G Suite Calendar Appointment Slots
1. Log into my.ryerson (your Ryerson Portal) and go to the Apps tab.
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When one of your appointment slots is booked, an individual event for that slot is created in your calendar. It is displayed on-top of the bulk appointment time. The timeslot is removed from the booking link so no-one else can book it. Open the event to view details of the booking, including who has booked it and any notes they have made. This week we're looking at adding appointment slots using the new Google Calendar interface. Hopefully this will help you save some time and be more producti. Appointment slots are useful when you don't know who needs to meet with you, but you want to make yourself available. You can offer people a block of time on your calendar that they can book time.
Note: Appointment slots do not work on your private Google Calendar, they only work on the Ryerson G Suite version.
2. Click on Calendar from the G Suite menu.
3. Navigate to the week when you want to start your office hour.
4. Click and drag to create a regular appointment spanning the total length of that particular office hour session. An input box appears as shown in the Figure 1. Note that in this example we’re setting up a block of office hours lasting three hours.
5. Click on “Appointment slots” in the input box and you will see a screen shown in Figure 3.
Note: If this is your first time accessing the appointment slots, you will first get a screen explaining what are appointment slots.
6. Click on 'Get started with appointment slots' to go to 'Appointment slots'.
7. Add a title, e.g. “Office Hours” as shown in Figure 3.
8. Click on “More Options”. You will get an edit page for the appointment slots.
9. Click 'Does not repeat' to reveal a drop down menu with options to set the recurrence of the block. Click 'Custom' to set up a custom recurrence of the appointment block. In this case we have set it to repeat every Tuesday and Thursday until August 1st.
10. Clicking Done will take you to the 'Edit details' screen.
11. Add your office room number in the “Location” field.
Note: Please take a note of the 'This calendar's appointment page' text on the screen. You will need this later. Click on the link to open the “Calendar’s appointment page”.
12. Save your changes. You will then be returned to your calendar. You will see block appointments set up over the range you specified, repeated as you specified.
13. Use the “Calendar’s appointment page” link, mentioned in Step 11 above, to embed into your web page or an email so your students can see and visit your calendar.
14. When a student accesses the shared link, they will see something. Twelve different slots are represented here.
15. A student would select one and fill in their personal details. They will see 'Book an appointment' screen.
16. After saving the appointment details, the student will see a confirmation screen.
17. When a student books an appointment slot, you will receive an email message showing you the request and giving you the choice to accept or decline the appointment. If you accept it, the appointment will show up in both your google calendar and that of the student.
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(This page is based on Prof. Fil Salustri's own document on the same topic.)
You missed an important online meeting. Was it because you did not create a Google Calendar Reminder?
It’s more likely because you did not enable one or more Event Notifications.
Let’s look at the difference between Reminders and Event Notifications.
Google Calendar Reminders
A Reminder is the simplest of the five Google business calendar item types.
The fields within a Reminder are limited to title, date, time, a dropdown for repetition intervals and a checkbox for “All day.”
Note: Google Calendar for consumers has two item types—Events and Reminders.
Google Calendar for business also includes Out of Office, Task and Appointment Slots.
Reminders display on your calendar—but that’s it. A reminder cannot pop up a browser notification, nor can it send an email reminder.
When you mark a Reminder “Done”, it moves to the top of your calendar and the text is stricken.
Google Calendar Event Notifications
A Google Calendar Event is a richer Calendar item than a Reminder. In business, Events are commonly used for:
- Face to face meetings
- Online meetings
- Webinars
- Blocking out time for working on tasks
- Airline travel
Event Notifications let you know that the start time for an Event is approaching. The two types of desktop Event Notifications are browser notifications and emails.
For new Google Workspace users, by default, a Chrome Event Notification will slide into the top right of your browser along with a sound 10 minutes before the event.
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How to Change Event Notifications
There are two ways you can modify the notification or notifications for an Event.
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1. Change the default notification(s) for all new Events
In your calendar, click the gear icon and then select Settings.
Select your calendar, click Event Notifications and then add a Notification.
You can set your calendar for no default notification, but that’s not recommended.
2. Add or remove Event Notifications on the fly, within individual events
Within an Event, click on Add Notification to add one or more additional notifications. In this example, an email notification for 15 minutes before the event was added (Google Calendar used to support SMS notifications, but no more).
Note that Google Workspace users have an integrated online meeting option—Google Meet.
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As you can see, for business purposes, Event Notifications are a lot more useful than Google Calendar Reminders.
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G Suite Calendar Appointment Slots
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