Scheduler tool

The Scheduler tool allows instructors to schedule time slots into which students can enroll. Use the Scheduler to set up either individual or group time slots, and keep track of which students have signed up for each time.

The scheduler can be used to organize events during regular class time (group or individual presentation times) as well as outside of class time (office hours, feedback).

Creating a Schedule

Once a schedule has been created, students can sign up (either individually or in groups) for the available time slots.

To set up a new Schedule:

1. Create a unit in the Content area for the schedule to be placed into upon being created.

2. Navigate to the Scheduler tool on the course navbar. This will open the Create New Signup Schedule page.

3. Enter a title for the schedule in the Signup Schedule Title textbox. The title entered will automatically populate in the Calendar Event Title field. This title will appear in your students’ calendars. You have the option to change the Calendar Event Title, but it’s recommended to keep the schedule title and calendar title the same to reduce confusion.

4. Enter a description of the schedule. You can use the description field to highlight important information like event type, sign-up deadlines, and which groups are associated with the scheduled event.

5. Select the module where you would like the schedule to appear in your course. Select the unit that was previously created to house the schedule.

6. Under Range of dates and times, set the date(s) and time(s) during which the event/meetings will be held. For example, if this is for weekly office hours, choose the date you will be in office as well as the start and end time you will be there for. Then select the Add another date & time range button to add a different day and time for meetings.

   1. Enter the Date that the meetings/event will occur.

   2. Select a Start Time from the drop-down menu.

   3. Select an End Time from the drop-down menu.
      
      

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      Selecting the Remove button next to the Date and Time title will delete that date and time.
      
      

7. Set the duration of each time slot in minutes. The scheduler will divide the total length of time you have provided into equal time slots. For example, if you select 11:30 am as the start time and 1:30 pm as the end time and set the duration of each time slot to 20 minutes, the scheduler will create six 20-minute time slots.

8. Enter the number of Students per time slot to set the maximum number of students that can sign up for each time slot.

   • To set a time slot for individual students, select 1.

   • To set a time slot for groups, enter the number of students in the largest group.

   • If the time-slots will be used for group sign-ups, please see the instructions below for some additional information on attaching the schedule to existing groups.

9. Select Save. You will now see the Available Time Slots listed in a table.

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Creating a Schedule joined to existing Groups

1. Follow steps 1 to 8 for creating a schedule outlined above.

2. Enter the number of Students per time slot to set the number of students that can sign up for each time slot to a number greater than one. To set a time slot for groups, enter the number of students in the largest group.

3. You will now have a drop down menu called Join time slot groups to existing groups.

4. Select the existing groups you wish join to the schedule.

5. Select Save.

Editing or Deleting a Schedule

Schedule settings can be edited directly within the schedule in the Content area. There is the option to edit the Schedule title or description, as well as the settings for individual time slots.

Edit the Title or Description of a Schedule 

1. Navigate to the Content area and select the Schedule from its assigned unit.

2. Select the Edit Schedule button below the Available Time Slots table. An Edit Signup Schedule section will expand below. Edit the titles or descriptions from there.

3. When finished, select the Save button.

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Adding or Editing Time Slots

1. Navigate to the Content area and select the Schedule from its assigned unit.

2. Select the Edit Schedule button below the Available Time Slots table. An Edit Signup Schedule section will expand below. Scroll below this section and select the Add another date & time range button. Another section for editing the dates, times, and durations will appear below.

3. Edit the date, time, or duration as needed.

4. When finished, select the Save button.

Deleting a Schedule

1. Navigate to the Content area and select the Schedule from its assigned unit.

2. Select the DELETE SCHEDULE button below the Available Time Slots table.

3. A pop-up window will open prompting you to confirm that you want to delete the schedule. Select OK.

4. A second pop-up window will open prompting you to confirm that you want to delete the schedule. Select OK.

Deleting a Time Slot

1. Navigate to the Content area and select the Schedule from its assigned unit.

2. In the Available Time Slots table, select Delete This Time Slot under the Actions column for the time slot you wish to delete.

3. A pop-up window will open prompting you to confirm that you want to delete the time slot. Select OK.

Cancelling a student’s registration

A student’s registration for a time slot can be cancelled if needed.  

1. Navigate to the Content area and select the Schedule from its assigned unit.

2. For time slots with 1 student: 

   1. In the Available Time Slots table, select Cancel Registration under the Actions column for the time slot you wish to remove the student from. 

   2. A pop-up will open prompting you to confirm that you want to cancel the student’s registration. Select OK. 

3. For time slots with multiple students: 

   1.  In the Available Time Slots table, select Cancel Registration under the Actions column for the time slot you wish to remove the students from. 

   2. Select the checkbox next to each student you would like to cancel registration for.  

   3. Select Remove Selected.  

   4. A pop-up will open prompting you to confirm that you want to cancel the student’s registration. Select OK. 

Manually enrolling a student in a time slot

1. Navigate to the Content area and select the Schedule from its assigned unit.

2. Select Add Registrations under the Actions column for the time slot you wish to add the user to.

3. Check the names of the students you wish to register.

4. Select Add Selected.

Populating time slots based on Group registration

To be able to populate time slots based on group registration the schedule had to have been joined to an existing group. At least one student from each group must also be signed up in one of the timeslots. Once a student is registered for a time slot, you can use the following procedure to register that student’s group members to the same time slot.

1. Navigate to the Content area and select the Schedule from its assigned unit.

2. Select the button labelled Populate time slot registrations based on [Groups name].

3. The scheduler will populate each group based on the group members of students that have already registered for a time slot.