Sign-up tool. Suggestions for use

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1 Sign-up tool Purpose: The Sign-up tool allows for meetings and other events to be set up, and to allocate participants or allow them to book a place in the time slot of their choice. Participants can be placed on a waiting list if a meeting is full, and they can submit a comment to the meeting organiser when signing up. Default permissions: Only those participants with the maintain or contribute role are able to create new meetings, and edit or remove existing meetings. All participants can view the list of specified meetings. Only those with the access role can sign up to attend a meeting, if sign-up has been allowed by the meeting organiser. Typical use & good practice tips: Creation of the Sign-up tool was motivated by requests from academic staff who wanted to replace the 'sign up sheets on the door' with an online alternative. They needed a system that would allow people to sign up for consultation hours, tutorials, meetings, review sessions and other events in one convenient place. The tutor, lecturer or member of administrative staff (the meeting organiser ) can make various scheduling, participation, recurrence, and notification arrangements when creating a meeting. The organiser can assign participants to timeslots or allow them to select their own timeslots. If a timeslot is full, the organiser can allow participants to add themselves to a waiting list, which automatically promotes a participant when a slot becomes available, and sends an notification. The Sign-up tool is group-aware which gives academic staff the ability to set up office hours or meetings which are visible only to specific groups of students. All meetings set up using the Sign-up tool are automatically added to the Schedule if this tool has been added to your site (but this default setting can be changed). Note that all participants will see all meetings in the Schedule, not only those to which they have signed up. Participants can access and sign up to their scheduled meetings via the Mobile Oxford platform, using internet-enabled phones (See section: Student View in this guide). Other useful step-by-step guides to read in conjunction with this one: Schedule (Calendar) HTML (WYSIWYG) editor All step-by-step guides are available from weblearn.ox.ac.uk/info Suggestions for use Quote from a College Master s PA: I used the sign-up tool to launch the Master s 10-minute student appointments and also for the Master s Buffet Suppers. The sign-up tool has saved me so much time and has certainly brought the College into the 21 st century! The Sign-up tool can be used in a variety of ways this list is not exhaustive, but provides some examples. More detailed scenarios and how to set up complex meetings are provided in the online Sakai Help documentation. Access this by clicking on the blue question mark Help icon, anywhere in the Sign-up tool. 1. Use the Sign-up tool to allow students to sign up in advance for consultation hours or attendance at a seminar or tutorial. Because you can break up the total time into individual slots, it allows both you and the students to make better use of your time. 2. The Sign-up tool is group aware which enables a tutor to set up consultation hours or meetings which are visible only to specified subgroups within a site. (Note: First create the subgroups: click Site Info then Manage Subgroups.) DOC-66 Creative Commons Attribution 3.0 Unported License. 14 July 2016 To view a copy of this licence, visit

2 3. To schedule in-class presentations either by individuals or by small groups, set up multiple time slot meetings within a class time to allow a fixed time for each presenter. Ask the students to indicate the topic of their presentation by typing it in the comment area when they sign up. 4. To save re-creating a meeting, you can set up multiple meetings of the same type by setting up one meeting and then Copy it as often as needed. To copy a meeting, see specific details later in this guide. 5. To get an estimate of how many people could potentially attend a session, set up and advertise a meeting with no limit on the number of participants who can sign up. This is useful in helping to choose a venue of adequate size for the session, or for catering arrangements. 6. To arrange a series of meetings with a group of participants for example, student tutorials define one meeting for each suggested time slot (e.g. Tutorial Option Monday, 3-5 pm ; Tutorial Option Thursday 9-11 am etc). Solicit input from the participants by asking them to sign up for all possible times that they can attend. Make a decision on the optimal time slot, then Copy it as a recurring meeting. The rejected potential meetings can be deleted using the Remove option. If an exception must be handled later (for example, a student has an unexpected emergency), you can adjust that particular instance of the meeting by editing the meeting (See Editing a meeting later in this guide). 7. To set up a two-day recurring meeting, use the Advanced user-defined time slots. For example, suppose a group of six pharmacy students on professional rotations in the field are to return to campus for consultations together on Friday afternoons and Saturday mornings every other week, from April until the end of July. Instead of entering a Start and End date and time, use the Advanced user-defined time slots and specify the first week s timeslots, say, Friday April 1 st, 4:00 6:00 PM, and Saturday April 2 nd, 9:00 11:00 AM. The maximum enrolment value is irrelevant, as participants will be added manually. Delete the extraneous time slots via the red X. Then return to the meeting creation screen, select biweekly and set the End After date to 31 July. Ignore the alert that the meeting is scheduled across two different days. Assign participants to the time slots and publish the meeting. This creates a series of nine meetings under a single title, Fridays and Saturdays on alternate weeks, with the same group of participants. Types of meetings There are three types of events or meetings, each of which needs to be managed differently: Open meeting: creates a single time slot for an event or meeting, serving as an announcement. No attendance list is kept, so participants who plan to attend are not required to sign up. Single slot: a single time slot is created, an attendance list is maintained, and the number of participants can be limited or unlimited. Participants are required to sign up in order to appear on the attendance list. Multiple slots: a single time span can be divided into any number of time slots of equal length, under a single meeting title. For example, a two hour meeting could have four half-hour slots, three 40-minute slots, or eight quarter-hour slots. The time slots can also be defined at irregular times over different days (using Advanced user-defined time slots). For each slot, a maximum number of participants is specified. Participants are required to sign up in order to appear on the attendance list. The resulting series of time slots can be removed or modified individually. This option does not automatically set up a recurring meeting. Note: All these meeting types can be set up as recurring events, which creates a series of several meetings under the same title, according to a given schedule. To set up recurring events, see Creating Meetings (-> Meeting frequency) later in this guide. IT Services 2

3 There are three types of screens that appear after meetings have been set up. Being aware of the different screens will help you navigate and work within the tool. These screens are shown below, and then explained in more detail later in this guide, as they appear in the meeting creation or editing processes: 1. Meetings screen list of all meetings 2. Meetings Details screen detailed settings and timeslots for a particular meeting 3. Meeting Summary screen 1. Meetings screen: This screen shows a list of all the site s meetings in table format, including Meeting Title, Organiser, Location, Category, Date, Time, and Status. By default, it shows the list of meetings by ascending date and time. o o You can sort the list of meetings according to any of the fields (except Time), by clicking on the relevant column heading. Meetings can be removed from this list by selecting the specific meeting and then clicking on Remove Meetings : By default, this box is ticked, which shows all meetings in the list. If you de-select this box, then any recurring meetings will be shown as collapsed items Sort according to a field by clicking on its heading Click on a title to see the Meeting Details This mobile phone icon provides the URL and QR code for this meeting. Students can access this URL and sign up directly from their mobile phones Tick the box then click on Remove Meetings to delete an existing meeting 3 IT Services

4 2. Meeting Details screen: When you go to a particular meeting (by clicking on its Meeting Title), this screen shows the detailed settings and timeslots for this meeting. The meeting details can be modified, copied into a new meeting, or exported or printed. In the Time Slot section of the screen, timeslots can be edited. o the organiser view shows those people signed up and those on the waiting list; o the student or participant view shows a button, which is active if the sign-up period has commenced (see Student View section later in this guide). IT Services 4

5 3. Meetings Summary : During the meeting creation process (see next section), this screen shows the meeting details set so far, so that you can verify them, and then you can complete the additional meeting settings: Creating meetings By default, only site members with the maintain or contribute role are able to create meetings using the Sign-up tool, while only people with the access role can sign up to a meeting. Permissions can be changed or granted via the Permissions link Edit Permissions (See later in this guide). To create a new meeting: 5 IT Services

6 Click Add to create a new meeting. The Create New Meeting: Basic Information screen will appear to enable you to complete all the required information about dates, times, place of meeting and frequency. For ease of understanding, this screen and each of its components are described in three parts below: Part 1 of Create New Meeting screen: Enter a title and location for the meeting. Both these fields are required. The meeting owner (or organiser) will default to you, but this can be modified later The category is any tag of your choice (you will be able to sort meetings accordingly) Title: This field will identify the meeting in this site s list of meetings on the Meetings screen. Owner: This will default to the creator of the meeting. Sometimes administrators set up meetings for tutors, and the organiser name can later be changed to that of the tutor (as long as the meeting has not already occurred). Location: You can type in a new location, or select from a drop-down list of locations you have previously used. On the Meetings screen you can sort meetings according to location by clicking on the Location column. Category: This is an open field, in which you can type any tag that will identify this type of meeting, e.g. tutorial, seminar, practical session, induction session etc. You can type in a new category, or select from a drop-down list of categories you have previously used. On the Meetings screen you can sort meetings according to category by clicking on the Category column. Description: This optional field can be used to describe more details about the meeting to the participants. The description appears on the screen displayed to students for signing up. Part 2 of Create New Meeting screen (see next page) ----oooo0oooo---- IT Services 6

7 Part 2 of Create New Meeting screen: Options here are: once only, daily, weekdays, weekly or fortnightly If your meeting recurs, then these fields apply to each individual meeting. If this is a required event, select this box. You will be able to mark attendance during the session. This date picker (for all the date fields) enables selection of dates from the calendar. Start Time: Complete the date (using, optionally, the date picker) and the time showing when the meeting will begin. The 24-hour clock is not available, so AM and PM must be used. End Time: Complete the date (using, optionally, the date picker) and the time showing when the meeting will end. The 24-hour clock is not available, so AM and PM must be used. [Note: midnight 12 AM is midnight as at yesterday. If you want to set an end time of midnight tonight, then make the end date tomorrow.] Meeting Frequency: To set up recurring meetings, choose a frequency option here. Any of the meeting types can be recurring. Selection of a Meeting Frequency other than Once Only will create a series of entries in the meetings table with the same title but different details. Any of the individual entries can be modified as necessary; see Editing a meeting later in this guide. End After: This option appears for any Meeting Frequency other than Once Only. Elect to specify either the total number of occurrences, or the date of the planned final meeting. Sign-up begins: Enter the point at which the meeting should be opened for signing up. This point can be expressed in minutes, hours, days, or immediately (Start Now). Before then, participants will not have an active Sign-up button next to a meeting entry. Sign-up ends: Enter the point relative to the end of the meeting, at which the sign-up process should be closed. This blocks further sign-up by participants, and also blocks cancellation of a meeting for which a participant has already signed up. This point can be expressed in minutes, hours or days. Since this period is measured from the scheduled meeting end point, sign-up can be allowed even after the meeting has started, when that is appropriate. Attendance: If you need to record who has attended the meeting, then tick this box. After the start time of the meeting, a new link will appear: Attendance, which lists all the participants who signed 7 IT Services

8 up. Attendance can be recorded by checking the checkbox in front of each participant to indicate their presence. You can use the print option to print this page as a useful check-in sheet. ----oooo0oooo---- Part 3 of Create New Meeting screen: Select which site/s or groups the meeting should be available to. Specify the number of slots you require in each time period, and the number of participants that can sign up for each slot. The red figure is calculated automatically by the system from the parameters provided. Click Next to continue. Use this option to set up or modify time slots manually. Available to: This field allows you to determine who can sign up for the meeting. You can make the meeting available to the following participants by selecting the appropriate checkboxes: Current site: Limit sign-up to access members of the current site (this is the default). Making the meeting available to the entire site disables the checkboxes for any subgroups that might exist in the site. Subgroups: Limit sign-up to access members of an internal group (defined on this site). Other sites: Extend the sign-up offer to access participants in other sites (Note: the Signup tool must already have been added to the Other Sites). Expand the list of subgroups within the current site. Expand the list of other sites in which you are a maintainer or contributor. Select in which site/s you would like participants to have access to this meeting. If sites contain subgroups you can select them to include in this meeting. IT Services 8

9 Meeting Type: (see also description of Types of meetings earlier in this guide). Note that different parameters appear, depending on the meeting type selected: Open meeting Since an open meeting serves merely as an announcement of an event, no further options are presented: Single slot Specify either the maximum number of participants, or elect to open the meeting to an unlimited number of participants: Multiple slots These options generate time slots, either (1) computed to occupy a single continuous time span, or (2) occupying separate irregular time spans manually defined, covering one or more days. Each method creates a single meeting with multiple entries in the Time Slot table: 1. Continuous time span: o o o Number of slots available for sign -up: Enter the number of individual time slots over which to divide the single occurrence. Number of participants per slot : Enter the maximum number of people that can sign up for each slot. Estimate duration per time slot (min) : This figure, in red, is calculated as a function of the other parameters, and cannot be edited. It allocates the available time across the slots. For example, if the number of slots is defined to be 5, and the start and end times of the meeting span two hours, the duration will be calculated as 24 minutes (120 minutes divided by 5). Note that the resulting timeslots can be edited, after the meeting is published, through the Modify option by selecting Advanced user-defined timeslots. (See Editing a meeting later in this guide.) 2. Manually defined: o The box Advanced user-defined time slots allows a multiple-slot meeting to be defined as a set of irregular time slot choices, over several days at different times (see following screen shot). Each person can sign up for only one time slot. This option does not allow unlimited participation. 9 IT Services

10 Click to remove an unwanted time slot. Click to add a new time slot and specify its date and time. Notes: On the following screen, the Meeting Summary screen, a warning may appear if this meeting covers more than one day, but the warning may be ignored if this is what you intended. This Advanced user -defined time slots option is also available when modifying a meeting, which you may need to do later (see Editing a meeting later in this guide). When you have completed all the specifications for your new meeting, the following Meeting Summary screen will appear. Check the meeting details that you have already specified, and complete the remaining settings: IT Services 10

11 This icon indicates a recurring meeting. List of all Meeting Coordinators in the site. The meeting organiser is selected by default Tick this box and then select who to notify about the new meeting Refers to the same Meeting Coordinators selected in the option above Refers only to notification tick boxes on the Modify Meeting and Meeting Details pages Click to view or modify other settings (see below). If this box is ticked, the meeting will be displayed in the site calendar, and updated with the number of attendees as they sign up Subgroups If you click Publish then a Signup button will appear on participants screens, for them to sign up to their preferred time slot. If you click Assign Participants & Publish, then you need to assign participants to this meeting (see below). You can allow participants to sign up for more than one timeslot in a multiple-slot meeting. You can elect to automatically create subgroups of attendees who have signed up for each timeslot. 11 IT Services

12 Notification s and who receives them See Appendix: Sign-up Tool User Notifications Adding participants manually: In addition to the voluntary sign-up action taken by participants, a meeting organiser may add participants manually, either during the creation of the meeting, or later by editing (modifying) the meeting settings (see later in this guide). If you select Assign Participants & Publish, you get the option to select existing participants in your site and add them to the meeting: Click Publish to finalise the meeting creation process. When logging in to the site, participants will see that they have already been signed up for the meeting. A Sign-up button will not appear on their screen. To add participants manually, click the link and select names or groups from the drop-down list. By default, the meeting Organiser (who created the meeting), cannot be added to the list. (Other participants will see your name listed as Organiser on the Meeting Details screen). However, if the signup.attend permission is given (see Permissions details later), the Organiser and people with the maintain/contribute role can be added to the attendee list by using the link. Your newly created meeting is displayed in the list of meetings on the Meetings screen (see below). If you set up a recurring meeting, the expanded list of all the meetings in the series is displayed. You can thus check to see if this is the arrangement you require: This box is ticked by default. De-selecting this box shows a series of recurring meetings as a collapsed item (see next page). To remove (delete) a meeting, select it by clicking in the relevant box, then click on Remove Meetings IT Services 12 This link to a printable attendance list will appear if the meeting organiser selected this option when creating the meeting.

13 Expanding/collapsing recurring meetings: By default, all recurring meetings are shown in expanded format. You can collapse the series by de-selecting the tick box: De-selecting this box shows a series of recurring meetings as a collapsed item. This link to a printable attendance list will appear if the meeting organiser selected this option when creating the meeting. Click the plus sign to expand the list of all the meetings in this series Attendance: If the meeting organiser selected the Attendance option when creating the meeting, the Attendance link will appear. Click on Attendance to generate an electronic and printable attendance list, which is also exported when you export meeting data (see later): Option to print the attendance list Mark the names of those who are present in the meeting Click Save to maintain this record Calendar: One of the default settings when creating a meeting is: Yes, publish the meeting to the Schedule tool. If you maintain this option, then the number of attendees is displayed in the calendar entry and automatically updated as more people sign up: NEW! Number of attendees is automatically updated in the respective calendar entry. 13 IT Services

14 Group membership If you selected the option to Create a group for each timeslot (see earlier in this guide, under Other Default Settings), a new column will appear on the Meeting Details screen: As participants sign up, cancel, or are moved into the participant list from the Waiting List, you need to click on Synchronise to synchronise the corresponding internal subgroup stored in Site Info. New group in Site Info for this timeslot, 1 Oct 2012, 09:00 to 10:00 Two participants signed up for this timeslot, as can be seen above. The internal subgroup can then be assigned different resources, announcement, forums and activities in other WebLearn tools that are group-aware. View: Different views may be chosen in the drop-down list on the Meetings screen, showing meetings over different time spans, meetings for which the user has already signed up, or meetings available for sign-up: Remove a meeting On the Meetings screen, the last column is Remove. Select the meeting (or series of meetings) you wish to delete and then click Remove Meetings at the bottom of the screen (see next page). Participants who have already signed up for the meeting will automatically receive an notification that it has been cancelled. The appointment will automatically be removed from all personal calendars. IT Services 14

15 Click to remove the selected meeting or series of meetings. NEW! You can select and remove an entire series of recurring meetings. Editing (Modify) a meeting Clicking on a meeting title displays the Meeting Details screen showing the Time Slot table, with names of participants who have signed up alongside each time slot: All meetings now offer an ical link, which saves the meeting to your personal calendar You may elect to send e- mail notification about any changes to participants all participants signed-up for this meeting Signed-up participants can be ed individually 15 IT Services

16 For each individual time slot, you can modify participants as follows: To move, replace or swap participants, use the edit icons beside individual entries: Click on the speech bubble to read the comment entered by this student (the commenting option is enabled by default during meeting creation) To remove participants, use the delete button: To add participants, use the link To send an to a particular signed-up participant, use the link To lock or cancel a time slot, click on the time slot and use the options presented underneath it. (If you need to cancel a meeting, you might like to first move participants to another time slot.) Click on the timeslot and then the Lock and Cancel options appear The options at the top of the Meeting Details screen allow you to Modify, Copy, Export as Excel, Export as CSV or Print the meeting details. Edit (Modify), Copy, Export as Excel, Export as CSV or Print the details of the meeting. Show or hide which sites or internal groups this meeting applies to. IT Services 16

17 Modify: use this option to change any of the initial settings of the meeting. If you need to modify a series of recurring meetings, you can choose to modify the current meeting only, or all future recurring meetings in the series. When modifying a meeting, certain options are greyed out and cannot be changed (in that case, you may wish to Copy the meeting, which does allow all parameters to be re-set for the new meeting). When modifying a meeting, you can adjust time slots manually, by using the Advanced userdefined timeslots option: Copy: use this option to copy a meeting to create similar meetings without having to re-type all the information. Change the settings as desired, including the title if you want a new meeting title, and then click Publish New Meeting. Some settings will not be available to edit, for instance you cannot copy a multiple-slots meeting into a new single-slot meeting. Export as Excel: use this option to export all the meeting details in spreadsheet form (*.xls), including the list of those who have signed up. Export as CSV: use this option to export all the meeting details in spreadsheet form (*.csv), including the list of those who have signed up. Print: use this option to print this Meeting Details screen, as it appears on the screen. Permissions The set of permissions applies to the use of the Sign-up tool across the site, not to any particular meeting. Permissions can be granted by role, using a Permissions helper which resembles that in other tools. Click on the Permissions link on the Meetings screen: Export 17 IT Services

18 Click on Edit Permissions Use these buttons to edit permissions for the respective subgroups that exist in the site. If the meeting organiser is not a member of these subgroups, the respective group permissions buttons are not active. The permissions matrix for the Sign-up tool is displayed: The attend box must be ticked to enable people with the access role to sign up to meetings. Even if you grant the attend permission to maintainers and contributors, they do not see a Sign-up button for events they have created. The create.site box must be ticked to if you want the access role to be able to create meetings. They will then see the Add link to create a new meeting. Check that the attend permission for the access role is set, particularly for the group level permissions, if you find that your students do not see the Sign-up button. The permissions in the sign-up tool are more specialised than for other tools. Only certain permissions in certain contexts are meaningful others do not apply and have no effect. Note: no adjustments to the Permissions will enable the button to appear for meeting organisers for events that they have created. You can use the Add Participants option to add yourself to a meeting. IT Services 18

19 Here is a summary of the permissions and what they mean: View --- be able to view group level events/ meetings if they are a member of the group, or site level events/meetings if they are a member of the site.all (ticked by default) anyone can view any event/meeting in the site and its groups Attend (means sign up to meetings) be able to attend (sign up) for group level events/meetings if they are a member of the group and site level events/meetings if they are a member of the site (ticked by default) attend (sign up) for any event/meeting in the site and its groups (this is required if your site is available to logged-in users) Create (means create new meetings) Delete Update (equivalent to edit or revise ).site create events/meetings open to all site participants if this box is checked in the access row, then student users will have the Add link on their Meetings page, and will be able to create new events/meetings delete any site-wide event/meeting update or edit any sitewide event/meeting.group create events/meetings for their own group(s) student members of a particular subgroup will have the Add link and will be able to create meetings for that group only delete any event/meeting of their own group(s) update or edit events/meetings of their own group(s).group.all create events/meetings for any/all groups in the site delete any group event/meeting in the site update or edit events/meetings for any group in the site Student view Once a meeting or series of meetings has been set up, participants (students) can access the meeting/s either via the Mobile Oxford platform, or via the Sign-up tool in the relevant WebLearn site. Using Mobile Oxford Using an internet-enabled phone, students go to old.m.ox.ac.uk, select the WebLearn icon and log in to WebLearn (this authentication needs to be done only once, after which WebLearn will become a trusted application on the user s phone). Only certain WebLearn tools are currently available via the mobile platform, of which Sign-ups is one. The student clicks on Sign-ups, and then the relevant WebLearn site. They are then shown a list of available events to which they can sign up, ordered according to weeks of the term: 19 IT Services

20 Clicking on View alongside a particular meeting presents the student with information about the meeting and the opportunity to sign up to it, if the sign up period has commenced, and if places are available: Using WebLearn Students access the relevant site in WebLearn, and then select the Sign-up tool on the left hand tool bar. They will see a list of meetings that have been set up, similar to the maintainer s view of the Messages screen, but without all the options: IT Services 20

21 Clicking on a Meeting Title displays the following screen for the student: If the sign-up period has not yet started, a warning message appears here. When the sign-up period has started, the Sign Up buttons are activated and students can select which timeslot they wish to attend. After clicking on the button, by default, a comment box is provided for the student to type a message, which is seen only by the maintainer (or contributor). (The Commenting option is switched on by default, but can be disabled during meeting creation or modification see Creating a meeting earlier in this guide.) 21 IT Services

22 After completing the sign-up process, the student s screen shows their signed up status: Notes: 1. A student may cancel any appointment they have signed up for by clicking the Meeting Title, then Cancel Sign-up. The student can add the appointment to their personal calendar. This is only possible if the sign-up period is still open (Available), which participants can see on their Meetings screen. The student can cancel a timeslot that they have signed up to (only while the sign-up period remains open). If the sign-up period has terminated, then no Cancel Sign-up button will appear. 2. If a meeting is full, the student may add their name to the Waiting List. If space becomes available, they will be automatically added to the list of attendees and be notified by . (The Waiting List option is switched on by default, but can be disabled during meeting creation.) 3. At the maintainer's discretion, students may be able to see the names of participants who have signed up for particular time slots (this option may be selected during meeting creation). If this option has not been enabled, the word Private will appear in the Participants column. A student can select to View Meetings I am Signed up for, and can Export this information to a spreadsheet (see next section in this guide): IT Services 22

23 Exporting meeting data The Export operation provides a rich set of data, in spreadsheet form, for a single meeting or a set of meetings, including for the meeting organiser, the list of who has signed up and who may be on the waiting list. You can access the Export function in two ways: 1. either on the Meetings screen (which will then expand all your meetings for you to select several whose data you wish to export), or 2. enter one particular meeting (or one instance in a series of recurring meetings) by clicking on its title and use the Export link on the Meeting Details screen. This option will export the date for that one particular meeting (or instance) only. If you are using method 2, then select the meeting/s whose data you wish to export, by ticking in the relevant checkboxes. Then click on the button at the top (or bottom) of the page. Using either of the methods described above, an Eventsworsheet.xls file is created which can be saved to your computer and opened in Excel or some other spreadsheet application. It displays several work sheets, as follows. Worksheet 1: Attendees Schedules (for meeting organisers) a worksheet showing columns with all the meeting details, with one row for each attendee signed up for each meeting that was exported. Worksheet 2: Events Overview a table showing details of all meetings which you selected to export from the Meetings screen. For each meeting, a named worksheet equivalent to the Meeting Details screen a table showing the meeting title and details, plus a list of attendees, the waiting list, and any comments that attendees may have entered. NEW! For each meeting where you selected to record attendance and you have saved the attendance register during or after the actual meeting an Attendance sheet Examples of these worksheets are shown below. Extract from Worksheet 1: Attendees Schedules: Worksheet 2: Events Overview: Comments entered by students during the sign-up process 23 IT Services

24 Meeting details for one particular event: NEW! Attendance sheet (if enabled and saved): Comment entered by student during the sign-up process From the participant point of view, an individual can select in the View box: View Meetings I Am Signed Up For to see scheduled commitments on the screen: They can then use the Export link to save or print the list of all the meetings that they have signed up for, which produces the following report: IT Services 24

25 FAQs and known issues with the Sign-up tool Q: I am prompted to enter a user ID when I want to manually sign up a student, what should I enter? A: This only appears for the maintain and contribute roles if a very large number of participants have been added to a site. The students will always see the normal access role view which displays a great big Sign Up button. The ID which needs to be entered is an internal WebLearn identifier - this is a known issue and will soon be changed to the user s address. Q: I ve added a new internal group (subgroup) to my site, but I can t modify an existing sign-up event and make it visible to this new group. A: This is a known limitation. It is done this way as there is no clear way (no consensus) on how to handle the signed-up people, who belong to a group that may be removed. Currently, you could do the following: copy the meeting and give the copy the same name as the original event add the additional group(s) elect to keep the same attendees elect to Announce Availability of the new meeting to All potential participants (see below) publish the new meeting remove the old meeting. Students who had been signed up for the original event will receive an about its cancellation. Therefore, be sure to announce the availability of the new meeting to All potential participants they should still be signed up to the new meeting. 25 IT Services

26 Q: Is group-awareness integrated between the Sign-up tool and the Calendar tool? A: Both tools are group aware. In creating a group-specific meeting in the Sign-up tool, the group allocation is automatically passed to the Calendar tool. So if you publish a meeting to a specific group, it will be visible only to this group in both the Sign-up and Calendar tools. A recent enhancement is that when creating a meeting, you can elect to automatically create subgroups of attendees who have signed up for each timeslot, and these groups can be managed in the usual way via Site Info > Manage subgroups. Q: Could the comment box for a participant to enter comments be removed or improved? It has no instructions and sometimes students do not know what to enter here some of them just enter their names. A: You can disable the comment box during the meeting creation process (it is switched on by default under Other default settings). The team is working on improving the interface to indicate the purpose of the comment box, e.g. You may leave a comment here if you wish, or provide information for the attention of the meeting organiser. IT Services 26

27 Appendix Sign-up Tool User Notifications 1 The Sign-up tool sends notifications for a variety of actions taken for a meeting. The following summary lists possible notifications and how they re controlled by tool settings. Automatic notifications Regardless of notification settings selected, users always receive notification when: They sign up for a meeting or they are promoted from a waitlist to an open slot They cancel their sign-up for a meeting They are assigned to a meeting slot when the meeting is published The organizer removes a meeting The notification includes: Meeting title and date/time Link to home page of Sign-up tool ical format download Notification settings when adding a meeting When you add a new meeting as an organizer, you ll find three notification settings on the Meeting Summary page: Receive Notification: Yes, I want to receive notification when a participant signs up or cancels an appointment This setting only affects whether a meeting organizer (and any user added as a coordinator) receives notification that a user has signed up for or cancelled a meeting. It has no effect on the notifications users receive for their own sign-up activity. Announce Availability: Yes, send to notify all the potential participants Depending on how your institution 2 has configured the Sign-up tool, this setting may be enabled by default, and you will not be able to uncheck it. Your only 1 Document developed by Jim Mezzanotte (Asahi Net International) 27 IT Services

28 options will be sending the notification to all potential participants (either all site members or a selected group) or only the meeting organizers. Default Notification setting: Yes, set ' Notification' Checkbox to checked as the default value across the meeting This setting determines the default selection of two different notification settings you can access after a meeting is added. The settings have the same label-- Notification--but each is displayed on a different page and controls notification for different actions: A. Modify Meeting page--when you edit a meeting B. Meeting Details page--when you manage users for a meeting To learn more about these settings, see the next two sections (A and B). Note: If Default Notification setting is selected during meeting creation, you may subsequently want to disable one or both of the above settings. If so, be sure to first uncheck the Default Notification setting box, which you can access in Other Default Settings on the Modify Meeting page. If you do not uncheck this box before disabling either of the above settings, your changes will not be saved. A. Notification settings (two) when editing a meeting When you edit a meeting, you ll see two notification options on the Modify Meeting page: Receive Notification: Yes, I want to receive notification when a participant signs up or cancels an appointment. This setting is identical to the option you ll see when you add a meeting, and it only controls notification sent to meeting organizers and coordinators. Notification: Yes, send to notify all the potential participants. This setting is only for notification of changes you make on the Modify Meeting page. The notification can be sent to all users, including meeting organizers. You can also opt to notify only users currently signed up, or only organizers. 2 Oxford University has made some changes to the wording and order of options in the interface, to enhance clarity. The list of Meeting Coordinators present in the site now appears, with the Meeting Organizer selected by default. IT Services 28

29 B. Notification setting (one) when managing users for a meeting As an organizer, you can manage user sign-up for a meeting by clicking on its title to access the Meeting Details page. On this page, you ll see one notification option: Notification: Yes, send to notify the related participant(s) about the changes that have been made. This setting is only for notification of changes that organizers make when managing user sign-up and wait lists. If this setting is not selected, neither organizers nor other users will receive notification of changes. Note: Keep in mind that you do not save this setting--it is immediately enabled/disabled upon being checked/unchecked. Notification when a meeting is available in multiple sites As a meeting organizer, you can make a meeting available in multiple sites. When you do, a user will only receive notification of availability, as well as confirmation of sign-up, for the site to which the user belongs. If a user belongs to more than one site, notification will reference the site where the meeting is published (for availability) and where sign-up occurs (for confirmation of sign-up). 29 IT Services