Staff Guides

Add a Scheduler

Note: The following instructions explain how to add a scheduler activity.

 
1.     On the module page, click Turn editing on. Select Add an activity or resource and in the activity chooser, select Scheduler and click Add.

 
2.     In the General section, enter a Name for the scheduler and some description or instructions in the Introduction field.

 
3.     Enter the Role name of the teacher with whom the students will meet (e.g. Tutor, Mentor, Teacher, Counsellor. This is not a required field.

 
4.     Select the scheduling mode. There are 2 modes of scheduling.
a)    "n appointments in this scheduler": The student can only book a fixed number of appointments in this activity. Even if the teacher marks them as "seen", they will not be allowed to book further meetings. The only way to reset ability of a student to book is to delete the old "seen" records.
b)    "n appointments at a time": The student can book a fixed number of appointments. Once the meeting is over and the teacher has marked the student as "seen", the student can book further appointments. However, the student is limited to n "open" (unseen) slots at any given time.

 
5.     Select the Booking in groups option. If set to yes, it will allow students to book a slot for all members of their group. By default, it is set to No so each student book their own appointments.

 
6.     Set and enable the guard time. A guard time prevents students from changing their booking shortly before the appointment. For example, if set to 2 hours, then students will be unable to book a slot that starts in less than 2 hours time from now, and they will be unable to drop an appointment if it start in less than 2 hours.

 
7.     Set the default slot duration in minutes.

 
8.     Select whether notifications should be sent when appointments are applied for or cancelled.

 
9.     Select whether to use notes for appointments.

 
10.  You may leave the rest of the settings for Grade, Common module settings, Restrict access, Tags and Competencies to default.
 
11.  Click Save and display.
 
12.  Once you have created the Scheduler, you can begin adding timeslots for students to select from. You can either add a single slot or repeated slots. The students will be able to see which teacher is assigned to the slots.

 
Add a single slot
 
1.     Select the appointment date and time.

2.     Enter the duration of the appointment in minutes.

3.     Leave ignore scheduling conflicts option empty.

4.     Set the maximum number of students per slot. Setting a limit of 1 (default) will mean that the slot is exclusive to a single student. If disabled, any number of students can book the slot.

5.     Specify the location of the meeting.

6.     Choose a teacher for the appointment.

7.     Select the date from which to Display appointment to students.

8.     Enable and enter a date on when to send an email reminder to the students.

9.     Save changes.

Add repeated slots

1.     Select the appointment date.

2.     Select the date to which you want to Repeat Time Slot Until.

3.     Select the days to Add appointments on.

4.     Set the appointment time range.

5.     Select yes for Divide into slots option.

6.     Enter the duration of each appointment, in minutes.

7.     Enter the duration of of the break between slots, in minutes.

8.     Set Force when overlap to no. This will ensure that existing slots, will not be overridden by new ones that overlap with existing ones.

9.     Set the maximum number of students per slot. Setting a limit of 1 (default) will mean that the slot is exclusive to a single student. If disabled, any number of students can book the slot.

10.  Specify the location of the meeting.

11.  Choose a teacher for the appointment.

12.  Select a period in which to display appointment to students from and when to send email reminder.

13.  Save changes.