The Web Appointment Scheduling Engine allows people to schedule appointments over the Web. People with whom appointments are made (e.g., people who hold appointment hours) create a calendar in the system and list their available times on that calendar. People who want to make appointments can then access that calendar and make an appointment.
Anyone with a NetID can create a calendar. Once created, calendar owners add blocks of time to that calendar
to indicate when they are available for appointments. These blocks can be divided into individual appointment slots, or the whole block can be left as one slot and managed on a first-come, first-served basis. The calendar owner can restrict who is allowed to schedule appointments during a block of time, and set other access retrictions.
A calendar owner can designate one or more people to serve as "managers" for their calendar. Managers
have the same rights as the owner, and they can add and remove blocks of available time for the owner or add and remove appointments. Managers act on the calendar owner's behalf -- blocks of time that they add to a calendar apply to the calendar owner, not the manager.
A calendar can also have one or more "members". Members are people other than the calendar owner who can advertise their own availability for appointments on a calendar. Members add blocks of time to a calendar just as the owner does -- however, the blocks apply to the member, not to the calendar owner. A typical use for a calendar with members is a calendar for a group of people who offer a common service, such as tutoring. Each member (tutor) would list their availability on the calendar, and students could then see all of the available times and make an appointment with a specific member at a specific time.
A calendar owner can create more than one calendar. Each calendar has its own unique URL, and each can be separately advertised to potential appointment makers. For example, a professor might have one calendar on which she lists office hour appointments for her undergraduate classes, and another on which she lists office hours for her graduate classes. Or someone might want to create a calendar for an organization that they manage, or for a piece of equipment that they run, or for any other entity that is available for limited periods of time
People who want to make appointments with a calendar owner can look up their calendar in the system, find a block of time when the calendar owner, or calendar member (if the calendar has members), is available for appointments, and schedule an appointment. People do not need to create a calendar in the system to make appointments. They
only need to create a calendar if they want people to be able to make appointments with them (e.g., they hold office hours).
The system uses e-mail and text msgs to notify and remind people of pending appointments.
Appointments can be cancelled with or without e-mail notification. The calendar owner can check the calendar at any time to see if
they have pending appointments, and users who have made appointments can see a list of their pending appointments.
It is also possible to synchronize appointments in the system with a local calendaring application, such as Outlook or iCal or Google calendar, using the PREFERENCES system.
To use the Web Appointment Scheduling Engine you must first identify yourself, either by
clicking the Log in button and entering a NetID and Password,
or, if you are a guest (not a member of the Princeton community), by entering your e-mail address and clicking the Guest Log in button.
Once you have logged in, you will be able to make appointments with people who have created calendars in the system,
or you can create and manage your own calendars and enable people to make appointments with you (e.g., you hold office or advising hours).
You do not need to create a calendar to make appointments with other people; you only need to create a calendar if you want other people to be able to make appointments with you.
Note that to create and/or manage a calendar, you must login with a NetID.
Guests cannot create or manage calendars, but they are able to make appointments on calendars set to permit guest access.
To make an appointment, you first need to locate the calendar of the person with whom you wish to make the appointment. To do that,
click the "Make appointment" tab, then enter the person's name or NetID or calendar title in the "Search for Availability" box. Calendar titles will appear as you type (or click "Go" when you are done typing).
You can also click "find my course instructor calendars" to see a list of any calendars that exist for instructors in your courses. If the search is successful, a list of all matching calendars will be displayed.
To see if there are any available appointment times for a calendar, click on the arrow next to the calendar title. This will display a list of appointment "blocks", times when the owner is available for appointments. Click the + sign associated with a block to see the available appointment slots, then click the arrow associated with an appointment slot to make the appointment.
Once you have selected an appointment time, you are ready to fill in the Sign Up for Appointment form.
The appointment time will be displayed, but you can change it to another available time via the selection down-arrow.
Many of the fields on the form have been pre-filled with information from your directory entry, but you can change these if you need to.
You can specify the purpose of the appointment (this may be required), whether or not you want to get a reminder, and enter a text msg address
to get a text message notification and reminder (You can use the Preferences tab to set defaults
for your text msg address).
Once you have filled in the information, click Save to make the appointment, or Cancel if you change your mind.
Clicking the My appointments tab takes you to the My Appointments page, where you can see and search for any appointments you have made (or that someone has made on your behalf), or any appointments that people have made with you. The page displays a set of filtering options which allow you to restrict the search by various criteria (click the down arrow next to "Filtering Options" if not displayed). When the page is initially displayed, the options are filled in on the assumption that you want to search for all of your appointments from today on. If you
want to limit the search to specific date/time ranges, or to specific calendars (e.g., based on the person with whom you have made the appointment), fill in or select the appropriate field on the form. If you own or manage a calendar, and want to see appointments that have been made with you by a specific person, enter their NetID (or name) in the "Made By" field on the form.
The displayed list of appointments will provide details about the appointment(s), and also allow you to cancel the appointment(s), if you wish. You can also print the displayed list, or export it into a CSV (comma-separated) file. If no appointments are found, a message to that effect will be displayed.
To view or edit the details of an appointment, click on the appointment (or the right-arrow button for the appointment). This is the Edit Appointment page. You can make changes to the appointment (by clicking Save after changing the information), cancel the appointment (by clicking the Cancel Appointment, or x button at the top right), or click Cancel to exit out of the screen without making any changes.
The My Appointments page also shows any wait list entries you have made. A calendar owner can enable a notification list for their calendar. Pople who want to make an appointment but cannot find an available time can add their names to this list -- they will be notified when new appointment slots become available. You can edit or delete these entries.
The Calendars page lists any calendars you own, manage, or of which you are a member. To view a calendar, click on its title.
To view multiple calendars simultaneously, check the boxes next to the calendar titles, then click the "View Calendar(s)" button (right-arrow button at top right).
You can apply to manage or be a member of a calendar on the Calendars page. In the "Managed" section, and in the "Member Of" section, you will see "Apply to Manage" and "Apply to be a Member" boxes, respectively.
The process for each is the same. Enter one or multiple (comma-separated) NetIDs in the "Apply to ..." search box. Then click the Enter key or tap "Search" from a mobile device.
A calendar, or list of calendars, for the given user will appear. Click the checkbox for each calendar you wish to manage (or be a member of), and
enter any text to be included in the request e-mail,
then click "Apply".
An e-mail will be sent to the owner of the selected calendar(s) with your request. On the Calendars page, you will see a
section called "Managed (Pending)" or "Member Of (Pending)" that lists
the calendars for which you have made a request to manage/be a member. The calendar owner will have the option to accept or decline the request.
If you are a calendar owner or manager, you will be alerted to any manage or member requests with a highlighted calendar row as well as a link in the "Manager(s)" or "Member(s)" columns that reads "(Pending: user's name)".
Click on this link to go to the Calendar Settings screen, where you can Allow or Deny the request.
Click "Allow" to add them as managers or members, or click "Deny" to refuse the request and generate an optional e-mail regarding your selected action.
If you wish to make global changes to a calendar, or delete a calendar, you should check the box next to the calendar's title and click the "Calendar Settings" button (starred-circle button at the top right). Changes you can make include changing the title of the calendar,
adding or removing calendar managers or members, changing block defaults, and changing settings for e-mail notifications and reminders. You can also delete the calendar (this will delete all blocks and appointments).
Changes you make to settings in Calendar Settings, such as a different meeting location, apply to blocks that are added to the calendar subsequent to the change. However, when you make such a change, you will be prompted as to whether or not you wish to have these changes propagated to existing blocks as well.
To create a calendar, go to the Calendars page, then click "New Calendar" (plus-sign button at top right).
The Create Calendar form lets you create a calendar. Many of the form fields will have been filled in based on your Directory entry, but you can modify any of these fields. You must specify a title for your calendar. You can also specify default values that will be used when you add blocks of available time to your calendar. Take note that most of these defaults can be overridden on each block, but some apply to all blocks. One of the global settings for the calendar is turning the Wait List on or off. You can set up default access restrictions (who can make appointments, and deadlines for making appointments), which can be overridden on each block as well. Access restrictions are described more fully under the help topic "Add a Block".
You can designate one or more "managers" for your calendar. Calendar managers can do everything you can do with your calendar (view/schedule/cancel appointments). When you add a manager, you can specify whether or not they should receive appointment notifications and reminders
(notifications are sent out at the time an appointment is made or cancelled. Reminders are sent out one day prior to the scheduled appointment).
You can designate one or more "members" for your calendar. Calendar members are people who can schedule blocks of available time for themselves on the calendar. Normally, all blocks of available time refer to the calendar owner, but a member can schedule blocks of time for themselves. When you add a member, you can specify whether or not they should receive appointment notifications and reminders.
When you are finished, click Save to save the changes. You can click Cancel at any time to exit the screen without saving any changes.
If you wish to make global changes to a calendar, or delete a calendar, first go to the Calendars page. Next, check the box next to the calendar's title and click the "Calendar Settings" button (starred-circle button at the top right). Changes you can make include changing the title of the calendar, adding or removing calendar managers, changing block defaults, and changing settings for e-mail notifications and reminders.
To delete the calendar, click the "Remove Calendar" button (x-button at top right). This will delete all blocks and appointments. You will, however, be prompted to confirm the removal and be given the opportunity to edit the e-mail notification message to these cancelled-appointment holders beforehand. You should only remove your calendar if you no longer wish to use the system altogether. You do not need to remove your calendar between semesters or years. Instead, you can just continue to add blocks to your calendar that correspond to your availability at future times.
You can also find a direct URL link for the calendar, a subscription URL for iCal, as well as an RSS URL on the Calendar Settings page. These allow you to sync your WASE calendar
with a local calendar; however, WASE includes a facility for putting blocks and appointments directly into your local calendar (e.g., Outlook or Google Calendar) ... you do this through
the Preferences tab, and this is simpler and more direct than using an Ical or RSS feed.
See the "Create New Calendar" help section for more information about specific form fields.
Note: WASE allows you to export appointments directly into your Exchange (Outlook) Calendar or Google Calendar. You set this up using the Preferences
tab (see the Preferences help section for details). This is a much more direct way to synchronize your appointments than using the subscription mechanism
You should now see Internet Calendars added to the list in Folder View and the name you entered, from step #6 above, listed.
If you are using Google Calendar
If you are using iCal on a Mac
This particular Web Appointment Scheduling System calendar should now appear in the list of available calendars.
NOTE: Google calendar currently can take as long as a day to update a subscribed calendar, so you should NOT use this mechanism to keep up with recently scheduled appointments. Instead, use the link that is included in the appointment announcement e-mail to add appointments one by one to your Google calendar.
If you are using Mozilla Lightning or Sunbird
You should now see the name of the calendar you entered, from step #7 above, added to your list of calendars.
If a calendar is used to schedule things such as events, seminars, presentations, or other group-oriented events (typically represented by unslotted blocks), then the listed URL will allow people to subscribe to the calendar as an RSS feed (the system will send them the calendar in RSS format). This subscription only returns block information; it does not return information about individual appointments. It is intended for event calendars, and allows someone to see all of the scheduled events (calendar blocks) in an RSS reader.
If you own this calendar, and you are using the calendar to schedule group events, you can advertise this calendar to potential attendees, thus allowing them to download the calendar events intoi their RSS reader.
Each calendar can have a wait list associated with it. Users on the wait list are sent an email whenever appointments slots become available on the calendar.
Calendar owners can ask to be notified when someone joins the wait list. To enable the wait list feature, turn the Wait List field to "On" on the Calendar Settings page.
Users can then add entries to the wait list specifying a time range for which they are available and a message for the calendar owner.
This is useful if there are no blocks of time on a given calendar for which a person is available.
To view a calendar that you own, manage, or are a member of, go to the Calendars page, then click the title of the calendar you wish to view. You may also select multiple calendars by checking the checkboxes next to each calendar and clicking "View Calendar" (right-arrow button at top right).
The View Calendar page is the central place for users to add, edit, and delete blocks and appointments from their calendar.
Calendar NavigationBy default, the screen shows you all of the blocks and appointments for the current month. To select another month, or a specific week or date, click on the small calendar (forward/backward arrows for month scrolling, "WK" column for week selection, or a date to see only the blocks and appointments on that date). On a large screen, you can also expand the calendar using the up-and-right arrow to the right of the small calendar to view the blocks and appointments in calendar format. The small calendar is color-coded to indicate the status of a day, as follows:
Displayed CalendarsThere is a section called Displayed Calendars that shows all of the calendars that you own, manage, or are a member of. To see the blocks and appointments for one or multiple calendars, click the checkbox next to the calendar. The calendars are color-coded so that you can tell at a glance which blocks belong to which calendar if multiple calendars are selected. The Displayed Calendars section can be collapsed and expanded, which is useful for easier viewing on a smaller screen.
Blocks and AppointmentsThe main part of the View Calendar screen shows the blocks, appointments, and open slots available for the selected time range. A block corresponds to a period of time during which the calendar owner is available for appointments. For a given calendar, all blocks are color-coded to have the same color. The blocks are listed in chronological order, and key information about the block is displayed here, including the description, location, maximum number of appointments allowed per slot, maximum number of appointments allowed per person, and the direct URL for viewing the block.
There is a print-button located in the upper-right corner of the screen. This will print a list of all blocks and appointments for the given time frame.
There are action buttons for the block in the upper right hand corner of the block.
The appointments for the block are listed with their associated times. Each time slot may have one or more appointments associated with it, and the maximum number of appointments allowed per slot can be specified on the Add or Edit Block form.
The action buttons for a slot are located on the right-side of the slot.
Before people can make appointments with you, you need to add one or more blocks of available time to your calendar. You do this by going to the Calendars screen, selecting the relevant calendar title to go to the View Calendar screen, and clicking the "Add Block" (plus-icon) button in the upper-right corner. This will display a form that lets you specify details about the block, including the block title, description, and location for the appointments that will be scheduled.
Date and TimesYou must specify the date and start time of the block. You must also specify the end time OR duration of the block. To toggle between end time and duration, click on the drop-down list for the field title.
Repeating BlocksA repeating block can recur daily, weekly, monthly, and so on. You must specify an end date for the series of blocks. You can also specify on what types of days the blocks should be scheduled, wherein the type of day corresponds to the way days are classified on the daytype calendar at Princeton. When you click the pencil icon to edit a recurring block on the View Calendar screen, you can choose to either edit one instance of the block or the entire series. When editing a recurring block, certain features are not editable because those changes could unexpectedly affect appointments.
Slots and AppointmentsSpecify whether or not there are appointment slots. If you choose to divide into slots, you then specify the slot size for the block ... this refers to the length of the appointment slots within the block. If you select "No" for dividing into slots, people will not select a specific time within the block (e.g., this is appropriate for the traditional first-come, first-served office hours block, or for a meeting).
If, instead, you specify a slot size, then the block will be divided into an integral number of these slots, and people will select specific times.
For example, if you create a block that goes from 11:30 am until 3:00 pm, and you use a slot size of 30 minutes, the system will create seven consecutive half-hour slots (11:30-12, 12-12:30, etc.). People can then select whatever time slot is available. If you want people to be able to make half-hour or 1 hour appointments, you would set a "Max appointments" value of 2 (so that people can make appointments that span up to 2 half-hour time slots).
You can limit how many appointments can be made for a lot (or block). For blocks divided into slots, you can also set a limit on the number of (consecutive) appointment
slots that an individual may take.
You may also specify if the appointment maker *must* state a purpose for the appointment.
Block AvailabilitySpecify whether the block is available for making appointments. If you make the block unavailable, no appointments may be made.
Contact InformationName, Phone, E-mail address(es) of contact person for appointments.
Notifications and RemindersAs the block owner, you can choose to be sent an e-mail notification every time a person signs up for an appointment. You can also choose to be sent an e-mail reminder of the appointment, which is sent out the preceeding night. People who make appointments with you may also get notifications and reminders. Specify here any text that you would like to be included in these e-mail messages.
DeadlinesYou can associate a number of time restrictions for a block, as follows:
Note that you can have different settings for "View Calendar" and "Make Appointments." For example, if you want anyone at all to be able to view your calendar blocks, but only you to be the one to schedule appointments, you would set "View Calendar" to "Open" and "Make Appointments" to "Private."
To edit a block, go the Calendars page and click on the relevant calendar to go to the View Calendar page. Select the date or date range for the block so that the block will display on the screen. Then, click on the pencil-icon in the upper-right corner of the block to go the Edit Block page.
This page is very similar to the Add Block page (see Adding a Block for field details). Not all fields are editable as they affect appointments that may already be made. You will additionally find the Block URL to directly advertise the block to users for making appointments.
To delete a block, click on the Delete Block (x-button) in the upper right corner of the screen.
Users add appointments to available blocks through the Make Appointment screen. See the help topic "Make an appointment".
Calendar owners, managers, and members can also add appointments via the View Calendar screen. Go the Calendars page and click on the relevant calendar title. Select the date or date range for which you would like to make an appointment. Scroll to the appropriate block, then click on the plus-icon on the right side of the desired time slot. You will go to the Sign Up page for Appointments where you can enter the appropriate information to create an appointment.
A user can edit any appointment that they have made through the My Appointments screen. See the help topic "View My Appointments".
Calendar owners, managers, and members can also edit appointments via the View Calendar screen. Go the Calendars page and click on the relevant calendar title. Select the date or date range for the appointment so that the block on which the appointment was made will display on the screen. Then, click on the pencil-icon on the right side of the appointment to go the Edit Appointment page.
This page is very similar to the Sign Up for Appointment page (see Sign Up for Appointment for field details).
To cancel an appointment, click on the Cancel Appointment (x-button) in the upper right corner of the screen.
Clicking the Preferences button brings up the Preferences page, where you can personalize the operation of WASE.
the available preferences are documented in this section.
Global Settings For Appointments allows you to specify how you want appointments to
synchronize with your local calendar (e.g., Goolge, Outlook/Exchange), as well as whether or not you would like to get confirmations
of appointments being made or changed.
In Default Settings for Appointments, you can set a default text message e-mail and whether or not you would like to receive appointment reminders.
Each of these default fields can be changed on each appointment.
WaitList settings allows you to decide whether or not you want to be notified when someone is added to the Wait List for a calendar that you own
(you can enable/disable wait lists for your calendars).