Overview

This guide explains how to configure your scheduler activity to facilitate group booking of slots.

Contents

Group booking of slots

It is possible to setup a scheduler which can be in conjunction with Learning Space Groups to facilitate booking of appointments for groups. This is quite a specific use-case, and requires that you have already set up groups within your Learning Space module or course. 

Read our group article for more information about groups.

Important: If you're adding multiple groups to a slot - make sure a student doesn't appear in more than one of the groups being added.

If you want to check what group a student belongs to, click the 'Participants' tab, then click the 'Subscribed users' drop down menu and select 'Groups'. You can then click to select a group and view student names in the 'Members of:' panel.


Configure your scheduler for group bookings

Scheduler settings can be edited to allow for group bookings. To enable group bookings for a scheduler, you need to edit the settings for your scheduler. If you haven't already created a scheduler, take a look at our 'Scheduler for staff' guide to find out how. 

 

To set a scheduler up for group bookings, open thee scheduler and click 'Settings'.

Scroll to 'Booking in groups' and select 'Yes, for all groups'. This is one of the key differences to the settings you would choose when setting up a standard scheduler for individual bookings.

You also need to ensure your scheduler has 'visible groups' selected as the 'Group Mode' within the ‘Common activity settings’ of the scheduler settings page.

When you have made these selections, click ‘Save and Display’. 

Add slots to schedule

 

Having saved your scheduler settings, you need to add new slots to the scheduler. Click into the schedule which you wish to use for group bookings, and click on ‘Add slots’.

 

Create a new slot and assign a different member of staff as the 'Staff member' (we are aware that this seems like an unusual step - you will change it back to your own name later on).

 

Ensure that 'Maximum number of students per slot' box is unchecked.

Click 'Save changes' and repeat steps to add further slots.

When you have finished adding appointment slots, click the 'All Appointments' tab within the scheduler.  

The ‘All appointments’ page displays the appointment slots you have created and the names of students that have booked a slot. For more information about how groups book their own slot, look at the ‘Scheduler for Students’ guide. You can also schedule groups into appointment slots on this page.

Schedule a group

To schedule a group, scroll down and you will see groups that haven't booked a slot listed in the ‘Schedule by group’ column. 

Click 'Schedule' next to the first group you want to assign - and choose 'Schedule in slot'.

Next, choose your slot from the 'Choose existing' dropdown. The page will refresh with updated information. Scroll to the bottom of the page and choose 'Save changes'.

Important: When adding lots of students, this can take a long time to process. DO NOT refresh your page.

Repeat the previous two steps for any remaining groups.

Important: If you don't see the remaining groups at this point then it is because a student appears in more than one group. You must remove the student from one of the groups.

Once a group has been scheduled, the names of students within the group will appear against the slot. 

Question mark iconFurther Support 

For further support on Learning Space, or to report any issues with this guide, please get in touch with the Digital Learning Team via dlsupport@falmouth.ac.uk. Alternatively, please refer to the numerous help guides found on our Knowledge Base. 


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