Scheduling - finding a common appointment (doodling)

FELIX 30-152

What you need to know

In addition to the digital allocation and organisation of appointments, the "Scheduling" element also enables joint appointment finding (similar to Doodle).

What you have to do

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

  2. First, switch to the role of the coach.

    • To do this, bring up "Members management" under "Administration".

    • Put a check mark in front of your name and click "Edit" at the bottom of the page. Select Coach and click "OK".

    • Close the "Members management" with the red cross on the top right and return to the course view. Switch to the role of coach in the drop-down menu at the top right.

  3. 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:

    • Enter a title (=reason for the appointment), for example "Question and answer session", "Excursion". You can add a description of the appointment, if desired.

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

    • Configuration: At "Selection of several appointments", 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.

    • Coach: Appears only if you have entered persons as coaches in your course. You can - if desired - select one or more coaches. These will then be displayed to the participants in the event ("Appointment with [name of coach]"). The coaches can receive notification of booked appointments from the students via the subscription function.

    • 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.

    • At "BBB room" you can decide if you want to use a directly integrated BigBlueButton room. If this is not the case and you have already specified an external online room at "Location", then leave "No" here and "Save" and omit the next step.

      If you want to make an online appointment via the integrated "BigBlueButton", select "Yes" here and continue with the next step.

    • 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 50 people in alfaview. The room template "Meetings (up to 50)" allows a maximum of 50 people per appointment.

  4. Configure your integrated BBB room.

    • 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 room size. The room template determines the maximum number of participants possible in the meeting (for example a Group appointment = up to 10 persons or a Room template Meeting = up to 50 persons).

    • You can define a lead time (between 0 - 15 minutes) in which the meeting can already be started by course coaches and owners, but not by participants, e.g. to provide a presentation. A follow-up time (between 0 - 15 minutes) is also possible. This way, the meeting will not end automatically after the appointment time has expired, but will continue for the number of minutes you define here.

    • The "Join meeting" button will only be visible at the time of the corresponding appointment (and only if an appointment has also been booked by at least one participant).
      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.

  5. To create further occasions, click on "back" in the upper left corner and there on "Create occasion".
    You can also click on the cogwheel symbol...
    ... to 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.

  6. 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 "Join meeting" button via the integrated BBB option will not be visible until the time of the planned meeting.

Problems or questions?

IMZ | Learning Services
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