Scheduling an appointment - organising appointments digitally

What you have to do

1. If you have not already done so, add the Appointments scheduling course element to your course (Helpcard Internal link opens in the same window:Inserting appointment scheduling element FELIX 30-150).

   • As described in Helpcard Internal link opens in the same window:Inserting appointment scheduling element FELIX  30-150, in the course element you must activate the "Owner" at "Organizers" to ensure full functionality of the course element.

   • If you want to organise office hours via FELIX, you can copy our External link opens in a new window:course template. There is already an "Appointments scheduling" element with the title "Office hours".

2. Create an "occasion" by clicking on "Create occasion" in the upper right corner, enter a title (e.g. office hours, exam review) and configure the event according to your needs:

   • Enter a description of the appointment, if desired.

   • At "Type", leave the default setting at "Appointment finding".

   • Configuration: Under Selection of several appointments, you can specify whether students are allowed to select multiple appointments. If this is not desired, deactivate this option.

   • Configuration: Under Confirmation of appointments you can determine whether you want to confirm the appointments selected by the students. If this is not desired, then deactivate this option.

   • If you have activated "Appointment confirmation by organiser" in the "Configuration", you must actively confirm selected appointments later.
     To do so continue as follows:
     click on the respective event and then on "Show appointments". Initially, the appointments selected by the students will appear to you with the label "scheduled". You must then "confirm" them by clicking on "Confirm". The label "confirmed" will appear. The students will receive a confirmation email.

   • Configuration: At "Participants visible to other participants" you can determine whether participants of appointments should be visible to other students. We recommend that you deactivate this option to ensure anonymity.

   • Organizer: This area is only displayed if several organizers (owners or supervisors) are entered in the course. The person(s) selected as the organizer will then be displayed to the participants in the event (“Event with [name]”). This option is useful if appointments are held by different people in a course.

   • Location: Enter the room or the info “Online meeting”. Enter the URL for the online meeting below.

   • Under “Max. participants” you can, if desired, limit the number of people attending the event.

   • Select the desired appointment type:
     “Duration”, “Start/End” or “Recurring”.

   • "Duration": select a start date and time and enter the duration of the appointment in minutes. Then click on the "+" symbol to generate further appointments.
     Tip: Enter two appointments, for example appointment 1: 10.00am, duration 10 min, end 10.10am. Appointment 2 should start at 10.15am and last 10 minutes again. From the third appointment on, the system automatically calculates the duration and the break in between from the first two appointments.

   • "Start/End": Select a start and end date with time. Then click on the "+" symbol to generate further dates.

   • "Recurring": you can create recurring appointments, for example, every Wednesday. You can choose a start date and an end date.
     Tip: to add more recurring appointments, you have to finish the event first and then add another appointment.

   • Online-Termin: Wählen Sie hier “Andere Anbieter” und geben Sie die URL zum Zoom-Meeting ein.

3. To create further occasions, click on "Back" in the upper left corner and there on "Create occasion".
   Over the cogwheel symbol you can also ...
   ... edit any event that has already been created
   ....restrict the group of participants to a specific group
   ....export a list of participants
   ....duplicate the event
   .... delete the event

   • At "Duplicate event" you can also move the already set events by a certain period of time.

4. If you have used our course template for an office hours course, you must set the status of the course (top left) to "Published". You must also set the course to "Bookable and open offers" under Administration in the Share tab under Settings, and save it. Then share under "Without booking".

5. Rebooking students from one appointment to another / cancelling appointments:
   It may be necessary to rebook students from one appointment to another.

   • To do this, click on the three dots for an appointment.

   • Click on "Remove user" there. Rebook the students to another appointment.

   • You can also delete an appointment at this point and thus also enable students to rebook themselves.

6. Students receive a confirmation email when they change or confirm an appointment.

Problems or questions?