Google calendar for online library scheduling

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A presentation for MASL spring conference 2012. Shows how we use google calendar to schedule classes in our high school library.

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Google calendar for online library scheduling

  1. 1. Google Calendar forOnline Library Scheduling Jane Drabik, Librarian Mindy Siefert, Librarian Lindbergh High School St. Louis, MO
  2. 2.  Teachers can view anytime Scheduling can be done from home Wanted to save time Tried a couple different methods, but Google calendar worked best Google calendar was FREE!Why online? 2
  3. 3. OverviewThe basics of how online library scheduling works 3
  4. 4.  Easily embedded into our websiteOur Google Calendar 4
  5. 5.  Teachers fill out a Google form, found on our website below the calendar, to request library timeGoogle Form 5
  6. 6. Teacher requests are organizedinto a Google Spreadsheet thatonly library staff can see 6
  7. 7.  In order to create your own Google calendar, in which teachers can request library use, you will need: ◦ A Google account ◦ A Google calendar ◦ A Google form  The Google spreadsheet will be generated automatically from the formWhat you will need 7
  8. 8. Getting StartedSetting up the calendar 8
  9. 9.  Go to google.com and click “sign up” in the upper right corner Create a free account by clicking the blue link “create an account for free” Fill in the information to create a free accountSetting up a Google Calendar 9
  10. 10.  Once your account is established, log in to view your email The links at the top will take you to additional products, like calendar.Log in to your account 10
  11. 11.  Add an event by clicking on a timeslot on the calendarAdding events 11
  12. 12. Events Appointment slots• Teachers request • You create time appointment slots• You create the event • Teachers sign• Teachers can see themselves up scheduled classesEvents can be added in 2 ways 12
  13. 13.  Include title, change time, select calendar, enter description, and SAVEFill out information 13
  14. 14.  Multiple calendars can be added for library classrooms or various sections The calendars will be color codedAdding calendars 14
  15. 15. • Click “Create New• Add a calendar by Calendar” clicking on the arrow • Add name and description next to “My • Click to make the calendar Calendars” in the public lower left side • Finish by clicking “Create Calendar” button at the bottomAdding calendars 15
  16. 16.  Each calendar is color coded Choose colors that stand out from one another so that your patrons don’t confuse different areas Calendars can be viewed or hidden depending on how they are set upAdding calendars 16
  17. 17.  When all the calendars are created you can add events to various calendars Click on a timeslot and a drop down menu will appear under “Calendar:” When you choose your calendar the events will appear in color coded timeslotsAdding calendars 17
  18. 18.  Events can be duplicated.  Open the event to be duplicated  Under “More Actions” select “Duplicate”  Change information for new classHelpful Hints 18
  19. 19. Creating a Google formTeachers fill out the form to submit a library request 19
  20. 20.  Under the top tabs select “Documents” Click on “Create” on the upper left side Select “Form”Creating a Google Form 20
  21. 21.  Add a title Click “Add Item” at the top left to add fields Select from text, multiple choice, text boxes, and more to create your online library request formCreating a form 21
  22. 22.  Our form contains a title, descriptio n, fill in boxes, check boxes, and memo areaOur Library Usage Request 22
  23. 23.  When a teacher submits a Google form an email is sent to our library Google account Gmail settings allow all emails to be forwarded to ONE email address We have this set up as well. Setting can be changed in Gmail, settings icon, settings, then “forwarding and POP/IMAP”Notification of teacher request 23
  24. 24.  All information submitted on the form goes to a Google spreadsheet that is automatically created when the form is savedGoogle Spreadsheet 24
  25. 25.  We print a copy of the spreadsheet at the end of each month, along with our other statistics Then we delete the old information Another option would be to create a form for each monthSaving the data 25
  26. 26. Embedding the calendarAdd the calendar and form to your website 26
  27. 27.  While looking at the  All calendars will calendar, click on appear “My Calendars” on  Click on any the center left calendar name side, then select “Settings”Embedding the calendar 27
  28. 28.  In the middle of the page there are directions to “Embed this Calendar” Click on the link that says “Customize the color, size, and other options”Embedding the calendar 28
  29. 29.  Use this screen to customize your embedded calendarCustomized your embedded calendar 29
  30. 30.  Select the calendars  Select the default to display in the view lower left corner  Week is easiest to read, but patrons can change the view as wellCustomized your embeddedcalendar 30
  31. 31.  The customized calendar can now be embedded by copying the embed code and pasting it into your webpageEmbedding the calendar 31
  32. 32.  Google calendar has some problems in certain browsers, namely IE The calendar will not default to your school’s hourly schedule Each class period has to be entered individually Events can be moved by clicking on the event and dragging it to the new dateThings to keep in mind… 32

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