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Appointments: Customize your personal appointment settings

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The Appointments module makes it easy for your patrons to book one-on-one appointments with you. Whether it's via your public appointment booking page or an Appointments widget, patrons can see when you're available and schedule an appointment in just a few clicks. You can view and manage all of your appointments right from within LibCal. And, with iCal feeds, Outlook/Exchange integration, and Google Calendar integration, you can easily keep track of all of your upcoming appointments so you never miss a meeting. 

To get started, we recommend that you customize your Appointments settings, booking form, and email templates by going to Appointments > My Settings tab.

The My Settings tab on the Appointments page

Appointment Settings

The Appointment Settings allow you to configure the duration of your availability times, booking restrictions, and other important settings. Because these have a big impact on how students book appointments with you, it's strongly recommended that you set these up before you start adding availability times.

  1. Appointment Duration: Each slot can run anywhere from 10 minutes - 300 minutes.
    • This will also update all of your existing availability times to the new duration.
    • Please note: this option will not appear if your system admin has enabled Appointment Categories.
  2. Appointment Padding: If you'd like to include some time between appointments in your schedule, set that here. This can be helpful, for example, if you need time to get from one location to another.
    • Please note: this option will not appear if your system admin has enabled Appointment Categories.
  3. Patron Must Book in Advance: Set how many hours/days in advance the appointment must be booked.
  4. Patron Can Cancel Appointment: Set how far in advance a patron is able to cancel an appointment.
  5. Patron Booking Window: Set how far in the future a patron is allowed to book an appointment with you. For example, if you set the window to 2 weeks, then patrons will only be able to see availability times 2 weeks into the future.
  6. Public Nickname: Use this setting to create a nickname to show in place of your real name (as listed in your LibApps user account settings).
    • For example, if you enter a nickname of "Science Librarian", then patrons will see "Science Librarian" on all public appointment booking pages and email notifications.
    • Your real name, however, will continue to display in all internal stats reports.
  7. Friendly URL: You can give your appointment booking page its own customized URL. Although optional, this will make it much easier to link to and share the URL to your public appointment booking page.
    • The text you enter here will appear after /appointments/ (e.g. yourlibrary.libcal.com/appointments/my-friendly-url).
    • Important note: friendly URLs are case sensitive and can only contain letters, numbers, underscores, and hyphens. For best results, we recommend using all lowercase letters.
  8. Restrict Bookings by Email Domain: If you'd like to restrict who can book appointments with you, one way is to limit new bookings to users with certain email domain names.
    • For example, if your university's email addresses end in @springyu.edu and you want to restrict appointments to members of your institution, you could list @springyu.edu as the only allowed email domain name. That would prevent users with @gmail.com or @outlook.com email addresses, for example, from booking appointments with you.
    • You can specify one or more email domain names -- just be sure to include the @ symbol and separate multiple domain names by a comma (e.g. @students.springyu.edu,@staff.springyu.edu).
  9. Map Image: you can upload an image of a map to be included with your appointment bookings. It will be included on appointment confirmation pages and linked to in confirmation and reminder emails.
    • Click on the Upload Image button to upload an image from your computer. Images uploaded using this method are not stored in your Image Manager library.
    • Click on the Launch Image Manager button to upload or select an image from your LibApps Image Manager libraries. This is recommended if you plan to reuse this image again later.
    • Note: the email tag for displaying the Map Image -- {{LOCATION_MAP}} -- will not be included in customized personal appointment scheduler email notifications automatically. We recommend restoring the default email templates for your account or updating your custom templates to include the new tag. For more information on customizing email templates, see the Customize your personal appointment scheduler email notifications FAQ.
  10. Directions: Optionally, you can provide patrons with directions to your location or office. This will display both on the appointment bookings screen, as well as in the patron's email confirmation.
  11. Patron Reminder Email: You can choose to automatically send a reminder email to a patron prior to their scheduled appointment, up to 1 week in advance.
  12. Patron Follow Up Email: You can choose to automatically send a customized follow-up email to a patron after their appointment concludes, up to 1 week later.
    • This is a great way to gather feedback from the patron and ask if they have any follow-up questions.
  13. Enable LibAuth Authentication: If your LibApps administrator has setup LibAuth authentication, you can choose to enable it for your appointment booking form. When you do this, patrons will be required to authenticate before they can book an appointment with you. This will effectively restrict your appointments to people affiliated with your institution.
    • In the Enable LibAuth Authentication dropdown, select the LibAuth profile you'd like to use.
    • If any attribute rules have been added to your LibAuth profile, you can choose which rule to apply from the Apply Attribute Rule dropdown. For example, you could use this to restrict appointments to patrons with a certain status (e.g. undergraduates only) or department affiliation (e.g. only arts & humanities students).
    • Please note: if LibAuth was not enabled by your LibApps admin, then this option will not appear.
Appointment Settings under the My Settings tab

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. 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 Appointments widget, as well.

Screenshot highlighting the "More Info" icon
  1. Enter your description using the rich text editor. Use the various text editor options to format and style your text, as well as insert images.
  2. When finished, click the Save button.
The Appointment Instructions/Description panel under the My Settings tab

Color Settings

The Color Settings for your personal Appointments settings allow you to customize the colors and patterns used in the availability grid for your Appointments module. While Admins can set the default colors for the availability grid, the colors that you select for your account will override those defaults. To manage the color settings for your Appointments availability grid:

  1. From the My Settings tab, scroll down to the Color Settings panel.
  2. Select Set my own colors in the Admin Grid Colors field.
    • Note: select User the default colors to revert back to using the default colors.
  3. Use the color pickers to select your preferred color for each booking status. Alternatively, if you already have a hex code picked out, you can enter it directly into a field.
  4. Select a pattern to be used for each booking status.
    1. You can see a preview of how your color and pattern selections will be rendered.
  5. Click the Save button to apply your changes.
Example of customizing color settings