Google Calendar allows you to create an appointment schedule that lets others book time with you. Here’s how to set one up effectively:

Google Instructions: https://support.google.com/calendar/answer/10729749?hl=en


Pomfret School 12 Step-by-Step Instructions


1. Open Google Calendar

2. Create a New Appointment Schedule

  • Click the + Create button (top left corner).
  • Select Appointment Schedule from the dropdown menu.

3. Set the Appointment Schedule Name

  • Name your appointment schedule descriptively (e.g., "Parent-Advisor Check-In").

4. Define Your Availability

  • Set the days and times you are available:
    • Click Add Availability to specify one or more time slots.

5. Set Appointment Duration

  • Choose a time slot length (e.g., 15 minutes, 30 minutes, etc.).
  • Click Custom to define a specific duration if needed.

6. Add Scheduling Parameters

  • Buffer Time Between Appointments: Prevent back-to-back bookings by setting a buffer (e.g., 5 or 10 minutes).
  • Maximum Appointments per Day: Limit the number of appointments to avoid overbooking.

7. Add Booking Restrictions

  • Advance Booking Requirements: Specify how far in advance an appointment can be booked:
    • Example: Set 4 hours to prevent last-minute scheduling.
  • Cut-off Date: Allow appointments only up to a specific date, if applicable.

8. Customize Appointment Form

  • Click Customize Booking Formand add relevant questions for attendees:
    • Name (Required): Ask for the attendee's full name.
    • Email Address (Required): Automatically included for sending confirmation.
    • Additional Questions (Recommended):
      • Example: “Student Name”

9. Set Notifications and Reminders

  • Confirmation Emails: Ensure the attendee receives a confirmation email after booking.
  • Reminders: Enable reminders (e.g., email 24 hours before).

10. Review Your Appointment Calendar

  • Preview your appointment page by clicking Open Booking Page to see how it appears to others.

11. Share Your Appointment Page

  • Copy the link provided and share it via email.
  • Example: "Click here to book a time with me: [Insert Link]"

12. Adjust Settings as Needed

  • If necessary, adjust the appointment schedule by clicking on it in Google Calendar and selecting Edit Schedule.


IMPORTANT: Make sure parents receive the Zoom link for your personal meeting room!

Update the event once it has been created and select Video Conferencing / Zoom meeting

 

Recommended Parameters

  • Avoid Last-Minute Appointments: Set a minimum notice period (e.g., 5 hours or 1 day).
  • Clarify Details in the Booking Form:
    • Include required fields for Name and Email Address.
    • Optional fields for specific needs (e.g., "Reason for the appointment").
  • Limit Appointments Per Day: Prevent overloading by capping daily slots.
  • Buffer Time: Use a 5 or 10-minute buffer to prepare for each session.