Campus-Support

Every person registered in the PEVZ of the university can publish and manage their own appointment series in this way. The appointments can be booked by persons with BIS access. In addition, as an appointment provider, you can also enable the possibility of booking by persons without log-in.

Secretary's offices assigned to teaching staff in the PEVZ can create and manage appointment series for their teaching staff within the scope of their secretary's authorisation. With the special right to "make appointments", people are authorised to manage appointments for all people in the department and subordinate departments as well as for the department itself and its subordinate departments. This right, like the other BIS rights, must be explicitly requested: ‘Extended rights’.

Secretary's offices or people with the above-mentioned right will find a button in the top right-hand corner of the 'Meine Terminvereinbarung' page for 'Personenauswahl zur Terminvereinbarung' (Selecting people for appointments) with which they can select the person for whom they would like to edit an appointment series. Without such a selection, you will only find your own appointments on the "Meine Terminvereinbarung" page.

On the appointment page, you will see the button 'Neue Termine anlegen' (Create new appointments) at the top, which you can use to create new appointment slots. If you click on this link, you can create groups of appointments on the following page, so that you can, for example, create all the office hours offered in a semester in one go. The individual input fields have this meaning:

Examples of possible inputs:

• You would like to offer 4 half-hour office hours tomorrow between 4 pm and 6 pm: To do this, enter tomorrow as the first date (‘Erstes Datum’) and leave the last date (‘Letztes Datum’) blank. You can select 'einmalig' (once) as the rhythm, but in fact it does not matter here which rhythm you set. Enter 16 (16:00 = 4 pm) and 18 (18:00 = 6 pm) for the start (‘Start’) and end (‘Ende’) and 30 for the length (‘Dauer’).
• You would like to offer quarter-hour office hours every Thursday from 9 am to 11 am throughout the lecture period: Here you enter the Thursday of the first week of the lecture period in the first date ('Erstes Datum') and the Thursday of the last week in the last date (Letztes Datum'). Select 'wöchentlich' (weekly) as the rhythm ('Rhythmus') and enter 9 and 11 for start ('Start') and end ('Ende'). The length ('Dauer') is set at 15 minutes.

When you have made your entries, have the preview of the appointments (‘Vorschau der Termine’) generated so that you can check whether the system has made what you had intended from your entries. If this is not the case, you can correct the settings via a corresponding button.

With the button 'Veröffentlichen' (Publish) you release the appointment and thus publish it in the electronic course catalogue (eKVV) and the staff and department search (PEVZ). However, you can still make settings after publication (e.g. release the booking without log-in), edit or delete appointments

As soon as appointments have been saved, they are visible in the electronic course catalogue (eKVV). There is a separate page in the electronic course catalogue (ekvv) for each teaching staff member with the available appointments, which can be accessed, for example, from the teaching staff search via the link 'Termin vereinbaren' (Make an appointment).

This link only appears for staff who have already offered appointments in this way, but then regardless of whether there are currently bookable appointments or not. As soon as you have used the function for the first time, this link is also displayed in your personal page of the staff and department search (PEVZ). If you currently do not offer any appointments and do not want this link to be displayed, you can deactivate it on the 'Meine Terminvereinbarungen' (My appointments) page via the corresponding link in the middle of the page.

If you also add details of your office hours in the staff and department search (PEVZ), these will also be shown in your appointment overview in the electronic course catalogue (eKVV), so that both information can be found in one place if necessary. You should adjust your office hours if necessary so that there is no contradictory information.

By default, the page with the offered appointments is only accessible after logging in. In addition to students, staff members can also access these pages and make appointments. (In this way you can also test the function yourself by booking one of your own appointments.) External users can also use the function if they have been given the appropriate access. If you want to make the appointment booking accessible to people outside the university, you can release this after publishing the appointment series (see the corresponding paragraph below).

Only the dates that are still bookable, i.e. not already booked, are published in the appointment display. Appointments in the past are not displayed.

If you do not want to use the appointment function in the future, you can turn off the display of the corresponding links in the electronic course catalogue (ekvv) and in the staff and department search (PEVZ) by going to the page 'Meine Terminvereinbarungen' (My Appointments). If you do not have any appointments still taking place, a corresponding button will be displayed.

 

 

If you want to delete individual appointments or even entire days (e.g. Public Holidays) from the list, you can do so in the overview of all your appointments on the following page. There you will also find an option to change the room and description for individual dates as well as to enter further comments that are only visible to you. You could also store video conference information there afterwards if you do not want the same video conference link to be used for all appointments.

When generating new appointments, the system does not check whether they overlap with existing appointments. This makes it technically possible to offer several appointments at the same time, which can be useful for organising consulting hours, for example, where there are several persons to contact and thus more than one participant can come at the same time.

If you would like to assign one of your appointments yourself, you can do so directly in the appointment overview via the corresponding link. You enter the name and e-mail address of the person and can also note which topic is to be discussed.

If you want to send information to the person afterwards, e.g. the necessary information for a video conference appointment, use the mail symbol next to the appointment.

By default, the booking of appointments is only available to university members who use their BIS access for this purpose. However, you can also release the booking for people without a log-in, in order to offer appointments to external persons as well, as is useful, for example, when advising prospective students or during public consulting hours.

To do this, you will find the button 'Terminvereinbarung ohne Login aktivieren' (Activate appointments without login) under the series of appointments you have already published. If you have already used this function, the corresponding button is labelled accordingly ('Terminvereinbarung ohne Login deaktivieren.' (Deactivate appointment without login)).

You have the option of exporting booked appointments for further processing, e.g. in Excel. For this purpose, you will find an export button for each calendar day with appointments. The export always outputs all offered appointments of the day, even if they have not been booked.

On the page with all booked appointments, you will find a symbol to cancel the appointment at the right-hand side. If you confirm this, the booking will be cancelled directly and the participant will be notified by email. This mail is sent automatically without you being able to add your own comments. If you want to send a personal message by email about the cancellation, you should do this before the cancellation, because with the cancellation the person concerned (together with the contact details) disappears from the participation list and you may then no longer have access to the participants' address details.

A cancelled appointment is immediately marked as ‘free’ and can then be booked again by other participants (or the same participants).

You can also delete appointments completely, either individually, by day or as a series. You will find the relevant information directly under the list of appointments. In this way, you can make individual deletions after creating appointments or quickly clean up incorrectly created appointments and then create them again with the correct information if necessary.

Participants will also be notified in the event of a cancellation, as there is no difference for them between a cancellation and a deletion. However, a deleted appointment cannot, of course, be re-booked.

In order to keep an eye on your own appointment bookings, especially when booking appointments at short notice, for example in service areas, you can receive the booked appointments as calendar integration from the electronic course catalogue (eKVV).

Your appointments are then displayed in Outlook in a separate calendar, which you can integrate as an additional calendar.

Important to know: You cannot edit or cancel appointments via Outlook. Changes you make to these dates in Outlook are not reflected in the electronic course catalogue (eKVV) and do not reach the participants of your appointments.

To set up the calendar integration, you must complete the following steps once:

As an employee, you can also book an appointment with a colleague or in a department. To do so, simply open the booking page of the agency offering the service. There you will see all the appointments that are still taking place, both free and already booked.  Select a free date and click on the booking symbol at the right margin. You will then be taken to a page where you can describe the topic you would like to talk about and also create notes that are only visible to you. If the appointment provider offers different formats ('vor Ort' (on-site), 'online' (online), 'telefonisch' (telephone)), you will need to choose a format here.

If you really want to book the appointment, confirm this. Once confirmed, the appointment is booked in the system and also displayed as 'gebucht' (booked) to the appointment providers - the appointment thus 'belongs' to you, without any further confirmation by the appointment providers being necessary.