Create Google Appointment Calendars: Difference between revisions

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{{abox
{{AboxNew
| name         = Use Google Calendar Appointment Slots + Google Meet for Remote 1:1 Meetings with Students
| name = Create Google Appointment Calendars
| summary      = How to create a bookable appointment calendar with video conferencing.
| learning =  
| for_employees = Y
| instruction = x
| for_students  = Y
| community = x
| for_parents  =  
| summ = Google appointment calendars can facilitate scheduling meetings with community members on and off campus
| cat1          =  RCS Software and Services
| maintained = MV
| cat2          =
| year = 2024-2025
| maintained   = MR
| year         = 2021-2022
}}
}}
===Video Tutorial on Setting up Remote Learning Appointment Slots===
__TOC__
[[File:VideoThumbnail.png|350px |link=https://drive.google.com/file/d/1AMjytAgkIiBCajww4b2YPq2nGcuHQGYq/view |alt=Alt text|Title text]]<br clear="all">
[https://drive.google.com/file/d/1AMjytAgkIiBCajww4b2YPq2nGcuHQGYq/view Here's a link] to a video which reviews how to set up Google Calendar Appointment Slots. Each bookable slot then has a Google Meet in it, so students can book time to meet with you 1:1 during a period of remote learning. The video also shows how you might share the appointment calendar with your students, and shows what the process looks like to students.


===How appointment slots relate to regular events===
== Make Google Appointment Calendars ==
Appointment slots in Google Calendar allow users to offer specific, limited hours during which they can be booked by students (or adults) with whom they have shared the link to their appointment slot web page.
Google appointment calendars allow you to create a sign-up calendar for meetings with students and community members. As other calendar invites (not appointment calendars) populate your calendar, your availability on your appointment calendar will update automatically. Follow these steps to get started:


When you create a block of appointment slots, the block initially shows up as a single event on your calendar. To confirm that an event is an appointment block, at the upper left corner of the event, find the Appointment block Appointment. [[File:Tiny appointment block.png|18px]]
=== Create Appointment Calendar ===


When someone reserves one of your appointment slots, the reserved slot shows up as an event on your calendar, and theirs.
# Create a '''''regular''''' '''''calendar event''''' on your [https://calendar.google.com Riverdale Google Calendar]
# Click on '''''Appointment schedule'''''
# Click on '''''Create a new appointment schedule'''''
# Click on '''''Continue'''''


===Create an appointment block===
=== Configure Appointment Calendar ===


Step 1 - Open Google Calendar.
# Give your appointment calendar a '''''title''''' under '''''Add title''''' (ex. ''Mr. van Mierlo's Extra Help Sign-up'')
# Set your '''''Appointment duration''''' to the desired length
# If you want this to repeat on a schedule (regardless of the 8-day rotation) choose either '''''Repeat weekly''''' or '''''Does not repeat'''''
# Click the '''''+''''' next to the appropriate day to add availability or bookable times (ex. ''1:00PM - 3:00PM)''
#* You don't need to worry about your class schedule or other meetings
#* Anything that is already booked on your calendar will NOT appear on the appointment calendar as an available time
# Click on '''''Booked appointment settings'''''
# If you want to add a buffer time around your appointments (ex. ''5 minutes before and after'') check the box under '''''Buffer time''''' and adjust the settings
# Change any other settings you need to, and click '''''Next'''''
# Add a descriptions in the '''''Description''''' field
# Change any other settings you need to, and click '''''Save'''''


Step 2 - Make sure that you're in Week view or any Day view.
{| class="wikitable"
|+
!Part 1
!Part 2
|-
|[[File:Part 1 - Appointment Schedule.png|200x200px]]
|[[File:Part 2 - Appointment Schedule.png|207x207px]]
|}


Step 3 - Click anywhere in the calendar. In the event box that pops up, click Appointment slots.
=== Share Appointment Calendar ===
[[File:APPOINTMENT1.jpg|thumbnail|350px|alt=|left]] <br clear="all">
Step 4 - Enter the details, including a title, and the duration of slots (10 minutes, 15 minutes, etc...) which will be bookable.


Step 5 - To add more information, like a location or more detailed description, click More options.
# On your [https://calendar.google.com Riverdale Google Calendar], click on one of the '''''appointment windows''''' you scheduled for your appointment calendar
# Click '''''Share'''''
# Click '''''Link'''''
# Click '''''Copy link'''''
# Share the link with your students or colleagues. They will be able to book meetings easily this way!


*'''Tip:''' If you want to make the appointment block repeat, do so before you invite others to reserve a slot. When you make an existing appointment block with reserved slots repeat, the reserved slots get duplicated as new slots and double booking can occur.
== Get More Help ==
 
If you still have any questions about this, you can always reach out to a member of the Tech Team or refer to Google's comprehensive support page to learn more about appointment calendars. [https://support.google.com/calendar/answer/10729749?hl=en Find Google's support article here.]
==='''Please don't''' Add guests to the appointment block!===
*'''Pro Tip:''' Don’t add people who want to reserve an individual appointment slot. Instead, send them a link to the appointments page (see below).
 
===How to Invite others to reserve an appointment slot===
After you've set up the appointment block, you can invite people to reserve a slot with a link to your appointments page (a web page which shows all of your available appointment blocks).
 
'''Step 1 -''' Open Google Calendar.
 
'''Step 2 -''' Click your appointment block and then '''''Go to appointment page for this calendar'''''.
[[File:APPOINTMENT2.jpg|thumbnail|350px|alt=|left]] <br clear="all">
'''Step 3 -''' Copy and paste the appointment page link from your browser.
[[File:Copy Share URL.png|600px|alt=|left]] <br clear="all">
 
'''Step 4 -''' Post this link to Schoology, or send this link to people who want to reserve an appointment slot.
 
'''Important Note!''' The bookable appointment slots themselves won't show the option to "Join Google Meet", but '''once someone books an appointment with you the "Join Hangouts Meet" option will automatically appear in the booked calendar event'''.  
 
[[File:Appointment slots.jpg|600px|alt=|left]] <br clear="all">
 
===The Student view===
Students can now reserve your appointment slots with the link you sent them.
<br />
Students simply click on one of these silver appointment slots to create an appointment with you.
[[File:APPOINTMENT3.jpg|thumbnail|350px|alt=|left]] <br clear="all">
Once created, that appointment looks like any other event on your calendar and includes a Google Hangouts Meet link for conferencing.
Each individual student's name is automatically added to the appointment they book, as in the picture below.
[[File:APPOINTMENT5.jpg|thumbnail|350px|alt=|left]] <br clear="all">

Latest revision as of 09:36, 5 August 2024

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SummaryGoogle appointment calendars can facilitate scheduling meetings with community members on and off campus
AuthorMaintained by Matthijs van Mierlo
HelpGet help with this article
StatusUp-to-date for the 2024-2025 school year.

Make Google Appointment Calendars

Google appointment calendars allow you to create a sign-up calendar for meetings with students and community members. As other calendar invites (not appointment calendars) populate your calendar, your availability on your appointment calendar will update automatically. Follow these steps to get started:

Create Appointment Calendar

  1. Create a regular calendar event on your Riverdale Google Calendar
  2. Click on Appointment schedule
  3. Click on Create a new appointment schedule
  4. Click on Continue

Configure Appointment Calendar

  1. Give your appointment calendar a title under Add title (ex. Mr. van Mierlo's Extra Help Sign-up)
  2. Set your Appointment duration to the desired length
  3. If you want this to repeat on a schedule (regardless of the 8-day rotation) choose either Repeat weekly or Does not repeat
  4. Click the + next to the appropriate day to add availability or bookable times (ex. 1:00PM - 3:00PM)
    • You don't need to worry about your class schedule or other meetings
    • Anything that is already booked on your calendar will NOT appear on the appointment calendar as an available time
  5. Click on Booked appointment settings
  6. If you want to add a buffer time around your appointments (ex. 5 minutes before and after) check the box under Buffer time and adjust the settings
  7. Change any other settings you need to, and click Next
  8. Add a descriptions in the Description field
  9. Change any other settings you need to, and click Save
Part 1 Part 2
Part 1 - Appointment Schedule.png Part 2 - Appointment Schedule.png

Share Appointment Calendar

  1. On your Riverdale Google Calendar, click on one of the appointment windows you scheduled for your appointment calendar
  2. Click Share
  3. Click Link
  4. Click Copy link
  5. Share the link with your students or colleagues. They will be able to book meetings easily this way!

Get More Help

If you still have any questions about this, you can always reach out to a member of the Tech Team or refer to Google's comprehensive support page to learn more about appointment calendars. Find Google's support article here.

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