Canvas - Student Connect - Appointment Booking - Instructor Guide

Student Connect's Appointment Booking is for office hours, tutoring, counseling, and other private meeting options. Instructors offer slots for designated periods; each slot appears and allows just one reservation.

• Student Connect is only available in Canvas to Districts that are managing employee Zoom accounts.
• Students or instructors can book one-on-one appointments.
• Only instructors can see the students’ reserved appointments.
• Student View does not appear in Student Connect Appointment Booking.

Sync Your Account

The first time opening Student Connect, the instructor must sync their account with Zoom.
On the top right of the screen go to Account Settings, then navigate to Conferencing Accounts.

Wait on the page for a few seconds to confirm the Zoom account syncs with the platform. If you get a green checkmark, your account is in sync with Zoom.  Do not click on Reassociate my account.

If there is no green check, the account is not in sync; your Zoom account email and Canvas account email must match; if they do not, an error will appear. Take a screen capture of the error and contact your support team to resolve the issue.

Offer Appointments

Click on Appointment Booking > Offer Slots to schedule the appointment slots that will be available for your students to reserve.

You can choose the dates, the days, the length of the slots, and the breaks between them. 

Under Available to reserve in, you can choose to schedule for this course only or all your courses.

Once your options are selected, save your settings.

Students Can Reserve Appointments

Teachers offer appointment slots. Students can reserve an open appointment slot in their Student Connect account. The student chooses the teacher they want to book the appointment with from the drop-down menu. There is an advanced option from the drop-down menu, Search for Slots. This feature allows students to filter the slots they are looking for based on the dates, days, times, and teacher.

When the student selects their instructor, the instructor’s available appointments appear. Once the student reserves an appointment, the session is available for the teacher and that student only. Other students will not be able to see or enter this booked appointment. They will see that this slot is Taken and unavailable for them to reserve. A student can also cancel an instructor-reserved appointment that a teacher scheduled for that individual student.

Teachers reserving Appointments for Students    

Teachers have access to their slots only. To book an appointment for a student, click on the desired time slot, select the student from the drop-down menu, enter the topic, summarize the purpose of the appointment, and then Reserve Appointment.

If the student’s name is not appearing in the Student to reserve for list, the student should click the Student Connect button in their student Canvas account. This forces their name to populate to the Student to reserve for list.

These reserved sessions are available for the teacher and that student only. Other students will not be able to see this booked appointment. They will see that the slot is Taken and unavailable for them to book.

Guest Invite

Instructors can reserve an appointment for a student or guest not enrolled in their course by using the Guest invite link only.

There is a second procedure to invite guests when the appointment is already scheduled. When the  instructor selects the plus icon (+) next to the topic to get more details about an upcoming meeting, the option to  invite a guest appears.

Instructor's View

Instructors see all booked appointments and available slots. They can drill down for more information about the meeting by selecting the plus icon (+) to get more details.

Instructors Can Delete Appointment Slots 

Instructors can delete individual appointment slots or the entire appointment block by clicking the eraser icon from the expanded Appointment Block section. When you select the eraser icon you
are presented with the three choices (shown below).

You can choose to delete the entire appointment block or uncheck the appointments you want to keep.

If you select an appointment that is scheduled further down the Appointment Block, you get the
option to Prepare or Cancel the appointment.

You can cancel the meeting or go back without making a change.

Restricting slots

The teacher can restrict a slot. They can choose to enter a reason for the cancellation and make it visible to students. This gives the teacher the ability to reserve slots for potential meetings and cancel slots for whatever reason.

Slots can be restricted and then reopened when needed. Please note that if a slot is reserved you must first cancel the reservation, and then you can restrict the slot. The instructor can un-restrict the slot by clicking on the slot and then on Reopen for reservation.

User List

The User List includes the names of the students, instructors, teacher’s assistants, and others available in the course. When students click in their Student Connect accounts their names populate to the course list becoming visible in the User List and Student to reserve for list.

Notes

Teachers can take notes about meetings with students by going to the Notes tab. From the drop-down menu choose the student and create the note. You can edit a note or add more notes for the selected student.

Click on the number, this opens a window where you can delete by using the eraser icon or edit the notes by selecting the number in front of the note. You can also create a new note from this page.

To edit the note, click on the number in front of the note; a window to update the note opens.

Email Notifications

Go to Account Settings > Email to subscribe to receive reminders for upcoming sessions and receive updates of scheduling changes (such as when a student reserves an appointment). 

Calendar Sync

When you click on the Personal Calendar tab on the navigation bar, a Personal Calendar Integration link appears. This links to the iCalendar / ICS / WebCal feed. Paste this link into your calendar software subscription section. It's imperative to subscribe instead of performing a one-time import, as the feed of your upcoming sessions changes over time. 

Set up your calendar to subscribe to upcoming sessions in Student Connect. Go to Account Settings > Personal Calendar to get the calendar link to your personal calendar feed. 

Supported calendar applications include Apple iPad / iPhone Calendar, Evolution, Google Calendar, One Calendar for Windows 10 (Account type: WebCal), Mozilla Thunderbird (with Lightning), Outlook for Windows (Home > Add Calendar > From Internet), Outlook.com, Zoho Calendar, and any other application which has subscription support for iCalendar / ICS / WebCal. Please note several applications claim to have support, but they do not work, such as AOL Calendar, KOrganizer, and Yahoo! Mail.

Reports

To pull attendance reports for your Student Connect appointment booking, sign into your web browser Zoom account, scroll down to Reports, and select Usage.

You can select a 30-day range for viewing. When the days are set click Search. Your meetings in the time range will display. If you click on the Participants number, details of the meeting open.

You can select the information you want to display by toggling the columns and checking your desired options. You can save your reports by exporting them as CSV files.