Note: this tool was originally built for Advice to manage WALS/Language and Communications appointment slots. It can be used for other areas but some functionality may be specific to Advice.

Quick links

Public access to booking

https://studentsunionucl.org/appointments 

Admin access to view all bookings made

https://studentsunionucl.org/admin/structure/appointment/bookings

Summary of how the tool works

Essentially:

  1. There are a few different types of 'appointments' set up. If you need more, e-mail su.systems
  2. Union staff create 'slots' for these appointment types which can be booked by students.
  3. Students book individual slots as 'bookings'. They should be provided with the public link - https://studentsunionucl.org/appointments 
  4. Union staff can see booked slots at any time and cancel appointments if required.

Administration is done via: https://studentsunionucl.org/admin/structure/uclu-appointment

If you do not have permissions to manage this, talk to the Systems team to be granted 'A&W admin' permissions.

Creating slots

There are two ways to create slots: individually or in bulk. 

Individual

  1. https://studentsunionucl.org/admin/structure/uclu-appointment/slots/add/default
  2. Enter the start time and end time.
  3. Capacity limits how many students can immediately book.
  4. Select 'published' if intending to go live immediately.
  5. Select at least one appointment type and press '+' to make it bookable.
  6. Save new slot. It is now available for booking.

Bulk

  1. https://studentsunionucl.org/admin/structure/uclu-appointment/create-slots
  2. Fill out form, selecting multiple slot times and the date range to create them in.
  3. Click 'create slots'.
  4. Be careful with this tool - it will create multiple slots but they will either need to be deleted individually or the whole day's appointments will need to be cleared (via the Delete slots tool).

Deleting slots

Delete slots individually:

  1. https://studentsunionucl.org/admin/structure/appointment/slots
  2. Find the slot in the table.
  3. Click 'delete' in the 'Operations' column.

To delete all slots for a given day or set of dates, go to https://studentsunionucl.org/admin/structure/uclu-appointment/delete-slots

Viewing bookings

  1. https://studentsunionucl.org/admin/structure/appointment/bookings
  2. Filter by date and/or sort by the headings of the table.
  3. To view details click the Booking ID.

Managing appointment types

  1. https://studentsunionucl.org/admin/structure/taxonomy/uclu_appointment_type
  2. Click 'edit' next to the appointment type required.
  3. Scroll down to edit the e-mails the system sends. Note that this should:
  • include reference to [email protected] 
  • advise students NOT to reply to the e-mail as it will not go to an accessible inbox

Other notes

  • Administrative notifications of bookings are set up to be sent to [email protected] automatically. Contact SU.Systems if not.
  • A feature under development is to allow you to mark appointments as having been attended.

 

Last updated 4 years ago Read time 2 mins