Add a scheduler

1. Enable Edit mode .
2. Click the Add content button in one of the course sections and select Activity or resource.
3. Select Scheduler from the activity chooser.
4. Enter a name for the scheduler, e.g. Tutorial appointment booking and, optionally, an introduction (description/instructions).

5. Choose the settings under Options:

   • Role name of the teacher - you may choose a more appropriate name or title for the person with whom the students are making appointments. For example, tutor or supervisor.
   • Mode - if you intend to use the scheduler activity on an ongoing basis, choose the at a time option for the number of appointments a student can book. The in this scheduler option will only allow students to book the number of appointments you specify, after which they will be unable to book any more unless you delete the record of one or more of your meetings.
   • Booking in groups - choose whether you want to allow students to book an appointment on behalf of a group if students are allocated to groups within Moodle. If there are groupings set up within the course, you can limit to groups within a particular grouping.
   • Guard time - to prevent students from signing up to or cancelling appointments at short notice, enable and choose a guard time.
   • Default slot duration - choose the default length of the appointment slots in minutes. The length of slots can be changed when adding them.
   • Notifications - choose yes to notify the teacher when a student books or cancels an appointment.
   • Use notes for appointments - choose which type(s) of notes, if any, you would like the teacher to make for the appointments.
6. Use Grade options if you want to grade (point) or rate (scale) students' performance or progress, if relevant to the meetings.
7. Under Booking form and student-supplied data, if you want to allow students to enter information or upload files in preparation for their meeting, set Use booking form to yes. Choose other options as required. Click the help icons for each setting to learn more.

8. Choose any other standard Moodle activity settings as appropriate and click the Save and display button.

The next step is to add slots either individually or as repeated slots. If there are multiple teachers enrolled in the Moodle course, you can add slots for any of them.

1. From the My appointments tab, click Add slots.
2. Choose either Add repeated slot or Add single slot.
3. Enter your desired settings for the new slot(s) and click the Save changes button.

Students can now book slots at their desired time. You may also assign students to slots yourself in the Schedule by student section.

Once slots have been added to the scheduler, you will see the list of appointments and the details, including which students have booked each slot. There are also several actions available in the far right-hand column:

• to delete the slot all together
• to edit the slot
• / to toggle between the setting the slot as exclusive (open to just one student) or to groups (multiple students). If you have set a maximum number of students above one, the number will show in brackets.
• will display instead of the above once a student has been 'seen'
• to remove all students from a particular slot

When the appointment is over:

• Quickly mark the student as 'seen' by ticking the box above their picture in the Students column, OR
• Click on Edit and scroll down to the appointment. Tick the 'seen' box and, if enabled during the setup phase, add the grade and notes from the appointment.

Use the Overview tab to see the details of all appointments that have taken place. You may also find the Statistics and Export tabs useful.

The scheduler appointments will display as events in the Moodle calendars of both teachers and students. The following method provides a dynamic link for importing events into Outlook. Any new, changed or deleted events in the source calendar will be reflected in the Outlook calendar.

1. Click on your Moodle profile and select Calendar.
2. Click Import or export calendars underneath the calendar.
3. Click the Export calendars button.
4. Chose your export settings. We recommend:
   • For Events to export, select All events
   • For Time Period, select Recent and next 60 days
5. Click the Get calendar URL button.
6. Click the Copy URL button.
7. Open Outlook and navigate to Calendar.
8. Click Add calendar and then select Subscribe from web from the left-hand pane.
9. Paste the URL that you copied previously and give the calendar a name e.g. Moodle calendar events.
10. Customise as required and choose whether to list it under My calendars, People's calendars or Other calendars.
11. Click the Import button.
12. The calendar will now show in the chosen calendar list and can be selected to open.