Scheduler

 

 

 

 

 

 

Overview

The Scheduler module allows students to enroll themselves in a specified event. The teacher can moderate which slot students can choose from students can chose from and the maximum number of students allowed in each event. With this module, staff can schedule appointments for other people within the course and keep track of which and how many students are attending an event.

 

Why Use Scheduler?

Schedule Management: The Scheduler module allows for an organized agenda that both teachers and students can view. This prevents any overbooking or any overlooking in managing an event. This module also allows for student independence in choosing their own dates and times, and if necessary, teachers can manually allot students to a specified slot.

Schedule Invitations/Reminders: There are options to invite or remind students about the upcoming events via email. There is also a setting which allows for automatic reminders to be sent out.

 

How to Set Up Scheduler

  1. Log in to your Moodle account.
  2. Click Turn editing on.
  3. Scroll to the section where you want the Scheduler tool placed.
  4. Click Add an activity or resource.
  5. Select Scheduler.
  6. Click Add.

You will then be taken to the setup page for Scheduler. Follow the below instructions to set up the settings.

Under General:

  1. Enter in a Name for the event.
  2. (Optional) Enter in a short description about the event.

Under Options:

  1. In the dropdown for Role name of teacher, input the name of the person who attends to students. (Suggested: if you are the professor/administrator of the course, input your own name.)
  2. In Mode, choose a fixed (or unlimited) number of times that students may book themselves, and choose whether this number applies to the events only within the specific scheduler or at a time.
  3. In Booking in groups, choose whether or not to allow students to book themselves in their Groups. Students must already be put in Groups for this to work.
  4. In Guard time, choose whether to disable or enable a time limit which prevents students from changing their booking shortly before the appointment.
  5. In Default slot duration, input the number of the default length in minutes for the appointment slots you will be setting up.
  6. In Notifications, choose whether to disable or enable notifications via email that both students and faculty will receive.

 

Setting Up Slots

Once you have applied the desired settings, you will need to Add slots. Follow the instructions below to add slots for upcoming events:

  1. Click on the Scheduler module and check to make sure that you are on the tab called My appointments.
  2. On the right of Actions, select Add slots. Choose whether you would like to add repeated slots or a single slot.
    • Repeated slots: This gives you the option to repeat events on specified days. However, the start and end times will be the same.
    • Single slot: This gives you the option of adding a slot for a singular day. This is suggested for one time events.
  3. This will bring you to a page where you can set up the date, time, maximum number of students allowed per slot, email reminders, and more.

 

Sending Out Invitations/Reminders

There are two ways to send out reminders. The first sets up an automatic email reminder on a specific day. The second involves manually sending out individually composed emails to all individuals within a course. Follow the instructions below for the first or second ways:

(1) Setting up an Automatic Email Reminder:

  1. Make sure that you are on the My appointments page at the top.
  2. On the right side of the specific slot that you'd like to edit, under the Action category, select the Settings gear icon.
  3. Under Email a reminder on, select the date that you'd like an email reminder to be sent out.

(2) Manually Sending Out Emails (Invitation/Reminder):

  1. Make sure that you are on the My appointments page at the top.
  2. Scroll down until you see a gray box in the middle with large and bolded text which reads "x Students still need to make an appointment". Underneath the text, there is the option of composing an email to either invite or remind students about the event (Invitation/Reminder).
  3. Click on either Invitation or Reminder, and an Outlook email will pop up. This email should automatically be addressed to all the students enrolled in your Moodle course. The content of the email will contain the name of the event, a reminder to choose a time-slot, and the link to the Moodle Scheduler module.

 

Checking Student Status

  1. Make sure that you are on the My appointments page at the top.
  2. Scroll down and further down the page, you will see a listing of the students.

 

Deleting Slots

There are four ways to delete slots. Follow the instructions below:

(1) Deleting a Single Slot

  1. Make sure that you are on the My appointments page at the top.
  2. Under the Slots category, find the individual slot that you want to delete.
  3. On the right, under the Action category, select the Delete button (X icon).

(2) Deleting Multiple Slots

  1. Make sure that you are on the My appointments page at the top.
  2. On the left side, check the boxes to select the slots you want to delete.
  3. At the top of the page, click on the Delete slots button.
  4. Select Delete selected slots.

(3) Deleting Unused Slots

  1. Make sure that you are on the My appointments page at the top.
  2. At the top of the page, click on the Delete slots button.
  3. Select Delete all my unused slots.

(4) Deleting All Slots

  1. Make sure that you are on the My appointments page at the top.
  2. At the top of the page, click on the Delete slots button.
  3. Select Delete all my slots.

 

Manually Scheduling a Student in a Slot

  1. Make sure that you are on the My appointments page at the top.
  2. Scroll down until you see the Schedule by student category.
  3. Find the student who you want to manually enroll.
  4. On the right, under the Action category, click on Schedule.
  5. Click on Schedule in slot, and choose which specific slot you want to schedule the student in. If no slots have been created yet, you can create a new slot.

 

Limiting Slots

  1. When creating slots using the Add slots button, input a number of students in the box next to Maximum number of students per slot.
  2. When editing a created slot, access the settings through the Edit button (gear icon), and input a number of students in the box next to Maximum number of students per slot.

 

Exporting as an Excel File

  1. Make sure that you are on the My appointments page at the top.
  2. To the very right of My appointments, click on the Export page.
  3. Choose formatting you want in General and toggle the checkboxes for the specific data you want in Data to include.
  4. Under File Format, select Excel.
  5. You can choose Preview to see what your Excel sheet will look like, or you can Create the export file.