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LibCal Outlook Integration: Appointment Settings

This guide will describe how to integrate your outlook calendar with LibCal allowing you to create an way to schedule appointments through your profile in any Lib-Application.

Configure Appointment Settings

The Appointment Settings allow you to configure the duration of your availability times, booking restrictions, and other important settings. Because these have a big impact on how individuals book appointments with you, it's strongly recommended that you set these up before you start adding availability times.

Setting Options

LibCal Appointment Settings

Appointment Duration: Each slot can run anywhere from 10 minutes - 300 minutes.

  • This will also update all of your existing availability times to the new duration.
  • Please note: this option will not appear if your system admin has enabled Appointment Categories.

Appointment Padding: If you'd like to include some time between appointments in your schedule, set that here (from 0 minutes - 180 minutes). This can be helpful, for example, if you need time to get from one location to another.

  • Please note: this option will not appear if your system admin has enabled Appointment Categories.

Patron Must Book in Advance: Set how many hours/days in advance the appointment must be booked (from 0 hours - 1 week).

Patron Can Cancel Appointment: Set how far in advance a patron is able to cancel an appointment (from 0 hours - 1 week).

Patron Booking Window: Set how far in the future a patron is allowed to book an appointment with you. For example, if you set the window to 1 month, then patrons will only be able to see availability times 1 month into the future.

Public Nickname: Use this setting to create a nickname to show in place of your real name (as listed in your LibApps user account settings).

  • For example, if you enter a nickname of "Science Librarian", then patrons will see "Science Librarian" on all public appointment booking pages and email notifications.
  • We are recommending that you use the following format for Public Nickname: "Full Name | Area of Expertise".

Friendly URL: You can give your appointment booking page its own customized URL. Although optional, this will make it much easier to link to and share the URL to your public appointment booking page.

  • The text you enter here will appear after /appointments/ (e.g. yourlibrary.libcal.com/appointments/my-friendly-url).
  • Important note: friendly URLs are case sensitive and can only contain letters, numbers, underscores, and hyphens. For best results, we recommend using all lowercase letters.

Restrict Bookings by Email Domain: If you'd like to restrict who can book appointments with you, one way is to limit new bookings to users with certain email domain names.

  • For example, if your university's email addresses end in @springyu.edu and you want to restrict appointments to members of your institution, you could list @springyu.edu as the only allowed email domain name. That would prevent users with @gmail.com or @outlook.com email addresses, for example, from booking appointments with you.
  • You can specify one or more email domain names -- just be sure to include the @ symbol and separate multiple domain names by a comma (e.g. @students.springyu.edu,@staff.springyu.edu).

Directions: Optionally, you can provide patrons with directions to your location or office. This will display both on the appointment bookings screen, as well as in the patron's email confirmation.

Patron Reminder Email: You can choose to automatically send a reminder email to a patron prior to their scheduled appointment, up to 1 week in advance.

Patron Follow Up Email: You can choose to automatically send a customized follow-up email to a patron after their appointment concludes, up to 1 week later.

  • This is a great way to gather feedback from the patron and ask if they have any follow-up questions.

Enable LibAuth Authentication: If your LibApps administrator has setup LibAuth authentication, you can choose to enable it for your appointment booking form. When you do this, patrons will be required to authenticate before they can book an appointment with you. This will effectively restrict your appointments to people affiliated with your institution.

  • In the Enable LibAuth Authentication dropdown, select the LibAuth profile you'd like to use.
  • If any attribute rules have been added to your LibAuth profile, you can choose which rule to apply from the Apply Attribute Rule dropdown. For example, you could use this to restrict appointments to patrons with a certain status (e.g. undergraduates only) or department affiliation (e.g. only arts & humanities students).
  • Please note: if LibAuth was not enabled by your LibApps admin, then this option will not appear.

Once finished making your changes, click the Save button.

Appointment Instructions/Description Settings

Enter your description using the rich text editor. Use the various text editor options to format and style your text, as well as insert images.

When finished, click the Save button.

LibCal Appointment Form Questions Settings

In the Appointment Form Settings panel, click on the Add Question button.

In the Add Question window, enter the question you want to ask the patron in the Text field. This will appear as the question's label on the form.

Select the type of question you want to add from the Type dropdown. You can add the following field types:

  • Radio buttons
  • Checkboxes
  • Dropdown
  • Single-line text
  • Multi-line text

If you'd like, use the Required options to choose whether or not this question is required before submitting the form.

  • Patrons must provide an answer to this question: when selected, this will be a required field. Users will not be able to submit your booking form without answering it.
  • This is an optional questions: users will not be required to answer the question when booking an appointment.

If you selected Radio Buttons, Checkboxes, or Dropdown, use the Selections field and  Add Selection button to add options.

  1. To remove an option from the list, click on its trash can () button.
  2. Click the Add Question button to ave your changes.

LibCal Appointment Form Question Order Settings

In the Appointment Form Question Order panel, drag and drop your custom questions into a new order.

Click on the Update Order button.

  • NOTE: if you have already collected responses to this form, keep in mind that those booking form responses may not match future bookings.

LibCal Appointment Form File Uploads Settings

In the Appointment Form File Uploads panel, toggle the File Uploads option to enable or disable this field.

  • File uploads disabled: when this option is selected, no file upload field will appear on your appointment form.
  • Allow patrons to upload files along with their appointment booking: when this option is selected, users will see a field on your appointment form where they can either select or drag and drop a file to attach to their submission.

In the Help Text text box, you can optionally customize the help text that appears inside the file upload area on your form. For simple changes, replace the text inside of the existing <strong></strong> and <span></span> tags (shown highlighted in the screenshot).

  1. To revert back to the default text, click on the Restore Default Help Text‚Äč.

Click the Save button.

LibCal Confirmation Email to Patron Settings

Confirmation email to patron: this is sent to the user after they book their appointment.

To customize one of the above template, simply click on its panel. Here's an overview of how a template works:

  1. Use the Subject text field to customize the subject line of the email.
  2. Use the Body text box to customize the content in the body of the email.
    • The body of the email can include HTML code to help style your messages.
    • For example, to make text bold, put it inside of <strong></strong> tags.
  3. Each template uses several tags to insert information about the booking directly into the email. These can be used in both the Subject and Body of the template.
    • For example, the {{{FORM_FIELDS}}} tag will display the user's booking form responses wherever the tag appears in the email.
    • To show a tag's content only if the field contains a value, put it inside of a section (i.e. {{#tagname}}...{{/tagname}}).
      • For example: {{#MY_EMAIL}} ({{MY_EMAIL}}){{/MY_EMAIL}} will only display the content between the {{#MY_EMAIL}} and {{/MY_EMAIL}} tags as long as the email field is not empty.
    • NOTE: tags are case sensitive and each template uses different tags. Note the Available Email Tags list for each template to know which ones are available.
  4. Use the Subject Preview and Body Preview areas to see how a real email notification would look. The preview will insert sample text in place of each tag to simulate the type of information that will appear.
  5. To reset a template to its default text, click on its Restore Default Subject + Body button.

Once you've finished making any changes (including restoring the default text), don't forget to click the Save button.

LibCal Rescheduled Email to Patron Settings

Rescheduled email to patron: this is sent to the patron when an appointment is rescheduled.

To customize one of the above template, simply click on its panel. Here's an overview of how a template works:

  1. Use the Subject text field to customize the subject line of the email.
  2. Use the Body text box to customize the content in the body of the email.
    • The body of the email can include HTML code to help style your messages.
    • For example, to make text bold, put it inside of <strong></strong> tags.
  3. Each template uses several tags to insert information about the booking directly into the email. These can be used in both the Subject and Body of the template.
    • For example, the {{{FORM_FIELDS}}} tag will display the user's booking form responses wherever the tag appears in the email.
    • To show a tag's content only if the field contains a value, put it inside of a section (i.e. {{#tagname}}...{{/tagname}}).
      • For example: {{#MY_EMAIL}} ({{MY_EMAIL}}){{/MY_EMAIL}} will only display the content between the {{#MY_EMAIL}} and {{/MY_EMAIL}} tags as long as the email field is not empty.
    • NOTE: tags are case sensitive and each template uses different tags. Note the Available Email Tags list for each template to know which ones are available.
  4. Use the Subject Preview and Body Preview areas to see how a real email notification would look. The preview will insert sample text in place of each tag to simulate the type of information that will appear.
  5. To reset a template to its default text, click on its Restore Default Subject + Body button.

Once you've finished making any changes (including restoring the default text), don't forget to click the Save button.

LibCal Confirmation Email to Admin Settings

Confirmation email to admin: this is sent to the librarian after the patron has booked their appointment.

To customize one of the above template, simply click on its panel. Here's an overview of how a template works:

  1. Use the Subject text field to customize the subject line of the email.
  2. Use the Body text box to customize the content in the body of the email.
    • The body of the email can include HTML code to help style your messages.
    • For example, to make text bold, put it inside of <strong></strong> tags.
  3. Each template uses several tags to insert information about the booking directly into the email. These can be used in both the Subject and Body of the template.
    • For example, the {{{FORM_FIELDS}}} tag will display the user's booking form responses wherever the tag appears in the email.
    • To show a tag's content only if the field contains a value, put it inside of a section (i.e. {{#tagname}}...{{/tagname}}).
      • For example: {{#MY_EMAIL}} ({{MY_EMAIL}}){{/MY_EMAIL}} will only display the content between the {{#MY_EMAIL}} and {{/MY_EMAIL}} tags as long as the email field is not empty.
    • NOTE: tags are case sensitive and each template uses different tags. Note the Available Email Tags list for each template to know which ones are available.
  4. Use the Subject Preview and Body Preview areas to see how a real email notification would look. The preview will insert sample text in place of each tag to simulate the type of information that will appear.
  5. To reset a template to its default text, click on its Restore Default Subject + Body button.

Once you've finished making any changes (including restoring the default text), don't forget to click the Save button.

LibCal Patron Cancel Email to Patron Settings

Patron cancel email to patron: this is sent to the user when the patron has canceled their own appointment.

To customize one of the above template, simply click on its panel. Here's an overview of how a template works:

  1. Use the Subject text field to customize the subject line of the email.
  2. Use the Body text box to customize the content in the body of the email.
    • The body of the email can include HTML code to help style your messages.
    • For example, to make text bold, put it inside of <strong></strong> tags.
  3. Each template uses several tags to insert information about the booking directly into the email. These can be used in both the Subject and Body of the template.
    • For example, the {{{FORM_FIELDS}}} tag will display the user's booking form responses wherever the tag appears in the email.
    • To show a tag's content only if the field contains a value, put it inside of a section (i.e. {{#tagname}}...{{/tagname}}).
      • For example: {{#MY_EMAIL}} ({{MY_EMAIL}}){{/MY_EMAIL}} will only display the content between the {{#MY_EMAIL}} and {{/MY_EMAIL}} tags as long as the email field is not empty.
    • NOTE: tags are case sensitive and each template uses different tags. Note the Available Email Tags list for each template to know which ones are available.
  4. Use the Subject Preview and Body Preview areas to see how a real email notification would look. The preview will insert sample text in place of each tag to simulate the type of information that will appear.
  5. To reset a template to its default text, click on its Restore Default Subject + Body button.

Once you've finished making any changes (including restoring the default text), don't forget to click the Save button.

LibCal Admin Cancel Email to Patron Setting

Admin cancel email to patron: this is sent to the patron if the librarian has canceled their appointment.

To customize one of the above template, simply click on its panel. Here's an overview of how a template works:

  1. Use the Subject text field to customize the subject line of the email.
  2. Use the Body text box to customize the content in the body of the email.
    • The body of the email can include HTML code to help style your messages.
    • For example, to make text bold, put it inside of <strong></strong> tags.
  3. Each template uses several tags to insert information about the booking directly into the email. These can be used in both the Subject and Body of the template.
    • For example, the {{{FORM_FIELDS}}} tag will display the user's booking form responses wherever the tag appears in the email.
    • To show a tag's content only if the field contains a value, put it inside of a section (i.e. {{#tagname}}...{{/tagname}}).
      • For example: {{#MY_EMAIL}} ({{MY_EMAIL}}){{/MY_EMAIL}} will only display the content between the {{#MY_EMAIL}} and {{/MY_EMAIL}} tags as long as the email field is not empty.
    • NOTE: tags are case sensitive and each template uses different tags. Note the Available Email Tags list for each template to know which ones are available.
  4. Use the Subject Preview and Body Preview areas to see how a real email notification would look. The preview will insert sample text in place of each tag to simulate the type of information that will appear.
  5. To reset a template to its default text, click on its Restore Default Subject + Body button.

Once you've finished making any changes (including restoring the default text), don't forget to click the Save button.

LibCal Reminder Email to Patron Settings

Reminder email to patron: this is an optional email that can be sent to patrons as a reminder for their appointment.

  • Use the Set up Reminders option to choose how long before an appointment to send these reminders.
  • Select "No Reminder" if you do not want to send a reminder to patrons.

To customize one of the above template, simply click on its panel. Here's an overview of how a template works:

  1. Use the Subject text field to customize the subject line of the email.
  2. Use the Body text box to customize the content in the body of the email.
    • The body of the email can include HTML code to help style your messages.
    • For example, to make text bold, put it inside of <strong></strong> tags.
  3. Each template uses several tags to insert information about the booking directly into the email. These can be used in both the Subject and Body of the template.
    • For example, the {{{FORM_FIELDS}}} tag will display the user's booking form responses wherever the tag appears in the email.
    • To show a tag's content only if the field contains a value, put it inside of a section (i.e. {{#tagname}}...{{/tagname}}).
      • For example: {{#MY_EMAIL}} ({{MY_EMAIL}}){{/MY_EMAIL}} will only display the content between the {{#MY_EMAIL}} and {{/MY_EMAIL}} tags as long as the email field is not empty.
    • NOTE: tags are case sensitive and each template uses different tags. Note the Available Email Tags list for each template to know which ones are available.
  4. Use the Subject Preview and Body Preview areas to see how a real email notification would look. The preview will insert sample text in place of each tag to simulate the type of information that will appear.
  5. To reset a template to its default text, click on its Restore Default Subject + Body button.

Once you've finished making any changes (including restoring the default text), don't forget to click the Save button.

LibCal Follow Up Email to Patron Settings

Follow up email to patron: this is an optional email sent to the patron after the appointment has ended. This is a great way to send users a link to a feedback form or to let them know how to contact you if they need any additional help.

  • Use the Send Follow Up Emails option to choose how long after each appointment to send these emails.
  • Select "No Follow Up" if you do not want to send a follow-up email to patrons.

To customize one of the above template, simply click on its panel. Here's an overview of how a template works:

  1. Use the Subject text field to customize the subject line of the email.
  2. Use the Body text box to customize the content in the body of the email.
    • The body of the email can include HTML code to help style your messages.
    • For example, to make text bold, put it inside of <strong></strong> tags.
  3. Each template uses several tags to insert information about the booking directly into the email. These can be used in both the Subject and Body of the template.
    • For example, the {{{FORM_FIELDS}}} tag will display the user's booking form responses wherever the tag appears in the email.
    • To show a tag's content only if the field contains a value, put it inside of a section (i.e. {{#tagname}}...{{/tagname}}).
      • For example: {{#MY_EMAIL}} ({{MY_EMAIL}}){{/MY_EMAIL}} will only display the content between the {{#MY_EMAIL}} and {{/MY_EMAIL}} tags as long as the email field is not empty.
    • NOTE: tags are case sensitive and each template uses different tags. Note the Available Email Tags list for each template to know which ones are available.
  4. Use the Subject Preview and Body Preview areas to see how a real email notification would look. The preview will insert sample text in place of each tag to simulate the type of information that will appear.
  5. To reset a template to its default text, click on its Restore Default Subject + Body button.

Once you've finished making any changes (including restoring the default text), don't forget to click the Save button.