Google Calendar for Online Library Scheduling

Jane Drabik, LibrarianMindy Siefert, Librarian

Lindbergh High SchoolSt. Louis, MO

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Why online?

Teachers can view anytimeScheduling can be done from homeWanted to save timeTried a couple different methods, but

Google calendar worked bestGoogle calendar was FREE!

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OverviewThe basics of how online library scheduling works

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Our Google Calendar

Easily embedded into our website

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Google Form

Teachers fill out a Google form, found on our website below the calendar, to request library time

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Teacher requests are organized into a Google Spreadsheet that only library staff can see

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What you will need

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 form

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Getting StartedSetting up the calendar

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Setting up a Google Calendar

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 account

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Log in to your account

Once your account is established, log in to view your email

The links at the top will take you to additional products, like calendar.

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Adding events

Add an event by clicking on a timeslot on the calendar

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Events can be added in 2 ways

Events• Teachers request

time • You create the event• Teachers can see

scheduled classes

Appointment slots• You create

appointment slots• Teachers sign

themselves up

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Fill out information

Include title, change time, select calendar, enter description, and SAVE

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Adding calendars

Multiple calendars can be added for library classrooms or various sections

The calendars will be color coded

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Adding calendars

• Add a calendar by clicking on the arrow next to “My Calendars” in the lower left side

• Click “Create New Calendar”• Add name and description• Click to make the calendar

public• Finish by clicking “Create

Calendar” button at the bottom

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Adding calendars

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 up

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Adding calendars

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 timeslots

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Helpful Hints

Events can be duplicated.

Open the event to be duplicated

Under “More Actions” select “Duplicate”

Change information for new class

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Creating a Google formTeachers fill out the form to submit a library request

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Creating a Google Form

Under the top tabs select “Documents”Click on “Create” on the upper left side Select “Form”

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Creating a form

Add a titleClick “Add Item” at the top left to add fieldsSelect from text, multiple choice, text boxes, and

more to create your online library request form

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Our Library Usage Request

Our form contains a title, description, fill in boxes, check boxes, and memo area

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Notification of teacher request

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”

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Google Spreadsheet

All information submitted on the form goes to a Google spreadsheet that is automatically created when the form is saved

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Saving the data

We print a copy of the spreadsheet at the end of each month, along with our other statistics

Then we delete the old informationAnother option would be to create a form

for each month

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Embedding the calendarAdd the calendar and form to your website

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Embedding the calendar

While looking at the calendar, click on “My Calendars” on the center left side, then select “Settings”

All calendars will appear

Click on any calendar name

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Embedding the calendar

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”

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Customized your embedded calendar

Use this screen to customize your embedded calendar

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Customized your embedded calendar

Select the default view

Week is easiest to read, but patrons can change the view as well

Select the calendars to display in the lower left corner

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Embedding the calendar

The customized calendar can now be embedded by copying the embed code and pasting it into your webpage

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Things to keep in mind…

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 date