Adding & Updating Appointment Availability
*Please check your availability at least once per semester to ensure it is accurate!
As a new or returning user, the first thing you need to do is set up availability so students can schedule appointments to meet with you.
*Locations and services are created by university administrators.
On the Staff Home page, click the “My Availability” tab.
Use the Actions drop down menu to add time.
*You can edit an availability entry later if something changes.
Step 1: Select the days and times when you are available to meet with students.
Step 2: Select how long this availability will last. You can set hours for the semester, the entire year, or any other timeframe. Students will only be able to schedule appointments during that window – so make sure you keep your availability up to date!
Step 3: You can choose to add times to your personal availability link. This link can be shared with students via email or included in course materials as another way students can schedule an appointment with you.
Step 4: Select whether you will meet with students via appointments or drop-ins during that time. The campaign option is availability reserved specifically as dedicated time for targeted students to make appointments with you.
Step 5: Choose the location where you will be available. This could be your office, another room on campus, or Virtually.
*You must set virtual and physical hours separately!
Step 6: Lastly, select which student services you can provide students during this availability. (You can set up multiple availabilities for different services, i.e. one availability for office hours and one specific for undergraduate advising)
*Leaving this student services field empty means you will appear to be available for all advising student services
*Use the box under Special Instructions for Student to include personalized information - your office room number and location, phone number, Zoom link, anything students should bring (laptop), etc.
* You are now able to create availability for group appointments by indicating how many students can schedule during the same appointment time.
Step 7: Click the Save button. Repeat this process until all your availabilities have been defined.
*You can have as much availability as needed – virtual or in-person.
There are two other options under the Actions dropdown:
Copy Time - To copy a time, select the time you would like to copy and click the Copy Time button. A dialog will open allowing you to make edits or to save your newly created availability.
Delete Time- to delete your time, simply select the time and click the Delete Time button.
*Inactive availabilities are highlighted in red in the Times Available grid.
If you scroll to the bottom of the page under the My Availability tab, there is now an option to hide your availability. This is only to be used in extreme cases after you have had a conversation with your department head.
