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LibCal My Scheduler for UL Librarians

Getting There...

To configure your My Scheduler settings, go to Appointments > My Settings.

Appointment Settings

Click the My Settings tab to adjust your settings. All of the drop down menus can be changed and edited! 

UL Librarians have decided the following: 

  • Appointment Duration: Minimum 30 minutes. Maximum: 1 hour.
  • Advance Bookings: Users will can book an appointment 12 hours in advance.
  • Cancelling Bookings: Librarians can set how many hours/days in advance appointments must be canceled (from 0 hours - 1 week).
  • Public Calendar: Librarians will set how far in advance a person can book an appointment (e.g. 1 week, 2 months, etc.)

Appointment Form Settings

When users schedule an appointment with you, they will need to fill out a form. By default, the form will ask the user to enter their name and email address. However, you can customize the form to add additional questions, up to 10 total.

UL Librarians have agreed to ask the following questions by default:

  1. Name* (Single-line Text Question)
  2. Email* (Single-line Text Question)
  3. Major or Course Subject Area* (Single-line Text Question)
  4. How can I help you? Please write your question here.* (Multi-line Text Question)
  5. Tell me where you have already looked for information on this question. (Multi-line Text Question)
  6. Campus Status: Undergraduate, Graduate/Professional, Faculty, Staff, Community Member, Alumni, Other (Dropdown Question)
  7. Would you like to meet in person or virtually (e.g. Zoom or Skype)? (Single-line Text Question)


You can customize the form to add four additional questions, up to 10 total.

Adding Questions

Adding questions

  1. Click on the Add Question button.
  2. In the Question Text field, enter the question you want to ask the patron. This will appear as the field's label.
  3. Select the type of question you want to add from the Selection Type dropdown. You can add the following field types:
    • Radio buttons
    • Checkboxes
    • Dropdown
    • Single-line text
    • Multi-line text
  4. If you'd like, select the Required checkbox to require patrons to answer this question before submitting the form.
  5. If you selected Radio Buttons, Checkboxes, or Dropdown, use the Selections field and  Add Selection button to add options.
  6. Save your changes.

Example of adding a question

Managing and Reordering Questions

Managing and reordering questions

  1. To edit a question, click on its Edit Question () icon.                                              
  2. To delete a question, click on its Delete Question () icon.
    • NOTE: this will remove the question from previously-submitted bookings, as well, so you will lose all responses for this question.
  3. If you add 2 or more questions to your form, click on the Update Order button to reorder them.
    • This will allow you to drag and drop your custom questions into a new order.
    • You cannot change the order of the Name or Email fields.
    • NOTE: if you have already collected responses to this form, keep in mind that those booking form responses may not align with future bookings.
      Screenshot highlighting options for editing, deleting, and reordering questions



Appointment Instructions/Description

The Appointment Instructions/Descriptions text area is a great place to share more info about yourself or the appointment process in general. Just use the rich text editor and save your changes.

Patrons will be able to see this on the public appointment booking page by clicking on the More Info () icon next to your name. It will also appear in the My Scheduler widget, as well.

It is recommended that UL Librarians include a short description about them that includes their subject expertise. For example: Hello! I'm Willie, the Informatics & Journalism Librarian at IUPUI University Library.

Email Templates

My Scheduler generates several notification emails, each with its own customizable template.

  1. For each template, you can customize both the subject line and body of the email. 
  2. The body of the email can include HTML code to help style your messages.
    • For example, to make text bold, put it inside of <strong></strong> tags.
  3. Each template uses several tags to insert information about the booking directly into the email. For example, the {{NAME}} tag will insert the full name of the user wherever the tag appears in the email.
    • NOTE: tags are case sensitive and each template uses different tags. Note the Available Email Tags list for each template to know which ones are available.
  4. To edit any template, just click on the blue underlined text. The following email templates are available:
    • Confirmation email to user: this is sent to the user after they book their appointment. 
      • This is where you can add your research consultation Zoom link. Add after When and With lines.
      • Where: Zoom - <a href="YOUR ZOOM URL">YOUR ZOOM URL</a>
    • Confirmation email to admin: this is sent to the librarian after the patron has booked their appointment.
    • Cancel appointment by admin: this is sent to the patron if the librarian has canceled their appointment.
    • Cancel appointment by user: this is sent to the user when the patron has canceled their own appointment.
    • Reminder email: this is an optional email that can be sent to patrons as a reminder for their appointment. It is recommended that UL Librarians should select a reminder option.
      • Use the Set up Reminders option to choose how long before an appointment to send these reminders.
      • Select "No Reminder" if you do not want to send a reminder to patrons.
    • Follow up email: this is an optional email sent to the patron after the appointment has ended. This is a great way to send users a link to a feedback form or to let them know how to contact you if they need any additional help.
      • Use the Send Follow Up Emails option to choose how long after each appointment to send these emails.
      • Select "No Follow Up" if you do not want to send a follow-up email to patrons.
      • It is recommended that UL Librarians should select a follow up email option.

Example of an email template