Category Archives: Social Software

Calendly for Scheduling Appointments


Table of Contents:

 

What is Calendly?

Calendly is an online calendar system that integrates with your personal calendar and other web conferencing tools to allow people to schedule appointment times with you on days/times that you set as available.

Although LITS does not have a site-wide license for Calendly, many on campus use it individually (free) or in teams (paid). If you would like to purchase a paid option (see below for pricing), you can do so with departmental funds.

 

Account Types & Setup

Creating an account (Click me!)
  1. Navigate to Calendly’s home page
  2. Enter your email address and click Sign Up
    CalendlySignUp

Note: If you enter your College email address, you can then choose to Log in with Office 365, which will allow you to use your College email and password instead of creating a separate set of credentials.
Log In with O365

 

Basic/Free

A Basic account in Calendly is free and enables one calendar connection for one user/email address. If you do not need more than one account to access your Calendly, then we recommend using this free option, as it includes many of Calendly’s main features, such as:

  • Calendar integration
    (supports O365, Oulook, iCloud, and Google Calendar)
  • One event type
    (i.e. 30-minute meeting or 60-minute meeting)
  • Personalized Calendly link
    (i.e. calendly.com/yourname)
  • Zoom and Teams integration

Paid/Premium/Pro

There are paid options if you need more than one person and one calendar to be set up for a department or a team:

  • Premium ($8/user/month): 2 calendars/users
  • Pro ($12/user/month): 6 calendars/users

The two paid options offer features such as unlimited event types (i.e. 30-minute meetings and 60-minute meetings), group events, and pooled availability of team members.


Read more about about account types on Calendly’s pricing page and Calendly for teams.

 

Integrations and Settings

Once you create your Calendly account, you can integrate it with your Outlook calendar to automatically sync your availability.

Note: You can also establish available Calendly times independent of your Outlook calendar (i.e. 12-2pm M/F), and Calendly will recognize these in addition to syncing with Outlook.
Linking your Outlook calendar (Click me!)
  1. Click on the Integrations tab in the top menu bar.
  2. Scroll to the bottom and click Calendar Connections.

    CalendarSetup

  3. Click Connect next to the Office 365 Calendar option.

Connect0365

Linking your Zoom account (Click me!)
  1. Click on the Integrations tab in the top menu bar.
  2. Click the icon for Zoom.
    ConnectZoom
  3. To authorize the connection, click the Connect Zoom button. Once you’ve done that, Zoom will appear as a location option in the event type that you create.
Creating an Event & Setting Availability (Click me!)
Once you have integrated your calendar and Zoom, if you would like, you can create an event type (i.e. 60-minute office hours) for others to schedule with you.
  1. On your Calendly home page, click the blue Create button, choose Event Type, and then fill in the details of your event. EventTypeEvent

2. In the Location field, you can choose how you would like to contact people. For example, you can have them leave a phone number or choose Zoom as your main mode of communication.
You can edit this later if you decide to switch the mode of communication.

EditLocation

3. Once you have edited the meeting details, you can then select “When can people book this event?” to set your availability times to accept meetings, which will also connect to availability from your Outlook calendar, if you chose to connect that. EventAvailability

4. The last part of setting up your event type is configuring certain options, such as adding questions you’d like to ask invitees, personalizing the notification emails invitees receive, and configuring your invitation confirmation.

 

Questions?

Check out Calendly’s Help Center for tutorials and common questions! If you have any additional questions or problems, don’t hesitate to reach out to the Help Desk!

Phone: 610-526-7440
Email: help@brynmawr.edu
Location: Canaday Library 1st Floor


LITS support for student organizations

Need resources to communicate with your student organization? Preserve your organization’s history? LITS is here for you. Need assistance with setting up or using these resources? Contact help@brynmawr.edu

Communication resources:

Blogs.brynmawr.edu : Great for building a website or blog, public or just for your group.

Examples: http://sga.blogs.brynmawr.edu/

http://pms.blogs.brynmawr.edu/

http://bmcoig.blogs.brynmawr.edu/

  • It’s free
  • Customize the look and feel of your site to suit your organization
  • LITS provides help when you need it
  • LITS can assign access to new site administrators when you graduate
  • Save yourself the hassle of setting up a website elsewhere
  • Avoid risking loss of access when your group membership changes!

Moodle: Good for communication within your group, such as…

  • a forum/message board
  • conduct votes
  • share documents privately with members.
  • Post important information/dates/requirements
  • Training materials (e.g. party training, RA training, etc.)
  • General information/link to resources
  • Document storage for relevant documents
  • Email/communication
  • Keep a copy of the course site and course materials by backing up your Moodle page! (administrators of the page only: http://techdocs.blogs.brynmawr.edu/2749)

Preservation resources:

  • libguides.brynmawr.edu/pdad
  • Student Archives Toolkit Coming Soon!
  • Personal digital archives workshops with Rachel Appel may be available on demand.

Moderating Comments (and spam) in WordPress

If your WordPress blog has comments turned on, you’ll need to know a few things about how to manage them: Approving comments, getting rid of spam comments, and adjusting your comments settings.

Approving Comments

As a blog administrator, you should either set up e-mail notifications for comments (more on this in the settings section), or log into your blog periodically to check for comments awaiting approval.

If you have e-mail notification set up for comments, you may moderate individual comments via e-mail. The e-mail will include links to approve the comment, mark it as spam, or delete it.

approveemail

To moderate comments while logged in to your blog:

In your dashboard, you’ll see comment statistics– a total number of comments, approved comments, pending comments, and spam.

dashboard1

Click on Pending to deal with pending comments, OR click Comments in the left sidebar:

comments

If a comment looks like it’s legitimate and appropriate to your blog (more on determining this below), approve it by mousing over the comment and clicking the green Approve link that appears.

approvecomments

If you have many comments to approve, check the checkbox next to each comment you wish to approve, and then in the Bulk Actions dropdown menu at the top or bottom of the comments window, select Approve, then click Apply.

bulkapprove

Note: If a comment is not spam, but is somehow inappropriate (off topic, contains personal attacks, etc.), you may not wish to approve it. This type of moderation is at the discretion of administrators of individual blogs (as different types of discussions have very different moderation needs), but we recommend having a clearly stated moderation policy on your blog so that your users know what’s expected.

Spam

The Akismet WordPress plugin automatically flags a lot of spam for you (this is why you may already have comments listed under the “spam” category). However, spammers are persistent, and often make comments that look legitimate to a computer, but to a human are obviously irrelevant. These spam comments usually only contain phrases like “Hi, I like your blog!” and serve only to post a link to the spammer’s website. Here is an example:

spam

Mark comments as spam to get them out of your blog, and to teach the spam filters to recognize yet more spam and keep it out of your blog.

To mark an individual comment as spam:

Mouse over the comment and click the blue spam link that appears.

markspam3

To mark many comments as spam at once:

Click the checkboxes next to individual spam comments, or click the checkbox above all comments (next to Author in the heading) to select them all.

markspam1

Then select Mark as Spam from the Bulk Actions dropdown menu at the top or bottom of the comments window, and click Apply.

spammity

Finally, click Delete All Spam to get rid of all the spam you’ve marked!

delete

Adjusting Comments Settings

To adjust your settings, go to Settings in the left sidebar, then Discussion.

settings

The WordPress Codex describes discussion settings options in detail.

Our recommended comments settings:

These recommendations are designed to minimize spam while allowing discussion to continue without too much difficulty.

Check the following:

  • Comment author must fill out name and e-mail
  • E-mail me whenever:
    • Optional: If you wish to closely monitor a discussion, check: Anyone posts a comment (Note: This will also allow you to approve all comments via links in the e-mails, as shown in the Approving Comments section above)
    • A comment is held for moderation
  • Before a comment appears:
    • Comment author must have a previously approved comment
    • Optional: If you are having a serious problem with spam or wish to closely moderate a discussion, check:  “An administrator must always approve the comment”
  • Comment Moderation: Hold a comment in the queue if it contains 1 or more links (The default is 2 links; we recommend adjusting to 1– most legitimate comments will not have a link, while all spam comments will have at least one link. Most legitimate comments with links should be easy to identify when held for moderation)

Finally, scroll down to the bottom of the page and click Save Changes.

WordPress Basics

WordPress is a blogging tool that allows you to share thoughts, reflections, and other communications over the Internet.  WordPress blogs can be customized to look and feel the way you want and content can easily be added, removed, archived, or changed.

So you have a blog…

Once you’ve set up your blog, there are many ways to customize it to give it the look and functions you want. This guide gives an overview of the most important features of WordPress and their options.

Here are some different Bryn Mawr blogs to give you an idea of the range of appearance and features possible with WordPress:

NELI Jobs Blog
Student Government Association
Flexner Book Club
Titagya
edtech

Basic Elements of WordPress:

Pages:

While WordPress is known for its blogging capabilities, it is also easy to create a more static site with WordPress by using Pages. For blogs, pages are useful for displaying information you’d want to always be available to your readers– an “about the author/blog” page, or mission statement page (as the art club does ) , for example. The Solomon Asch Center site demonstrates extensive use of static pages in WordPress as well as the blog capabilities. The About, Activities, Summer Institute, etc. links across the top are all static pages.

Posts:

Posts are blog posts. Normally, these appear in chronological order, but WordPress has additional features to allow you change a post’s date, or to schedule posts in advance. This is good for periodic meeting reminders, other content that can be prepared in advance and posted on a schedule, or for queuing up content to post during a blogger’s absence. The WordPress codex has instructions for writing posts.  Please also see our recommendations for composing WordPress posts.

Note: If you don’t see the full list of formatting options in the Post window, click the “kitchen sink” button to see them all.

 

Media:

WordPress makes it easy to add images, video, or audio content to posts or pages. You can add media via the media library or from the New Post or Page panel.

 

Themes:

Themes determine the look and layout of your WordPress blog. Many departmental blogs have a theme that looks like the Bryn Mawr website; those wanting to use this theme must contact Web Services to have it configured correctly.

There are many themes ready for your use under “Appearance” and then “Themes” in the WordPress dashboard.

 

While Web Services cannot develop custom themes, there are several customizable themes available. The following themes can use custom image headers (the large image at the top of the page):

  • Atahualpa
  • Carrington
  • Tarski
  • Twenty Eleven
  • UnLimited 1.0
  • WPMU-TRIDEN
  • Yoko

The following themes offer some customizable font and/or color options:

  • Atahualpa
  • Carrington
  • Mandigo
  • Tarski
  • Twenty Eleven
  • WPMU-TRIDEN
  • Yoko

Some themes allow CSS customization, which allows a lot of flexibility for changing the layout and look of a blog, if a user is familiar with or wants to learn CSS . Atahualpa is one such highly customizable theme.

We also offer themes (Bryn Mawr Refresh and Bryn Mawr Refresh with Menu) that look like the College’s current website design, for use with official College and departmental blogs. Please contact Web Services via help@brynmawr.edu for assistance in implementing these themes.

Categories and Tags:

Categories allow you to organize your posts, and allow your readers to find content of interest to them. Categories, unlike tags (which also allow you to identify posts with particular content), can be hierarchical, thus allowing for further organization. One concise way of describing the difference between the tools is that categories organize content, while tags identify it.

To see categories and tags in action, take a look at the TECH Bar blog , which uses categories to identify the main topics for documentation, and then uses tags to identify more specific topics. For example, there is an Adobe category, and then tags for particular pieces of Adobe software, such as Contribute and Illustrator. This could also be theoretically accomplished with categories (e.g. child categories could be created for Illustrator and Contribute, and then listed under the parent category of Adobe), but would likely make for an extremely long list of categories if there was one for every possible TECH Bar documentation topic.

Categories may also be used to create separate RSS feeds for content from a given category.

How to manage categories

Tags can also be utilized to form a Tag Cloud, which indicates which tags are used most often by making those tags larger. Here is a Bryn Mawr blog that uses a tag cloud in the left sidebar.
You can add a tag cloud to your blog using the Widgets panel.

Widgets:


Under “Appearance” next to themes.  Widgets go in the sidebar- they can add things to your blog like simple lists of pages, posts, archives, categories.  They also include extra add-ons – for example, Feedburner subscriptions. Many widgets are installed via plugins (see the Plugins section for details). See the WordPress codex for further descriptions of widgets.

Plugins:

Plugins extend the built-in functionality of WordPress.  They allow you to do things like automatically display a list of attached files, customize your menus or  allow users to receive blog posts via e-mail, reduce spam, and more. Plugins often appear as widgets for the sidebar. Plugins already available in Bryn Mawr’s WordPress installation can be found under Plugins (between Appearance and Users) in the WordPress Dashboard.

 

Those already activated for your particular blog will be listed under “Active” like this:

 

 

Links:  WordPress’ official help page.