Making an Appointment Schedule in Google Calendar

The new Appointments Schedule feature in Google Calendar will make it much easier for others to make an appointment with you, and easier for you to create and manage appointment slots. For faculty, use Google Appointments to create an office hours calendar you can embed across your Nexus courses!

The new Appointment Schedule feature in Google Calendar makes it easy for others to make an appointment with you, and for you to create and manage appointment slots.

 

 

On This Page:

Advantages
Enabling the Feature
Making the Appointment Slot
Adding, Editing, or Deleting Appointment Slots
Finding the Sharable Link to Your Booking Page

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Advantages:

• The user interface makes it easy for you to create appointment slots and share a link to your booking page, and for others to request an appointment.
• If you already have something in your calendar at that time, no appointment slot is created during that time period.
• If you add something to your calendar, the available time slot is automatically deleted.

 

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Enabling the Feature

 

• Click on the Gear icon in the upper right corner of the window, and select [Settings].    
• Scroll to the bottom to find Appointment Schedules, and click in the check box to enable the feature.

 

 

 

 

• In the upper left corner of your calendar window, click on the left arrow to get back to your calendar. There is no Save button; the change will automatically be saved.

 

 

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Making the Appointment Slot

NOTE: Typically this will create a recurring appointment slot every week on the same day at the same time. If you already have something in your calendar at that time, no appointment slot will be created.

• Click in your calendar on the day of the week and a time when you want your recurring appointment to occur.

• Add a title. 
  • The title is visible to anyone who has the link to your booking page.
  • The title appears on your calendar for schedules and bookings.
• In the window that appears, click on the [Appointment schedule] tab.
• Select either [Create a new appointment schedule] or [Add availability to an existing schedule].
  • This is what creates the link to your Booking page that you will share. If you create a new schedule, a new link will be created that you will need to share.
• Click on the [Continue] button.

 

 

You can also create a new Appointment Schedule by clicking on the [Create] button at the top of the left sidebar, and selecting [Appointment schedule] at the bottom of the menu.

 

 

 

 

 

 

• In the next screen you can change a number of options - title, appointment duration (the default is 30 minutes), availability, "Repeat weekly" or "Does not Repeat" etc.

 

• Under General availability, you can add another period just by clicking on the plus sign by each day and entering the times.  

 

• To delete a time period, just click on the Delete icon beside the time.   

 

• Click the [Next] button.

 

 

 

 

 

 

 

 

 

• Choose a location.
  • If you're going to make a Zoom call you will need to edit the appointment after you save your schedule and add the Zoom information.
• An email will automatically get sent to the requester, but you can choose to have another reminder sent.

 

 

 

 

 

• Click the [Save] button.

 

 

 

The appointment slot will appear like this in your calendar:

(Yours may be a different clolor depending on your settings.)

 

 

 

 

 

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Adding, Editing or Deleting Appointment Slots

 

To ADD an appointment time slot to the existing schedule:

• Click in your calendar on the day of the week and a time when you want your recurring appointment to occur.

• In the window that appears, click on the [Appointment schedule] tab.
• Select the day and time by clicking on the current entries.
• Select  the [Add availability to an existing schedule] button and the title of your schedule will automatically be entered
  • This is what creates the link that you will share. If you create a new appointment schedule, a new unique link will be created that you will need to share..
• Click on the [Continue] button.

 

 

To EDIT an existing appointment slot:

• Click on the colored bar to the left of the existing time slot. Yours may be a different clolor depending on your settings.

 

 

 

 

• In the window that opens, click on the pencil icon in the upper right to edit. 

 

• Follow the instructions ABOVE to make any changes.

 

 

To DELETE an existing schedule slot:

• Click on the colored bar to the left of the existing time slot. Yours may be a different clolor depending on your settings.

 

 

 

 

 

• In the screen that pops up, click on the trash can in the upper right corner.

 

 

 

 

 

• In the next screen, choose which items you wish to delete by clicking the appropriate button: this week only, all weeks, or all availability.
• Click [OK] to save.

 

 

 

 

 

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Finding the Sharable Link to Your Booking Page

 

Go to your calendar and click on one of the bars for your time slot. Yours may be a different color depending on your settings.

 

 

 

In the next screen, click on the blue [Open booking page] button.

 

 

 

 

 

 

Copy the URL on this booking page to share it.

(Highlight the site address.URL, right-click and select Copy. Go to whereve you want to past it, and then rght-click and select Paste.)

 

 

The people requesting the appointment just need to click on an available day and time, fill out the small form, and submit. Their name and email address wil autofill, or require that they enter the information.

 

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Find information on creating a new calendar, click here: https://support.google.com/calendar/answer/10729749?hl=en

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For more information, please contact the Help Desk at 518.388.6400 or send an email to helpdesk@union.edu.