Site Administration

Sites are ‘centers' or locations where visits will take place. Each site has its own scheduling rules and restrictions, as well as other settings that control behavior at that location. A site can also be “Virtual” where virtual engagements are planned and managed.

Site List

+ New Site Button - Use this button to create a new site.
Site List - Shows all your active sites. Click on a site name to edit it.

Add/Edit Site

The site edit screen is organized into several sections.

Add/Edit Site - Site Name and Status Section

The first section is where you identify and describe the site.

Site Status Button - Sites must be active in order to be available for scheduling. You may make a site inactive if it is temporarily closed or no longer in service.
Site Name - This is what the requester will see in the option list when selecting a visit type.
Site Name Abbreviation - A short description of the site.
Description - A longer description of the site. This will be available as help text when the requester is selecting the site.

Add/Edit Site - Location Section

Site Address - The street, city, state, and country where the site is located.
Time Zone - The time zone is used to sync a participant's personal calendar invitation with the correct time zone of the site where the visit is taking place.
Language - The default language used at the site.

Add/Edit Site - Site Personnel Section

Site Contact - Site contact information is given to users in case they have questions about the center or request process.
Logistics Contact Email - The email address(es) entered here can be sent logistics notifications for particular visits. These could be travel logistics, AV logistics, etc. If you have multiple logistics contacts, enter their email addresses separated by semi-colons.
Reply To Email - When someone responds to an email that was generated by Nexus Scheduler, those responses will be sent to the email address(es) entered here.

Add/Edit Site - Scheduling Section

Account Manager can access this site - Determines whether requesters can see this site at all. If not checked, the site will remain hidden from requesters.
Allow weekend scheduling - Determines whether requesters can request visits on the weekends.
Visit Date Selection calendar defaults to show weekends - When checked, weekends will always be shown in the date selection and availability calendars.
Allow Account Manager access to full agenda screen - Allow requesters access to the full agenda screen while scheduling visits.
Account Manager can assign meeting owners - Allow requesters to assign additional meeting owners to visits. Once a meeting owner is assigned to a visit, they have access to view and edit the visit information.
Account Manager can Copy Visits - Allow requesters to copy visits at this site.
Maximum Visits per day limit - This is the limit on how many visits can be accepted for a particular day. Once the limit reached, the day will show up as unavailable to requesters. (Which visit types count towards max visits per day can be setup from Visit Type Site Admin).
Earliest allowed visit start time - This identifies the earliest time of day that a visit can start at this site.
Latest allowed visit end time - This is the cutoff for how late a visit can run. Once a requester chooses the duration of their visit, they will not be allowed to pick a start time that will cause the visit to exceed the latest allowed end time.
Default Visit Start time - The default time you would prefer a morning visit to begin. In the date/time selection process for a visit, this is the time that Nexus Scheduler will initially suggest as the start time for the requester (if it is available).
Date Format - The preferred date format used at this site.
Time Format - The preferred time format used at this site.

Add/Edit Site - Email/Invitation Section

Nexus Scheduler can automatically send email notifications of important visit status changes. This section controls who receives these notifications.

Check off the emails or personal calendar invitations that each type of user should receive from Nexus Scheduler.

Meeting Owners - This group includes the requester by default and anyone else who requested this visit.
Briefing Managers - This group includes anyone assigned to supervise or manage the visit.
Host - The host is an optional visit facilitator. If you're not using host , this section will not appear.

Add/Edit Site - Opportunity Follow-Up Section

Controls when a follow-up email is sent to the meeting owners of a visit with opportunities. If both options 1 and 2 are enabled, the follow-up email will be sent when the earlier of the two options occurs.

Follow up on opportunities on expected close dates - Option 1: Send a follow-up email to the meeting owners linked to this opportunity on the expected close date of the opportunity. If option 2 is also used, the follow-up email will be sent when the earlier of the two options occurs.
Follow up on opportunities this many days after the visit - Option 2: Send a follow-up email to the meeting owners linked to this opportunity a certain number of days following the visit. If option 1 is also used, the follow-up email will be sent when the earlier of the two options occurs.
Follow up on visits without opportunities using the days setting above - Option 2a: Send a follow-up email for all visits where opportunities are tracked, even if the visit has no opportunities. The follow-up email will be sent according to the number of days following the visit as specified in option 2 above.

Add/Edit Site - Notifications Section

This section allows you to specify people who should be notified when a visit request is submitted, or when a visit request is confirmed.

Visit Request Notifications - Specify people who should be notified when a new request is submitted at this site. They will be sent a copy of the visit request acknowledgement email when a new visit is submitted.
Add Recipient - A search field to find Nexus Scheduler users. Enter a partial name and select from the results.
+ New Recipient - Add a completely new person as a recipient.
Remove Recipient - Remove an existing recipient.
Visit Confirmation Notifications - Specify people who should be notified when a visit is confirmed at this site. They will be sent a copy of the visit confirmation email. This section has the same structure and functionality as the Visit Request Notifications.

Add/Edit Site - Miscellaneous Section

This setting consists of a few unique site settings.

Attendee Feedback Results - Specify if survey results should be anonymous or linked to the attendee.
Default Agenda Template - Each visit in Nexus Scheduler has a set of visit outputs which allows you to get all or part of the visit information out of Nexus Scheduler. Nexus Scheduler can host one or more branded agenda output templates for users. Choose the one that should be presented as the default.
Allow user to select from all agenda template options - If there are more than one agenda template available, checking this box will allow the users to choose the agenda template.
Show Speaker Statuses in External Agenda Preview - Enables Speakers Statuses to display in the Speaker pop-over on Agenda Preview page