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How to Create Office Hours

This article applies to the following role permissions: Administrator - Director - Group Manager - Faculty/Staff

Create Office Hours

Office hours can always be created by a Group Manager or Department Director using the master scheduler tab.  Permission for an individual to create office hours is based on the group settings for their group(s).

Employees that are available to take appointments will need scheduled office hours and employees that are available to work with students via drop ins will need drop in office hours.  Most employees will have a combination of both scheduled and drop in availability on the group calendar.  

The office hours can be set up as a series.  Each individual selects the modalities - virtual, in-person, or telephone for their office hours.  They also select the reason codes that align with the services they provide.  In addition, for employees that work in different locations, they are able to identify where they work, when they work there.  

There are two ways to create office hours - individually or as a group admin. Staff and faculty can create their own office hours using the "My Calendar" tool. Group admins can create staff and faculty office hours via the Scheduling Control Center or Group Master Scheduler.  

My Calendar Tool 

Navigate to "Scheduling" then "My Calendar" on the left side navigation menu.
Click on the calendar and drag to open setting window.  Select the group you are setting office hours for. The office hours will create appointment slots on the group calendar. 
If you belong to multiple groups you will need to set the office hours for one group at a time. Select the first group and complete all the steps in the window. 
To repeat the process for other groups, click on your calendar on a space where no office hours are scheduled to reopen the window and complete.  

                     
 

                                     
Date: Select Single or Recurring Series and input the single date or recurring dates.
 
                                
Time: Select a Start Time and an End Time for your office hours. If you work multiple shifts, create office hours for each shift separately.

                               
Location: Once you select a Group, the form will update to show the group’s locations. Select the location(s) for these  office hours: video, telephone, or in office. 
In-office appointments also require selecting the name of that location. Some institutions or groups have multiple campuses or centers listed here. If you work at multiple locations, create office hours for one location and then create a new set of office hours for the other location.

                                 
Reason Codes: The group setting "Show or Hide reason codes" dictates what is displayed.  When reason codes appear here, a group setting has been selected to allow staff and faculty to select from the group’s reason codes when making office hours. When reason codes do not appear here, a group setting has been selected that applies all of the group’s reason codes to all staff and faculty office hours by default. Only those with the Group Manager role and above can change the group setting to show or hide reason codes on the office hour creation dialogue box.

                                       
Save: Click "Save" to save and add your office hours to your calendar. If you belong to multiple groups or hold office hours in different in-office locations, repeat the office hour creation steps for each group and location.
 
                                     
Option for Drop-In Office Hours: The checkbox for Drop-In Office Hours is for office hours that are not for scheduled appointments. Checking this box will hide your office hours on the appointment scheduler. Your office hours will appear on the group calendar with a dotted line around them. Students without appointments who walk into your office can be checked into a meeting with you during your walk-in hours, and students without appointments can knock on your ConexED card door for a virtual meeting during walk-in hours.