Creating Schedules for Virtual Office Hours in Zoom

When to Use?

Zoom offers the ability for students to schedule appointments with you for office hours or other course-related meetings. These appointments are known as events in Zoom.

Procedure

Follow the instructions for adding a Zoom link to your course.  Click on the link to launch Zoom.

When Zoom loads, click on the Appointments tab at the top of the page. You’ll land at the Bookable Schedules page containing two tabs – My Schedules and Upcoming Events. Click the + Create Schedule button to set up an appointment schedule.

 

Bookable Schedules page in Zoom LTI. Page includes My Schedules tab, Upcoming Events tab, and a Create Schedule button.

 

The New Bookable Schedule window opens. In this window, set up the event:

  1. Select the days in which the event applies.
    1. If you choose more than one day, you’ll have the option to set individual times for each day.
    2. You also have the option to apply the same schedule to all selected days.
  2. Select the end date for the event.
  3. Set the duration of the event.
  4. Provide a name for the event.
  5. Optional-provide a description of the event.
  6. Optional-enable Apply schedule to all courses.
    1. Apply schedule to all courses will apply the schedule globally for all of your courses. Note: If enabled, meeting appointments booked for global schedules will appear in the users' Upcoming Events tab from any course.
  7. Click Save.

New Bookable Schedule window where you select days, end date, duration, event name, event description, and the option to apply the schedule to all courses.

 

Bookable Schedule window showing selected dates, times, end time, and duration of an event.

 

After the event has been scheduled, it will appear on the Bookable Schedules page in the My Schedules tab.

 

Bookable Schedules page showing the newly created event. Edit and delete options are available for faculty.

 

Below is the student view of the scheduled event. Students must click on the named event for the scheduler window to open.

 

Student view of the Bookable Schedules page showing the instructor's scheduled event. Students click o the name of the event to select a date/time for an appointment.

 

Below is the student view of the scheduler window where students select the event they would like to attend.

 

Student's view of the appointment scheduling options.

 

Below is the confirmation window shown to students to verify they want to book the event.

 

Book meeting confirmation window for students confirming selected date and time.

 

Once the meeting has been booked, it will appear in the Upcoming Events tab for both students and instructors.

 

Student view of Upcoming Events:

Student view of the scheduled event from the Upcoming Events tab on the Bookable Schedules page.

 

Instructor view of Upcoming Events:

 

Instructor view of the scheduled event from the Upcoming Events tab on the Bookable Schedules page.

 

Below is the confirmation email the student receives after scheduling the event.

 

Confirmation email sent to students after scheduling an appointment. Email provides the meeting ID, event name, date, and URL to join the event.

 

Instructors also receive an email notifying them of the scheduled event.

 

Confirmation email received by an instructor showing the meeting ID, meeting topic, date/time, URL for the event, and who scheduled it.

 

 

Students can cancel the event by clicking on the Cancel button from the Upcoming Events tab.

 

Cancel this event? dialog box for students when they click on the Cancel button from the Upcoming Events page. Details about the event to cancel are shown.

 

Instructors will receive an email notifying them of the cancellation.

 

Cancellation email received by the instructor showing which event has been canceled by a student.

Instructions to Provide to Students

Booking an appointment with an instructor

  1. Log into your course in Blackboard Ultra.
  2. Click the Zoom icon to launch Zoom. 
  3. Click the Appointments tab at the top of the page. 
  4. Click Schedules. 
  5. Click the desired instructor's scheduling calendar.
  6. Select an available time slot on the calendar.
  7. Review the appointment details.
  8. Click Book.

Joining a scheduled appointment

  1. Log into your course in Blackboard Ultra.
  2. Click the Zoom icon to launch Zoom. 
  3. Click the Appointments tab. 
  4. Click Upcoming Events.
  5. Find the desired appointment and click Join.
  6. (Optional) Click Cancel to cancel the appointment. 
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