The scheduler activity allows lecturers to specify time slots for meetings, which students then choose on Moodle. Staff can in turn record that the student attended, make notes about the meeting – and optionally assign a grade – within the scheduler. The scheduler sends reminders to both students and staff and allows either to cancel the appointment and book another time. The scheduler also supports group meeting, where multiple students can sign up at one time. It also allows staff to assign students to attend a meeting at a particular time. Please note, it is not integrated with your Roehampton Microsoft calendar, you will need to add to this separately if required.

For online meetings you may prefer to use Bookings that create slots directly into yours and your students university calendar (not in the Moodle calendar) and create online Teams links as part of the set up (not currently available for VL staff). Bookings does not allow multiple students to join a slot. Alternatively, it’s possible to share a link to an online Teams room via the Scheduler for students to access but ensure you that students are sent to the Teams lobby so students cannot access the room early while you are still talking to another student.

Why use it?

There are lots of reasons to use the scheduler. For example:

  • It’s particularly helpful for setting up personal tuition sessions, presentation sessions, or any other meeting where participants choose a slot.
  • Participants (one or more, depending on your settings) can register for one on a first-come-first-served basis.
  • Once the slot is full it becomes unavailable, but if a student cancels it can become available again.
  • The scheduler keeps track of the appointments, prevents clashes, and allows slots to be freed up if somebody’s plans change.
  • Staff can themselves set up appointments for students, and have Moodle send the participants a notification email.
  • Staff can set different locations for meetings.
  • The scheduler will optionally send out email reminders to both staff and students.
  • Appointments booked in the Scheduler appear in the Moodle Calendar of each participant
  • The scheduler lets staff record whether the meeting took place or not, and make notes about attendance.
  • Staff can see which colleagues are seeing which students.
  • Staff can see which students have not yet made or attended an appointment. Staff can add notes to the appointment, which are visible to the student(s).

How do I set one up?

Video demonstration (YouTube) 

Follow these simple steps to get a Scheduler activity set up and following this you can then add your booking slots.

  1. Log into Moodle, Turn editing on and go to the module section where you want the Scheduler to appear.
  2. Click the Add an activity or resource menu, from that select Scheduler, then the Add button;

Scheduler settings.

  1. Name: choose a short distinctive one with the important information upfront.
  2. Introduction: this displays for students above where they make their selection and is a good place to give concise, informative instructions.
  3. Role name of the teacher: this might, for example, be Personal Tutor, or Supervisor.
  4. Mode:
  • Appointments in this scheduler: the students can only book a fixed number of appointments in this scheduler activity. Even if the teacher marks them as “seen”, they will not be allowed to book further meetings. The only way to reset the ability of a student to book is to delete the old “seen” records.
  • Appointments at a time: the students can book a fixed number of appointments. Once the meeting is over and the teacher has marked the student as “seen”, the student can book further appointments. However, the student is limited to the number of “open” slots at any given time.
  1. Guard time: This option prevents students from changing their slot just before the start time and it also stops them booking a slot that is set to start imminently. For instance if you set a guard time of 3 hours, students cannot change a session or sign up to a session available within the 3 hours before a slot
  2. Default slot duration: set to the number of minutes to the length of time you want to meet (this will also display to students).
  3. Notifications: setting this to Yes will send email notifications and reminders to students and tutors.
  4. Use notes for appointments: You can choose whether to enable appointment notes within the scheduler and whether to be available to the students and teachers or private to the teachers only.
  5. Grade: unless you want to assign marks for the meeting, leave this as No Grade.
  6. Booking form and student supplied data -When students book a slot in a Scheduler, they can optionally be presented with a separate booking screen before the actual booking is made. This screen can be used to display certain information to the student such as booking instructions, or it may require the student to enter some text, or upload files.
  7. Scroll down and click the Save and display button; the front page of the Scheduler displays
  8. You will see all the students on your module listed. You can schedule students into slots using the Action column and clicking schedule in slot or you can let students book slots.
  9. To enable this you must then add appointment slots for your students to book.

Adding slots for students to book

  1. When a scheduler is first added to a course, the scheduler will not have any slots set up. Each enrolled teacher can add their own slots.
  2. Next to the actions option click on “Add slots”
  3. This option allows you to add either repeated slots or one-off slots. You will be able to add slots using the form below:

Adding Slots in a Moodle Scheduler

Add Slot Form Elements

  1. The start date for slots becomgin available.
  2. The last date for making slots available. Keeping this date equal to start date will make slots for a single day. During these dates, slots will be repeated based on the day of week and time.
  3. You can choose which days of the week to create slots on.
  4. The hour range for making slots can be set here.
  5. Selecting ‘Divide into slots’ will create multiple slots fitting within the range specified above and to the duration specified in the setting below.
  6. Set the duration for each slot.
  7. You may set a break to appear after each slot, allowing you time to write notes or take a break.
  8. The ‘Force when overlap’ setting will allow the slot creating procedure to continue even if there are slot timing clashes. If enabled, this will remove the existing clashing slots and create the new ones. If disabled, existing slots will be kept and new ones will not be set up.
  9. Using ‘Maximum number of students per slot’ you can specify how many students should be able to sign up for each slot.
  10. Set the location where you will meet students.
  11. If you are enrolled as a teacher, you may appoint for someone else other than yourself.
  12. You may change the display slots to students from setting to decide when slots can start to be booked by students. Options include ‘Now’ (so they can start to book immediately), or ‘1-6 days before the slot they want’, and  or ‘1-6 weeks before.’ etc
  13. You may control when a reminder will be sent by mail to the student. Options include ‘Now’ (always available), ‘1-6 days before’, and ‘1-6 weeks before.’
  14. Click on ‘Save changes’.
  15. You may then use the invite option to invite students to book a slot in the scheduler. This will send an email out to the Roehampton inbox.

Once you are using Scheduler you can also make use of the appointments page by checking who is left to book an appointment with you and send them a reminder.

Staff keeping records

A checkbox next to the student’s name allows staff to note that they have seen a given student. Records can be kept by clicking each appointment’s respective Cog icon – this displays a form including text fields for:

  • Comments – these might be to guide preparation for the meeting.
  • Notes for appointment – these might be a record of the meeting.

FAQs

FAQ

Q1.What do students do in Scheduler?

A1. Students are presented with a list of available slots (slots which have already been booked are not displayed at all). Each student clicks on a ‘Book slot’ button for their preferred slot (one only) and (depending on settings) email notices are sent. If a student wants to cancel or choose a different appointment, they can do so via the Cancel booking link appears next to their booking; the slot then displays as free and (again depending on settings) email notices are sent.

Q2. What do staff see as students book appointments?

A2. Staff see student names (with their profile pictures) against each booked slot. If a Group booking is made then the names of each student Group member and their profile pictures are listed against the slot.

Q3. What about students who don’t make a booking?

A3. Under the table of slots is a list of students who have not signed up for slots; you can schedule meetings for those students if you need to and notify them by email.

Further help

Further guidance on the Scheduler activity is available from moodledocs.

If you have a specific question about the tool please contact the eLearning Services team.