How do I create an Appointment schedule in Google Calendar?

With Appointment schedules, it is possible to set up a blocks of time to advertise when you are available. This time can then be split into smaller blocks of time, each for a fixed duration which can then be reserved by others, or allocated to individuals. The feature is useful for enabling students to book a slot with you during your drop-in hours, and also for scheduling one-to-one academic advising tutorials.

Note for Academic Advisors: If you are using the scheduler to arrange tutorials with Advisees you must add individual students to a time slot, so that they receive this time slot in their calendar, see Step 3 below.

Appointment schedules is somewhat different to Google’s Appointment slots. The Appointment slots feature will eventually be withdrawn.

Step 1: Enable the Appointment scheduler in Calendar Settings

In order to use ‘Appointment schedules’ you will need to have the option enabled in your Calendar Settings. 

Go to your Calendar – General settings.

Then scroll down to Appointment schedules and ensure ‘Create appointment schedules instead of appointment slots’ is ticked. 

Step 2: Set up your appointment schedule

Follow the Google Support guidance: Create an appointment schedule – Google Calendar Help

Step 3: How can I ensure that tutorial appointments appear in student Google Calendars?

Note for Academic Advisors: If you are using the scheduler to arrange tutorials with Advisees you must add individual students to a time slot, so that they receive this time slot in their calendar. Students will be able to ‘self-manage’ their appointment – they will have the option to cancel and re-book an alternative slot within the total available schedule that you have created, without needing your action to administer this. 

To allocate a student to a time slot:

1. From Google Calendar click on one your Appointment Schedule events.
2. Click Open booking page.

 

3. Navigate to a particular day and click on a time which you would like to allocate to a student. Overwrite your own details with that of the student, First name, Surname and Email address, and click Book.

The student will receive an email confirmation of the Appointment. It will show in both your own calendar and the students. 

Students will be able to ‘self-manage’ their appointment. They will have the option to Cancel appointment and Book another appointment within the total available schedule that you have created, without needing your action to administer this.