Appointment Scheduler: How-To

Each course in the Course Portal has the option of using an Appointment Scheduler to help manage course-related appointments. Instructors can create various appointments and specify the date, time, capacity, and appointment type (e.g. office hours, faculty/student lunches, or various types of meetings.) Students can then login to the Portal to view the open appointments and sign-up.

To enable the appointment scheduler for your course, click on the [Manage Site] link and select the option to make the Appointment Scheduler active. By default, the name that will appear at the top of the appointment scheduler will be the course name and course ID.

Enable Appointment Scheduler

You may wish to use the same appointment scheduler for multiple courses (e.g. for scheduling all your office hours). To do this, enable the appointment scheduler for one of the courses as described above. When you enable the appointment scheduler for other concurrent courses, you will have the option of creating a new appointment scheduler, or sharing a current appointment scheduler:

Enable Shared Appointment Scheduler

Once enabled, a link to the Appointment Scheduler will appear under that course on your Portal homepage.

Course Portal homepage - faculty view

The instructor's view of the Appointment Scheduler includes 4 main elements:

  1. Current Calendar
  2. Create New Appointments
  3. Alert Manager
  4. Role Manager

Current Calendar

The current calendar displays upcoming course-related appointments. To view appointments set farther in the future, click the "View Complete Calendar" button to reveal a browseable calendar.

Appointment Scheduler - Upcoming Appointments

Future appointments can be edited or canceled. If an appointment has any attendees (denoted by an icon and a yellow background), any changes to, or cancellation of, the appointment will generate a message to the attendees. You may choose to add a note to the message to explain or clarify the changes.

Appointment Scheduler - Notification

If you are editing an appointment that is part of a series, the form will prompt you to either apply the change to all occurrences in the series, or just to that specific appointment instance. If you apply the change only to that instance, the appointment will no longer be considered part of the same series for future edits.

Appointment Scheduler - Series

Create New Appointments

To create new appointments, enter the appointment details in the "Create New Appointment" form.

Appointment Scheduler - Create a new appointment

When you first enable the Appointment Scheduler, no appointment types will be listed. Select "Add a new appointment type" from the menu to insert a new appointment type (e.g. "office hours" or "lunch").

Appointment Scheduler - add new appointment type

This will open a small form that will allow you to enter an appointment type name. When you click "Save" the new appointment type will be available in the menu.

Appointment Scheduler - add new appointment type

If you are setting up a schedule for a series of recurring appointments, click on the "Add Additional Dates" button.

Appointment Scheduler - add dates

This will open a calendar that will allow you to select multiple dates. The same appointment details will be applied to each date you select.

Appointment Scheduler - multidate calendar

Alert Manager

"Manage Alerts" allows you to select whether or not you wish to be reminded of your scheduled appointments. If you choose to receive reminders, you will receive a reminder email the morning of the appointment. If you have no scheduled appointments on a particular day, you will not receive a reminder message.

You can also change at which address you recieve reminders on a per scheduler basis.

Appointment Scheduler - Manage Alerts

Role Manager

"User Roles" allows you to add additional Appointment Scheduler users. BY default, all enrolled students in your course can access your Appointment Scheduler if it is enabled. You can use this tool to add additional users with various levels of access privileges.

Appointment Scheduler - User Roles

There are 3 levels of access privileges:

  1. Administrators: administrators can host appointments, create/edit/cancel appointments, and manage user roles.
  2. Editors: editors can create/edit/cancel appointments.
  3. Viewers: viewers can view all appointments.

If you have additional questions, please read the PORTAL HOW-TO or contact the ITS Help Desk at or 898-9140.