Manage College Visits

To begin scheduling college visits via RepVisits, use the RepVisits setup wizard to set up visit availability, choose messaging options, establish contacts for your school, and publish your calendar.

After you complete the setup wizard, you can:

• Manage your school's visit availability.
• Customize confirmation emails.
• Manually add college visits.
• Push visits to Naviance.
• Edit or cancel college visits.
• Update Naviance settings.
• Review students registered for a visit.
• Sync your RepVisits calendar with Outlook or Google.
• Export your contacts and visits.
• Print your visit calendar.

Update availability settings

To update the settings for your high school, including how your school confirms visits, click the Counselor Community icon and then click Schedule. Select the Availability & Settings section. After making any changes click Save Changes.

You can start setting up your availability for the following academic year on April 1.

Regular weekly hours

Add time slots

Set the start and end dates to reflect the dates that your school actively engages students for the academic year.

1. Choose your school's Start and End Dates for Visits.
2. Click Add Time Slot.
3. From the Day(s) list, choose the day of the week for which you want to make a new time slot available.

4. Set a Start Time and an End Time. Times must be entered using this format: #:## AM or #:## PM

5. Indicate how many colleges you want to schedule during that period.

6. Select the visit type for that time slot. Options include:

   • • In-person
     • Virtual
     • Either
       
   

   When Either is selected, the college rep requesting the visit can select virtually or in person.
7. Click Add Time Slot.

Delete time slots

1. Find the time slot you want to delete from your schedule.

2. Click the trash can icon for the time slot.

3. Click Remove.

Update time slots

1. Locate the time slot you want to edit.

2. Click the time slot and adjust the number of visits that can be scheduled during the time.

3. Select an alternative visit type.

4. Click Save.

Change visit types

1. Click Change All Visit Types.

2. Select the visit type you want to apply to all time slots.

   

   Choosing In-person or Either does not change the type for confirmed visits. Choosing Virtual allows you to apply the visit type to all confirmed visits.
3. Click Change Visits.

Blocked days

Blocked holidays

Select the Common US Holidays that your school observes, then click Save Blocked Holidays. Your availability is updated.

Custom blocked days

Add custom blocked days for your school's spring break schedule, teacher or staff in-service days, or other special events when college visits cannot be scheduled.

1. Click Choose Dates, then select a day or the first day or a date range to block off.
   • To select a single day, click the date again.
   • To set a date range, choose the last date to be blocked off in the range.
2. Click Select a Reason and make a selection. Colleges and universities can review the reason when scheduling a visit.
3. Click Add Blocked Time.

Exceptions

For days when your school's bell schedule is different, such as test dates or during advisory periods, you can customize your school's regular weekly hours and blocked days.

1. On the Exceptions tab, click Choose a Date.
2. Select the date for which you need to add exceptions.
3. To manage time slots on the selected day:
   • Click the trash can icon to remove a time slot, then click Confirm.
   • Click a time slot to edit the visit type or the number of colleges that can visit during that time slot.
   • Select Remove all visit openings for XX/XX/XXXX? to remove all visits on that day.
   • Navigate to the Add a New Time Slot section, set up the new time slot, then click Add Time Slot.

Use this option to make accommodations on days with an influx of college visit requests.

Availability settings

Visit availability

Determine who can access your high school's visit availability in RepVisits.

• Choose All Higher Education RepVisits Users (Published) so colleges and universities can begin requesting or scheduling visits to your high school.
• Choose Only My High School (Unpublished) to publish your calendar to colleges and universities later.

Determine whether or not US for-profit institutions can request visits with your high school.

Visit confirmations

Determine if your school will automatically confirm all incoming visit requests or manually review each incoming request. This setting applies to all future requests. Prior requests are handled according to the previous setting.

Visit scheduling

1. Use the up and down arrows in the number field to change the number of days that colleges can:
   • Schedule a visit without a specific amount of advanced notice.
   • Cancel or reschedule visits online less than a certain number of days in advance.
2. From the Accept list, select an option to identify how many colleges or university visits can be scheduled per day, regardless of the time slots established in your weekly hours and exceptions.
   • If you select a maximum of, use the up and down arrows in the number field to change the number of visits.
   • After the maximum number of visits per day is scheduled, the day displays as booked.
   • Alternatively, accept appointments until all of your time slots have been filled.

Customize confirmation emails

1. Click the Counselor Community icon and click Schedule.
2. Select the Availability & Settings section, then select Messaging Options.
3. Enter a Confirmation Message or Special Instructions for RepVisits.
4. Click Update Messaging.

Confirmation message

Admission representatives automatically receive your confirmation message after a visit is confirmed. Include specific information for your school, such as directions to the campus and instructions on parking, entering the building, and finding the counseling department.

Confirmation emails automatically include:

• Your high school name
• City and state of high school
• Date and time of visit

Special instructions for RepVisits

When requesting a visit to your school, admissions representatives can review instructions such as:

• All visits take place in a specific location.
• Seniors can only attend visits during certain hours.
• The school only supports specific virtual platforms for virtual visits.

There is a 250-character limit for this note.

Manually add a college visit

If a college or university calls or emails your high school to discuss visit availability, you can manually add a visit.

1. Click the Counselor Community icon and click Schedule.

2. Click Add Visit found under the Calendar.

   

   Do not click on the inactive page. You will lose your work and have to start over.
3. From Schedule New Visits, click Go to date.

4. Select the date you want to schedule the visit, then choose an available time slot.

   

   Click Want a custom time? Add it manually. to add a new time slot.
5. If prompted, select the Visit Type. For virtual visits, enter the Virtual Visit URL.

6. In the Find Representative field, start typing the representative's first name or the representative's institution, then select the name from the list.

   

   If the representative is not a Counselor Community member or RepVisits contact, their name is not included in the search results. Click Not in the list? Add them manually to enter the contact's information. The contact is added to your RepVisits contacts and available to add to future events.
7. Enter the Event Location, such as the counseling department or career center.
8. Add Internal Notes for school staff, if any.
9. Click Add Visit.
   • An email notification is sent to the admissions representative.
   • The event is added to your RepVisits calendar.
   • The event is added to the admission representative's RepVisits calendar if the rep is a Counselor Community member.

Push visits to Naviance College Visits

1. Click the Counselor Community icon and click Schedule.
2. Select Notifications & Tasks.
3. Select Naviance Sync.
4. Click Push to Naviance for the selected visit.
5. Review and edit visit details.
6. Click Push the Visit to Naviance or Push all to Naviance.

Review students registered for a scheduled visit

Review a list of students who have registered for the visit. You can also display details about a college visit scheduled in Naviance College Planner, such as the date, time, location, and name of the college representative. 

1. Navigate to Colleges and select Visits.
2. Choose View for the selected visit.

Alternatively, review visit details from the college profile in Naviance.

1. Navigate to Colleges and select Search Colleges.
2. Search for and select the college.
3. From the Scheduled Visits section of the General tab, select the date and time for the visit.

Manage scheduled visits

1. Click the Counselor Community icon and click Schedule.
2. From the Calendar, find the desired visit or fair, then click its name to access the details page.

You can also manage visits or appointments scheduled within the next seven days from the Overview section.

Reschedule a visit

1. Navigate to the bottom of the details page and click Reschedule.
2. Use the Calendar Search to select the new time slot or create a custom time slot.

3. Enter a message to the admission representative confirming the new visit date or time or indicating why the date or time is changing.

4. Click Reschedule Visit.

Cancel a visit

1. Navigate to the bottom of the details page and click Cancel This Visit.
2. Enter a message for the admission representative indicating why you are canceling the visit.
3. Click Yes, Cancel Visit.

Change a visit type

1. Navigate to the bottom of the details page and click Visit Type. The system automatically updates the visit type to the other type of visit without any additional selections.
2. Enter a message to the admission representative indicating why the visit type is changing. 
3. Click Change Visit Type.

Update Naviance settings

1. Click the Counselor Community icon and click Schedule.
2. Select Availability Settings.
3. Select Naviance Settings.
4. Select Yes, I would like to connect or No, I do not want to connect, and then click Next.
5. Optionally:
   1. Review any imported college visits and then click Next.
   2. From Publish Settings,
   3. Choose Automatically publish confirmed visits or Manually choose which visits to publish. If automatically publishing confirmed visits, all visits confirmed in RepVisits are immediately available for student registration in Naviance Student.
      Select Manually choose which visits to publish until you are ready to publish all confirmed visits after they have been scheduled.

   4. Select Yes to notify students via email when a college of interest is confirmed to visit your high school. Students with the college in their Colleges I'm Thinking About or Colleges I'm Applying To will receive the email notification.

   5. Set the Maximum Number of Visits per Student.
   6. From Default Visit Details for College Visits:
      1. Enter an In-Peron Visit Location.
      2. Enter the Max Number of Students.
      3. Choose to Display a Deadline and Status to Students.
      4. Set a Student Registration Deadline.
      5. Enter Instructions for Students.
   7. Click Next.

Sync RepVisits with third-party calendars

1. Click the Counselor Community icon and click Schedule.
2. In the Calendar section, click Share calendars.

3. Click Copy, then use the URL to sync your RepVisits calendar with your Outlook or Google calendar.

If you have not completed the RepVisits setup wizard, manage the calendar sync within the setup wizard.

If you have set up RepVisits for the coming year, manage the calendar sync by navigating to Availability & Settings, then selecting Calendar Sync.

Export visits

1. Navigate to the RepVisits tile on the homepage, then click Schedule.
2. Navigate to the Calendar section and click Export.
3. Choose the start and end dates for the appointments you want to export.
4. Click Download to generate a .csv file.
5. Open the file when prompted or find it in your browser download history.

Print visits

1. Click the Counselor Community icon and click Schedule.
2. On the Calendar, click the printer icon and follow the on-screen prompts.