You can create individual appointments in Scheduler by selecting New Session.

Sessions must be provisioned from a template.

Creating a Scheduler session

Begin by selecting Events from the main navigation. Select Scheduler. Then, select New Session.

Configuring the Details tab

In the Details tab, configure the following settings:

• Page Title (optional): Give the page for the slots a title. This title will appear on the public registration page. If a title is not provided, the template name appears.

• Internal Name (optional): Enter an optional administrative name for internal use.

• Template: Select a template from the list. New slots associated with a template will inherit the Template's status, location, and any communications.

• Folder: Create a folder for event templates and events. Folders are critical! Events will be publicized based on folder names. Be sure to provide clear and informative folder names. For example, “Campus Tours”.

• Realm: Select a Realm to associate the session with, if applicable.

• Status: Confirmed/Active

• Recurrence:

  • To create one slot, leave this setting unselected. The following settings are present:

    • Date:  Enter a start date and time in the first two fields. Enter an end date and time in the next two fields.

    • Deadline: Provide a deadline, if required.

    • Activation Date: Provide an activation date and time, if required.

      • If no activation date and time is provided, registrants will be able to submit the form upon marking the status as Confirmed/Active and publishing the link externally.

  • To create more than one slot, select Add multiple sessions. The following fields appear to configure the date, time, and slot settings:

    • Date Range: Enter a start and end date for the recurring sessions.

    • Sessions/Time: Set the number of open slots allotted per time.

    • Time of Day: Enter the appointment times.

    • Duration (min): Enter the appointment durations in minutes.

    • Deadline: Provide a deadline in hours before the start of the appointment, if required.

    • Activation Date: Provide an activation date and time, if required.

      • If no activation date/time is provided, registrants will be able to submit the form upon marking the status as Confirmed/Active and publishing the link externally.

    • Weekdays: Select the days of the week the events should occur before the end date.

• Time Zone: Template-level time zone information is used unless another setting is provided.

  • Select Autodetect from Location to use the information entered on the Location tab to determine the timezone of event.

• User: Refer to the following section for information on setting a user and interview assignment strategies. This will default to User's name but may be changed to another user.

• User 2: Allows a second user to be added to a slot or set of slots.

• Trip: Associate a slot or set of slots with a particular Trip created using Trips.

• Admin Notify Email: To notify a particular staff member every time a new registration for the event is received, enter an email address into this field.

  • Note: Only one email address may be entered.

• Related Records: Add a related record(s) from available datasets.

Configuring the Location tab

Select the Location tab. Configure the following settings:

For online sessions

If the event is virtual, select either Host session using Share video platform or Host session using external service.

Host session using Share video platform:

• Location Name (optional): Enter a location name, like Slate University

• Waiting Room Content: Enter a message to display in the Share event waiting room.
  

📖 Further reading: Host your online appointments natively in Slate with Share.

Host session using external service:

• Location Name (optional): Enter a location name, like Slate University

• URL: Paste the link to your external meeting service.

• Instructions: Leave instructions for end users.

• Early Access: Select how far in advance of the scheduled appointment time—between 5 minutes and one hour—users should be able to access the link.
  

For in-person sessions

If the event is in-person, leave Online Session blank, then configure the following settings:

• Location Name: Enter the location name, like Slate University.

• Address (Country, Street Address, and so on): Enter the address information.

• Preserve Formatting: All addresses are sent to the USPS for validation and standardization.

  • Select this setting to prevent the address from being automatically validated.

  • Useful for addresses when the USPS abbreviates a city name, or if a building name or room number information needs to be included.

  • Description information can be added and will appear publicly on the registration page below the title, time, and location information.
    

Configuring the Description tab

Select the Description tab. Enter an optional description that appears to registrants.

Configuring the Registration Settings tab

Select the Registration settings tab. Configure the following settings:

• Related Registration Check-In: For a related event, the registrant can be automatically checked in when checking in for the main event, or each related event can provide a separate check-in.
  📖 Further reading: Related events

  • Privacy: Check this setting if the event should not be available on public landing pages.
    

Configuring the Notes tab

Select the Notes tab. Enter optional notes that appear administratively only.

Select Save.

Next up: Creating a Scheduler report form

We’ve covered just about everything Scheduler can do. Now, learn how to create report forms associated with individual Scheduler appointments:

➡️ Creating a Scheduler report form