Google Calendar Public Appointment Slots

Google appointment slots let you set up a block of appointments on your calendar that other people can reserve. For example, teachers can invite their students to reserve time during office hours each week. 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 slots within. For example, you can set aside 2 hours that you're available to meet with people in 30-minute slots. Others can then book one of the 30-minute slots within that time that works best for them.

Google already has documentation created for using appointment slots. I've included the process below with screenshots outlining the process.

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In order to use appointment slots, both parties must have Google accounts.

1. Log in to your Google account. Use the grid icon in the upper-right corner to select 'Calendar'.

2. From the 'Day' or 'Week' view, click an area in your calendar which you wish to create your appointment slots. A pop-up will appear asking you to enter details for the event. Click the section labeled 'Appointment Slot' and then click the 'More Options' link at the bottom of the window.

3. Enter a title for your appointment slots. In the example below, I've titled my appointment slots as 'Office Hours'. Edit the duration for each slot. To add this as a repeating time slot, click the dropdown that says 'Does Not Repeat' and change it to the appropriate time frame and click 'Save'. In the example below, the appointment slots will be available every weekday from 2:00pm - 4:00pm.

4. You will be returned to your calendar view and you will now see a block that was created for your new appointment slots. It will look like this.

5. Click the new event that you just created. Click the link titled 'Go to appointment page for this calendar'.

6. The appointment page for your calendar will look like the image below. The link for this page will need to be shared with anyone with a Google account that you would like to be able to schedule an appointment with. You can email this link out to students or you can add it as a link on your Canvas page for students to access easily. Please note, although you will be able to see all events in your calendar, whoever you share this link with, will only be able to see the appointment slot events that you've created.

7. Students will access the link that you shared in step 6. They will see only available appointment slots. Once a slot has been scheduled, it will not be visible to others to schedule. Students will click the appropriate time.

8. Students will then be asked to enter any additional information. The title will default to the event name followed by their name in parentheses. They can then add a description for the appointment if they choose and then click Save.

9. Your Google calendar will now show a new individual event that was created during the time slot that was chosen by that student. Clicking this event will open a new window which will reveal a unique Google Hangouts Meet link. This information will also be automatically emailed to both you and the student confirming that a new appointment was created.

Video Tutorial on Setting up Remote Learning Appointment Slots

Here's a link to a video which reviews how to set up Google Calendar Appointment Slots. Each bookable slot then has a Google Meet in it, so students can book time to meet with you 1:1 during a period of remote learning. The video also shows how you might share the appointment calendar with your students, and shows what the process looks like to students.

How appointment slots relate to regular events

Appointment slots in Google Calendar allow users to offer specific, limited hours during which they can be booked by students (or adults) with whom they have shared the link to their appointment slot web page.

When you create a block of appointment slots, the block initially shows up as a single event on your calendar. To confirm that an event is an appointment block, at the upper left corner of the event, find the Appointment block Appointment.

When someone reserves one of your appointment slots, the reserved slot shows up as an event on your calendar, and theirs.

Create an appointment block

Step 1 - Open Google Calendar.

Step 2 - Make sure that you're in Week view or any Day view.

Step 3 - Click anywhere in the calendar. In the event box that pops up, click Appointment slots.

Step 4 - Enter the details, including a title, and the duration of slots (10 minutes, 15 minutes, etc...) which will be bookable.

Step 5 - To add more information, like a location or more detailed description, click More options.

• Tip: If you want to make the appointment block repeat, do so before you invite others to reserve a slot. When you make an existing appointment block with reserved slots repeat, the reserved slots get duplicated as new slots and double booking can occur.

Please don't Add guests to the appointment block!

• Pro Tip: Don’t add people who want to reserve an individual appointment slot. Instead, send them a link to the appointments page (see below).

How to Invite others to reserve an appointment slot

After you've set up the appointment block, you can invite people to reserve a slot with a link to your appointments page (a web page which shows all of your available appointment blocks).

Step 1 - Open Google Calendar.

Step 2 - Click your appointment block and then Go to appointment page for this calendar.

Step 3 - Copy and paste the appointment page link from your browser.

Google Calendar Public Appointment Slots For Real

Step 4 - Post this link to Schoology, or send this link to people who want to reserve an appointment slot.

Important Note! The bookable appointment slots themselves won't show the option to 'Join Google Meet', but once someone books an appointment with you the 'Join Hangouts Meet' option will automatically appear in the booked calendar event.

The Student view

Google Calendar Public Appointment Slots List

Students can now reserve your appointment slots with the link you sent them.
Students simply click on one of these silver appointment slots to create an appointment with you.

Once created, that appointment looks like any other event on your calendar and includes a Google Hangouts Meet link for conferencing.Each individual student's name is automatically added to the appointment they book, as in the picture below.