Scheduler

  1. From your module click Turn editing on.
  2. Select the section you would like to add a Scheduler to and click Add an activity or resource.
  3. Select Scheduler from the Activity list and click Add.
  4. On the Adding a new Scheduler page, specify the settings inside General settings box.
  5. Work through the settings below, considering each in turn and identifying what would be appropriate. Guidance on each setting that you might need to change is shown below.

Setting name

Description

  • You have to give your Scheduler a name. Choose something that will be easy for students to recognise.
  • Information: provide Information about the purpose of the appointments.

Options

  • Role name of the teacher: the label for the role who scheduled appointments will be with. This is not necessarily a "teacher". For example it could be Personal tutor or Dissertation Supervisor.
  • Mode: you may choose here some variants in the way appointments can be taken.

"n appointments in this scheduler": The student can only book a fixed number of appointments in this activity. Even if the lecturer 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.

"n appointments at a time": The student can book a fixed number of appointments. Once the meeting is over and the lecturer 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.

  • Booking in groups: If set to Yes, students can book a slot for all members in their group.
  • Setting a Guard time prevents students from changing their booking shortly before the appointment is due. If the Guard time is enabled and set to, for example, 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 is due to start within 2 hours.
  • Default slot duration: the default length (in minutes) for appointment slots that you set up. You are able to change this when you add slots to the scheduler in the next stage.
  • Notifications: when this option is enabled, lecturers and students will receive emails when appointments are applied for or cancelled.
  • Use notes for appointments: The default is to use Appointment notes that are visible to the lecturer and student. This setting can be changed to Confidential note that is visible to lecturers only, both Appointment and Confidential note, and None for no notes.

Grade

  • Grade: If being assessed you have the option to allocate marks with the appointments.
  • Grade Type: If set to None, other fields in this section will not be visible.
    • If Scale is selected for Grade Type, select the Scale from the options in the Scale field below.
    • If Point is selected for Grade Type, enter the Maximum grade in the box below.
  • Grade category: The category which this activity's grades will be allocated to in the gradebook.
  • Grade to pass: If required, enter the minimum grade required to pass this task
  • Grading strategy: If students can book several appointments, you can select how grades are aggregated. The gradebook can show either the mean grade or the highest grade that the student has achieved.

Booking form and student-supplied data

  • If you require students to complete a booking form before they can make a new booking in the scheduler, set Use booking form to . The settings in the Booking form and student-supplied data section will be enabled and can be configured.
  • Enter Booking instructions for your students which will be shown to them as they book appointments. at booking time. Include instructions on what students should enter in the data fields below.
  • Let students enter a message. The default setting is No.  If you want students to enter a text message as directed in the booking instructions in the field above, select Yes optional for student for students to have the option to enter a message or Yes student must enter a message if students are required to enter a message.
  • Maximum number of uploaded files: Select the maximum number of a files a student can upload from the drop-down list. The default is 0.  If file upload is mandatory, check the File upload required box.
  • Maximum file size: The maximum file size for student uploads.

 Students can later return to edit their data, up until the Guard Time if enabled.


Common Module settings

Common Module settings

  • Change Availability to Hide from students if you are not ready to make the Scheduler visible, otherwise leave as Show on module page. It is also possible to choose Make available but not shown on module page where the Scheduler will not show as an activity on the module and a link to the activity must be provided.
  • Change Group mode to Separate groups if group members should only see their own group or Visible groups if you want each group member to participate in their own group and to see contributions from other groups.
  • If the Scheduler is to be restricted to a collection of groups, it is necessary to create a grouping of those students. Where relevant, click the drop-down arrow next to Grouping and select the grouping who should have access to this forum. See Groups and Groupings Explained for more information.


Restrict access
Activity completion

Click Save and display to add appointment slots.

Scheduler activity slots

Add slots

Setting nameDescription

Add slots

When first added to a course, the scheduler will not have any slots set up. Clicking on "Add slots" next to Actions allows you to Add repeated slots or Add one slot.


Add repeated slots

 Setting

Details

Date

Date from setting

  • Set the first date from when the booking slots will be available from.

Repeat time slot until

Repeat time slot until setting

  • Check the Enable box to set the last date from when the booking slots will be available from.

Add appointments on

Add appointments on specific days of the week

  • This allows you to limit your appointments to specific days of the week.

Time range

Time range from and to

  • Specify the start and end time of your availability.

Divide into slots


  • This automatically breaks up your time period into slots the length of 'duration' (which you can change directly below). 

Duration

Duration 15 minutes per slot

  • The default length (in minutes) for appointment slots.

Break between slots

Break between slots 0 minutes

  • Break between slots allows you to add a break between each of the slots.

Force when overlap


  • This control allows forcing the addition of slots when the session conflicts with other slots.  In that case, only "clean" slots will be added. Conflicting will be ignored.
  • If not used, the addition procedure will block when overlapping are detected, and you will asked for deleting previous slots before the procedure can add new slots.

Maximum number of students per slot

Maximum number of students per slot

  • You can set a limit on the amount of students who can apply for a given slot.

Location

Location of the meeting

  • This setting allows you to specify the scheduled location of the meeting.

Teacher*

Choose Lecturer

  • Choose a Lecturer for the appointment.

Display appointment to students from


Email a reminder

  • You can set it so that students receive an email reminder about their appointment

Click Save changes to create the slots.

Add single slots

 Item

  Description

Date and duration

  • Set the booking slot date, time and duration
  • If this appointments collides with some other slots, you'll be asked if this slot replaces all conflicting appointments. Note that the new slot parameters will override all previous settings.
  • If the Ignore scheduling conflicts box is ticked, then the slot will be moved to the requested date and time, even if other slots exist at the same time. This may lead to overlapping appointments for some teachers or students, and should therefore be used with care.

Maximum number of students


  • You can set a limit on the amount of students who can apply for a given slot.

Location

Location of the meeting

  • This setting allows you to specify the scheduled location of the meeting.
Teacher
Choose Lecturer
  • Choose a Lecturer for the appointment

Display appointment to students from

Display slots to students from

Email a reminder on

  • Check the Enable box to set a date for the system to email a reminder to student(s) about their appointment.

Comments

Comments

  • Add any pre-meeting notes can be added to comments section.

Amending Slot(s)

Click on the link to the Scheduler from the module homepage.

SettingDetails

Appointment summary

In the Action column you have up to 4 further options. In addition to the delete option Delete icon  you have edit Edit icon, switch slot to a group setting Switch to a group slot and revoke appointment option .

Deleting slots in bulk

SettingDetails

Delete slots

You have the following options available from the Delete slots menu.

  • Delete selected slots: Select the slots you want to deleted then select Delete selected slots from the Delete slots drop-down menu.
  • Delete all slots: This will delete all slots in the scheduler.
  • Delete unused slots: This will delete all unused slots in the scheduler.
  • Delete my unused slots: This will delete all unused slots where you are the "Lecturer".
  • Delete all my slots: This will delete all slots where you are the "Lecturer".



Mark students as seen

Click on the link to the Scheduler from the module homepage.

SettingDetails

Check seen box

  • Check the box alongside the student in the relevant appointment to mark them as seen. This will update once the Scheduler page is refreshed.

Schedule appointments/students

Schedule by appointment

Once you have slots created you have the ability to assign student to slots.

  • Click on the link to the Scheduler from the module homepage.
Setting nameDescription

Edit

Click edit to schedule a student in an appointment

  • Click on edit icon Edit icon alongside the appointment.

Choose a student

Schedule student into an appointment

  • Scroll down the page to an unassigned appointment, click Search and and select the relevant student from the list
  • Click Save changes.

Schedule by student

  • Click on the link to Scheduler from the module homepage.
Setting NameDetails

Schedule in slot

  • Scroll down to Schedule by student.
  • Click the Schedule icon next to the required student to open the action menu.
  • Select Schedule in slot.

Select slot


  • Click Choose from the Choose existing menu to open a list of available appointments.
  • Select the appointment that you want to schedule the student into.
  • Scroll to the bottom of the page and click Save changes.

Send a reminder to students

If students have not yet booked an appointment on Scheduler you can send them a reminder.

  • Click on the link to Scheduler from the module homepage.
Setting nameDescription

Reminder

  • Scroll down to see the number of students who need to make an appointment.
  • Click on Send invitation or Send reminder to open the message panel on Moodle.

Send message

Send message to remind students

  • The list of students who have not yet set an appointment will appear under the Recipients section. You can uncheck boxes next to students to whom you do not want to send a reminder.
  • Change Send a copy to myself to No if you do not want a copy of the reminder.
  • You can edit the Subject line and message body to personalise them as required.
  • Click Send message at the bottom

Additional Resources:

  1. Groups and Groupings
  2. Restrict access
  3. Activity Completion