This document provides an overview of how to use an online appointment scheduling system called ClickBook. It describes how to set preferences like normal availability, notifications, and advanced settings. It also covers how to create custom appointments, time blocks for availability and non-availability, and how to cancel appointments or mark no-shows. The document includes instructions for logging in and navigating to relevant sections for preferences, appointments, and cancellations.

1. Online Appointment Scheduler ClickBook Training

2. Overview Preferences Services Provided Normal Availability Notification Settings Advanced Settings Subscribe to MS Outlook Calendar Custom Appointments Time Blocks Cancelling Appointments Tracking No-Shows

3. Logging In http://www.clickbook.net/ User Name: email@mit.edu Password: welcome

4. Preferences “My Preferences” Tab Services Provided Tick all that apply Normal Availability (this is for recurring appointments only) Tick days you want to have open appointments Enter blocks of time you want to have open (i.e. 12pm-1pm) You can enter blocks of time longer than 1 hour and ClickBook will only allow the correct number of appointments to book (i.e. 12pm-5pm)

5. Preferences (cont’d) Notification Settings You will automatically be sent an email when a student books an appointment. In it there will be a link to a meeting request. Click the link and send the request to yourself to add to your calendar. Advanced Settings Max. forward booking days (14 days) Outlook Calendar Click: Subscribe with Microsoft Outlook 2007 (passord protected) Select “Outlook” It will prompt you for your username and password A new calendar will appear on the left side of your outlook view under “other calendars”

6. Custom Appointments Custom Booking You make the appointment on-behalf of the student. Time Blocks “Not Available” This is useful if you have recurring appointments but are not available at the usual time on a particular date. Create a “Not Available” time block to cancel it out. “Available” This is used to create open appointments one at a time.

7. Cancelling & No Shows Cancelling Appointments Click on the “confirmed” icon and then click “Cancel Appointment” on the left side. Tracking No Shows Click on the “confirmed” icon and tick the “No Show” box. A sad face icon should appear.

8. Questions?

9. Logging In Username: email@mit.edu Password: welcome

10. Preferences Scroll down to edit preferences including your recurring appointment availability.

11. Custom Appointments & Time Blocks

12. Cancelling & No Shows