Scheduling - finding a common appointment (doodling)

What you have to do

1. To add the Appointments scheduling element to your course, follow Steps 1-5 of Helpcard 30-150.

   • As described in Helpcard Internal link opens in a new window:30-150, in the course element you must activate the "Owner" under "Organizers" to ensure full functionality of the element.

2. Create an "occasion" by clicking on "Create occasion" in the upper right corner, enter a title (e.g. Appointment for Q&A session) and configure the event according to your needs:

   • Add a "description" of the appointment, if you wish.

   • At "Type", switch to "Appointment finding".

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

   • 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: the person(s) selected here will then be displayed to the participants in the event ("Appointment with [name]"). This can be useful if appointments are created in a course that are held by several/different people.

   • You would like to use an external online room and name the URL to this room here? Then enter the URL of your online consultation at "Location" (for example, appointments can be found in the BigBlueButton course element, URL to alfaview room). If you want to use the integrated BigBlueButton option directly, leave this field empty.

   • 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.

   • Under "Online appointment", you can decide whether you want to use a BigBlueButton room integrated directly into FELIX for the online appointment, then select the "BigBlueButton" option and continue with step 3.
     If you do not want to offer an online appointment or you have already specified an external online room under "Location", then leave "No" here, "Save" the entry and continue with step 4.

   • If you want to conduct an appointments scheduling survey with more than 50 people, then you cannot use the BigBlueButton integration at this point. It is better to conduct meetings with more than 30 people in alfaview. The "Classroom" room template allows a maximum of 30 people per appointment.

3. Configure the BBB room integrated in the previous step.

   • You can enter a welcome text that will be displayed in the BigBlueButton room as a welcome message in the chat area for all participants.

   • Under Room template, select the desired template ("Meeting" room template = up to 8 people, "Classroom" room template = up to 30 people) with the desired capacity. If you are planning a meeting with fewer than 8 people, enter the desired number of participants under "Max. participants".

   • You can define a pre-meeting time (between 0 - 30 minutes) in which the meeting can already be started by the course supervisors and owners, but not by participants, e.g. to prepare a presentation. A post-meeting time (between 0 - 30 minutes) is also possible. This means that the meeting does not end automatically after the end of the appointment time, but continues for the number of minutes that you define here.

   • The "Join meeting" button will only be visible if an appointment has been booked by at least one participant. The room cannot be entered until the time of the corresponding appointment.
     To join the meeting at the corresponding time slot, you have to navigate "Back" from the appointment view in the upper left corner, to the "Event" level.

   • Save your entries.

4. To create additional 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 alter the time of already set appointments by a certain period of time.

5. Appointments selected by participants are initially displayed with "Planned".
   You can then "confirm" the appointment scheduled by the majority.

   • The label "confirmed" appears. Students will receive a confirmation email.

   • The meeting cannot be joined until the time of the planned meeting.

Problems or questions?