We are using Google Calendar for the scheduling of Parent / Teacher conferences. This help guide will explain how to create your calendar, set notifications, set up your available appointment slots for your conferences, remove unavailable times, invite other staff to one of your conference meetings, and view your schedule for each conference night. First, start by clicking ‘create a Doodle’ at the top of the page. On the first step include the name of the meeting, the location of the meeting, and any notes you like. For this example, we’ll use ‘Revision meeting.’ The location is our office in Berlin. Add Multiple Calendars. Less is more sometimes. By default, Google Calendar gives every user one.

You can use Google Calendar’s Appointment Slots function to create appointments that other users can book. For example, faculty can create office-hour or class-presentation appointment slots that students can then book themselves. This function creates an additional view of your calendar that only shows the available appointment slots. Visitors can then click on a time slot to book it. Then once a time is booked, the time is filled in and unbookable by others.

Note: Appointment Slots are currently only available to Google Apps users (i.e., not to personal Gmail users). Users must be signed in with their Daemen email to access the appointment slots.

There are several things you can do with appointment slots:

• Setting up appointment slots
• Adding others to the appointment
• Inviting others to book appointments

Setting Up Appointment Slots

1. Go to Google Calendar.
2. Click on the date you want to set the appointment slots for.
3. In the event box, click “Appointment slots”. Enter the event title, time frame, and slot duration then click save. For example: If you select the time as “9am-11am” and with “slots with duration of 30 minutes” then 4 appointment slots would be createdeach lasting 30 minutes during that time period.

4. Once saved, click on the appointment to edit the event and add additional details like location or description.

Adding Others to the Appointments

Set Up Appointment Slots On Google Calendar

Adding others to the appointments is not the same as inviting them to book an appointment. When adding someone to the appointments, they will be invited to every appointment so only add people who will be assisting with all the appointments (i.e. – if it is for an Office or Department, you may want to add others in the office so they can see the appointments).

1. Click on the appointment slots and select “Edit”. Enter their username in the “Add Guests” field (to the right).

Inviting Others To Book Appointments

You must set up the actual appointment slots before others can book them.

1. Go to Google Calendar.
2. Click the appointment slot event on the calendar, then click on “Go to appointment page for this calendar”.
3. Copy the calendar’s appointment page link found at the top of the page.
4. Email this link to people looking to book an appointment.

How To Use Appointment Slots In Google Calendar