here.

Are reminders and communications to related records set up through event communications or deliver? Now? You could do those in either. My personal preference would be if it's a true reminder and you want it to go out X number of hours before an event that you would use it as an event communication and all you have to do is set it up just like your regular communication and you use the related record email address in the recipient line instead of your student system email address.

But you could also set them up through deliver if you didn't want them to go on a regular basis for any reason. Maybe you wanted a weekly summary of tours instead of 1 every day. Which if you have your tour guide signed up a lot, that could be really annoying to get. You know I'm signed up for three tours on Thursday and I got three separate emails. That's a great use of a dictionary export and configurable joins to show a list of all your upcoming tour dates, so that's a really great question, but I would say try and use Event Communications first.

And then scope it if you need to through deliver.

Let's see the example in Clean Slate uses an event that is specifically for tour guides to sign up. The event is different than what the prospective students sign up for. Does your example use this concept? I was confused once you explain related records.

You can link those up right if you wanted to make it so, hey, I'm going to sign up and that becomes a related record. You could do that, but the the one in the knowledge base, yes does do tour guide individual events.

You use an event template with communications going out to all of the guests with info. You could create more personalized messaging to guests without doing that manually based on Torgo, location, interests, et cetera. Yes, you can absolutely with configurable joins, access all of that information from your data set records to customize those communications. So you want to send, you know, a nice little profile update. This is your tour guide for tomorrow. Here's their picture.

Here's some information about them. You can absolutely send that out.

One of the great things about configurable joints is you can access almost data. Any data point that you have stored in the system.

Can one of the many related records decide to an individual student within the event registrations?

Yes, I suppose if you had an internal field on the registration form.

And you used a.

Data set row. What is that custom data set field? You can link it up. It would be look very similar to the school. Look up where you like. Start typing the name of the school and you click it and it links up. It would be very similar to that, but it would probably have to be an internal field on the individual event registration for that to work.

It would change the way that you queried for that too. You wouldn't be looking at related records through the event. You would be looking at.

The data set assignment for the student.

Interesting question, but that would be one I would love to puzzle out, but I do think that that would be possible ultimately.

How could the portal work for tour captains who assign specific guides to tours? Now that's kind of leveraging. Again, some of those administrative options. There's nothing saying that your tour captains can't have user access in slate. If you are having them be in Slate regularly to do administrative things like assign people to tours and you trust them, and you can train them, there's nothing saying that you can't also have them as user records, right? So that they would do that assignment piece through the user login.

And then the portal is more for like. This is my work assignment stuff, but you could as we were talking about earlier. You could modify the intended use of that portal so that it could link up related records if you really wanted to.

But I think when you start to get into some of those administrative functions, you need to think about and my building something custom where I could just give them user access and it would be OK. I know personally I have not had any negative experiences with tour guides having user access. You know you have them sign a confidentiality agreement, you restrict their permissions using the existing active student. Permissions are really nice for that so that they can't see you know past records.

Including their own, definitely. I think there's there's nothing wrong with having student employees, especially advanced student employees, be users in slate.

Can you get the slides for this presentation? Well, you'll get the recording afterwards, so that will be lovely.

When you do a text reminder, yes, you can do text reminders to related records. You have to collect the mobile number as part of your interest form or your application form, but you could absolutely do a text reminder both from deliver communications and from the vets to related records and about related records.

If tour guides are unpaid, what's the best way to motivate them?

That is a very good question, so I think that this gets outside of the realm of slate, but I'm happy to take a stab at it, right?

Whenever you're having student workers, do a job that they're not necessarily getting paid for, or maybe not fully compensated for, right? Maybe you're senior tour guides. Don't get paid more than your regular tour guides. There has to be some kind of payoff for them, so whether that is, you know you, you create a really good community around those tour guides so that people want to be a part of it. That it's something prestigious that it's you know, where this elite club where the tour guides and we get to represent the university like.

That can have more selling point to students who want to build their resume, and I think people give them credit for now. It's really nice if you can pay your tour guides because they are doing lovely work for you, but if you're not able to definitely making sure that you're compensating them in other ways, you know showing that you appreciate them, that you appreciate the job that they're doing for the university, and giving them some kind of authority to represent the university on the ground.

Right?

How you recommend pulling individual tour guide availability so you can schedule tour guides to tours? Or is the only functioning thing for them to self schedule?

That is a great use of a slate form. We had a slate form that collected tour guide availability. Right tell us what days of the week you're generally available and what times or better yet, submit your class schedule.

And we will look that up for you. I saw earlier there was a question about using an entity record to collect tour guide availability. That's a good option for turn by turn, since it will change, right? You can say what is your availability for spring 22 versus summer 22 versus fall 22. But you could also do that for current availability if you just wanted the current availability via slate form.

This gets into sometimes slate is not the best tool right for for collect it you can collect that information, but maybe designing the schedule you know it's not pivot table friendly, so you can do that in another tool and then pull that information back into slate. Or if you want to collect that information elsewhere, maybe you have them submit schedules via a scheduling tool and then you pull in their standard availability as standard fields and slate.

And you could do that as well, so lots of options around that. But I do think that ultimately a slate form could collect that for you.

How do you merge in the related record email address in an event communication? Are you don't see a corresponding merge field? Well, first, a related record has to be assigned. I found that out the hard way. One time the related record fields don't appear if you don't have related records to sign and then once they're assigned, if you want more of those fields, you add them as conditions to the message. So under edit conditions in an event communication, you'll have the ability to add merge fields there.

Is there a recommended way for having tour guides provide their availability? We dove into that a little bit already.

Our tour guides are currently Slate users because they assist us in managing visitor registrations and check-ins with the custom data set record. Be separate from this. So yes, I have worked in an institution where we used both. We had most of our tour guides, had user permissions at different levels, but then they also had a custom data set. The custom data set we used more for communications and storing those custom fields I talked about earlier where the the user permissions was really for open houses they were running.

Getting for us right so?

The custom data set record separate from the user permissions users. Right now you don't have the ability to create tons and tons of custom fields and they don't have records the same way that custom data sets do, which is where the custom data set kind of wins the day there. It looks more like a student record, so it's easier to navigate in that way and you don't have to worry about security permissions for the people who are managing the tour guides.

Like

But yes, I think if you want people to be Slate users in performing check-ins and doing things like adding events, they need to be users and that is going to be separate from the data set.

Is there a way to have them clock in with these events at all?

Not necessarily in the events, but you could come up with a slate form where they are clocking in via the form and that records the time that they clocked in. That would probably be the easiest way to do that is just have a clock in form. Oh Chris, you got it one.

Yeah, so as Abby was saying, there isn't really a way to do this on this specific form, but I've seen before where schools will batch create a secondary event for each event and then they'll have a communication linked with that event sent to the related to the other forms related records and then that will contain a QR code.

Umm?

And they can clock in by the QR code.

That's.

Or they can clock in by another mobile pass Oregon as well.

Yeah, that's smart. I like that solution very easy.

Yeah, there there are ways you could do it, but there's not a slate standard feature I think is the the summary there.

Temperatures.

And how do you set up the process that allows the tour guide to sign up for the tour or event? What is built out to associate the person with the event so?

How do you set up the process that allows the tour guide to sign up for the tour event? What is built out to associate the person with the event that's the related records feature?

Uhm, that's it's. There are kind of three ways you can associate a person with an event. They're either the user.

They're related record or they're registered for the event, right? Those are kind of the three ways people can be associated with events, and we're really focusing on those first two. But if you're having that secondary set of events that are just for tour guides that they're registering for, that's when they would be a registered.

Uh, Papa, I see lots of great recommendations in the chat about how to keep tour guides, engaged, community service food. Food is always a winner for college students. Candy resume builder. Absolutely these are some great ideas.

OK.

Did I miss any questions?

Looks like a lot of these can related records connect to feedback forms.

Ah, deem feedbacks about individuals or feedback about the group. So this is where I get into. Depends on how your institution sets up your tours. If your tours are set up one on one, one guide, one student, then it's easy enough to set that up. If you want your tour guides to provide comments on individuals that were part of a group, that's a little bit trickier. If you just want them to provide feedback on the group as a whole or that event.

Something.

The whole that's the standard event notes feature, which you can then leverage. Give them the link via their portal so that they can go in and fill that out. They will need some level of permission to access the back end view of that though to get into the event notes from the back end. So that's you. Depends on how you have them set up right? If they're users they can go into event notes and click the button just like we do if they're in the data set, you'll have to get them the link via the portal.

What is the active student permission under roles or role permissions the the active student permission that I was mentioning earlier is the it's like person, person update active only application active only they are under the individual permissions tab. They are not role group permissions in the slate standard permissions for those you have to be using the activation dates and expiration dates on your term prompts for those to work.

There's some additional setup around that, but it's really nice if you have it set up.

Can this be used for faculty as well? That's a great example and I meant to mention that earlier you can absolutely have a custom data set for faculty that has things like their office number, their telephone number, their email address, you know what department they work for, and just like you, link up a tour guide via Related Records, you can link up a faculty member via Related Records. You can in fact link up other types of datasets.

One project I worked on, we built a locations data set for different locations around campus and then linked up the locations with individual events like an athletics visit took place at the baseball stadium. That's not something you can find in the standard locations data set on Google Maps, so we created a custom campus locations data set and linked things up that way. That's another great example of how to customize via related records.

How would you add related record merge fields when the hours before communication doesn't have the conditions option? Yeah, that's when you move it in to deliver. So if you want to do those custom hours before communications and you don't have the conditions options, you move those communications into deliver.

Will these records show a history of tours that have been given and can emails to students show in a timeline?

Umm?

It's.

Yes, if they're signed up as a registrants for an event. If you use the secondary tour events, it's going to go right into their timeline. If you are using them as related records, you can query for that information and can emails to students show in a timeline. It depends on how those emails are going out. If an individual tour guide is sending emails to a prospective student and they're doing it.

Be a slate that's going to show up on the prospective students timeline.

If they are logging things in their own record, how would that work?

I I'd have to to puzzle around with that one can emails to students from the Tour Guide show an in a tour guide timeline.

I don't really think so because they're not. If they're custom data sets, they're not users. In Slate it's not going to track it that way, because it's it's happening externally.

Umm?

And the sample Porter you shared. Is there a way to have tour guides sign themselves up for available towards? That's exactly what that portal is doing. So from the bottom the second list in that screenshot here I'll go back one slide.

Uhm, that second list in the screen shot. If you click on one of those rows in the slate showcase, it says sign up now and then they click the button and then that tour would then pop up to the top because I would be assigned to it.

So that is how that standard slate showcase portal functions.

Follow up from Jenna's feedback for students on the tour to give feedback about the tour and guide, so that would actually be your standard event survey feature. And then you would use a data set lookup field for.

Connecting the student who was there tour guide and you can prefill that.

So that you knew who it was. But yes, students via the event survey can give feedback about their tour guide and you can link it up because the survey is related to the event and the event is related to the door guide.

Umm?

Can you link related records to the yearbook feature in the prospective students portal? Well, it's all in slate via configurable joints. Most can be done. So yes, I would say you can.

It would mean modifying that yearbook feature, but yes, you totally could.

Beautiful things didn't realize they're really clickable. Yes, that is the problem with PDF slides. I can't show you that things in the portal are clickable, but if you have not, please go into your slate showcase environment and take a look at that standard portal. It's pretty nifty and it is really easy to modify.

And can you view each student individually and see everything they've signed up for? And does it track totals? Yes, you would be able to query for that information. Can you exclude tours to certain groups? Yes, you would be able to filter for that information. You could say you know we only want to display international tours to international tour guides and you filter on the portal in that way. So just like you can customize the lists that are displaying on other internal portals, you can do that with the tour guide portal as well.

OK, looks like we've caught up to all of the questions there. 01 more from Ryan. How would you link a specific tour guide to a specific registered guest instead of the event in general? That actually was, I believe that was one of the first questions we covered, so I'm sorry if you didn't hear that answer Ryan, you'd have to put a.

Data set lookup field on the individual event registration instead of the overall event.

Select

And there is there a way of batch assigning? Unfortunately I do not believe you can batch assign related records via the query feature at this time, so that would be an excellent feedback request Tara. But I do. I think that honestly the related record assignment can go pretty fast because you are using that lookup. You really only need to type 2 characters and then you select from the list.

But yes, at this time you cannot batch assign related records.

There might already be a Facebook back post for that. That kind of sounds familiar.

Thank you Chris.

OK, well I'm really grateful you guys asked so many great questions today. Thank you so much for your time. As I said earlier, if you have any further questions, you're always welcome to reach out to me or my colleagues at Rob. Thank you Chris for moderating this today.

And you all have a great afternoon.

Thank you all so much for coming.