ChildLangLabWiki

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How to use calendly

How we use calendly

  • for scheduling child subjects
  • single calendar (childlanglab@sas.upenn.edu) with each lab member as an event type “Study with X”.
  • linked to the shared lab google calendar
  • check our availaibility weekly

Useful Tutorial

The link below has a series of helpful tutorials. If you are confused as to how this application works you can refer to this wiki page or the tutorial videos.

https://help.calendly.com/hc/en-us/articles/360000234614-Video-Tutorials

Set up your scheduler

  1. Turn off all other studies.
  2. Press “New Event Type”
  3. Press “Create” under “one on one” event types
  4. Under event type write your name
  5. Under location write 3401-C Walnut Street, Room 472, Philadelphia, PA 19119
  6. Choose a color
  7. Press next
  8. Set event duration time under 60 min (or another time if the study runs for shorter/longer)
  9. Under date range press “edit” and select a date range for when you can be scheduled (most likely until the end of the semester)
  10. In order to set availability times scroll down to the calendar and select the day that you can work on. Type in available times and apply setting based on which workdays you can work on. If you can schedule for extra days (i.e. not normal work hours) you can include that now. You can always come back and edit your availability.
  11. Under advanced set “Availability increments” as 30 or 20 min and set Minimum scheduling notice as 24 hrs.
  12. Press next.

You have now set up your scheduler!

Further Settings (required)

  1. Press your study
  2. under “When can people book this event” you can change your availability
  3. Under “Invitee Questions” you should add questions relevant to the study being conducted (you can copy questions over from Stefan’s or Katie’s events).

Changing your availability

You can always change your availability by pressing your event and then pressing the “When can people book this event” box. Here you can edit your availability just like you did when setting up your scheduler.

Automatic reminders and notifications

Rescheduling an appointment

  • subject calls or emails and asks to reschedule
  • go to dashboard, find the link to reschedule and do it
  • on the phone: do it right with them on the phone
  • over email: let them know you’ve done it and that they’ll get a confirmation

Canceling an appointment

  • EMAIL with an apology and a link to reschedule
  • cancel the appointment in calendly (include reason)

The Google Calendar

All scheduled appointments will automatically appear in the google calendar under “Running Subjects” (green). This application will automatically not allow double scheduling with other “Running subjects” events on our shared calendar. Changing the duration of the event or trying to delete the event on the shared calendar will prompt you as to whether to send an email to the participant and what to put in that email. If you ever do need to cancel/change the time it is better to do it via the Calendly website rather than on the Calendar. If you ever need to reschedule/cancel be sure to email the participant!

Each event will automatically be labeled “[participant name] and Child Language Lab”. If you click on this event, you will see who is running this participant and the answers to the questionnaire that the participant had to answer when scheduling the appointment.

Using the chrome extension