Assignment of Dates

Last modified by Carina Enke on 17.01.2024

KB_Terminvergabe.png The course element Assignment of dates allows authors to create lists of dates, which can be made available to learners to sign in. Such lists can, for example, be used to assign dates for presentations or office hours.

 

Content

Usage: Learners' View

Overview

The course element Assignment of dates gives an overview of all the course dates open to learners for registration. Next to the name of the date, you will also be shown information about the time, location, duration and available number of places.

In the example, dates are assigned for an oral exam. The colour of the number of places indicates whether there are still places available so that learners can enrol for their desired date. If there are still open places for this date, the icon will be highlighted in green. If all places have been filled for this date, the icon’s colour will change to red.

In the example, the dates have the following status:

  • The first date has already been appointed to a user. Since there is only one free slot per date, the icon appears in red. This means all available places for this date have been taken.
  • The second date has been appointed to the user, who has just opened the date assignment. This user can deselect the date at any time using the Withdraw button and decide for another open time slot.
  • All other dates in this example have not been assigned yet. This is also indicated by the green icons. Users can still select these dates.

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Functions for users

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Select a date

With this option, you can select and register for a date.

How to do that?
  1. Open the course element Assignment of dates and pick your desired date.
  2. Then click on Select .

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3. Depending on the course author’s settings, you may now add a comment for the date . This comment will also be visible to other users.

After drafting your comment, click on Enrol and add a comment to complete the enrolment process. Alternatively, click on Just enrol .

The date will now appear in the My Dates portlet on the home page as well as in your personal calendar.

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Withdraw

You may withdraw from a date at any time and select a new one.

Whether or not withdrawing from a date is possible, depends on the settings of the course author. If they have disabled this function, learners will not be able to withdraw from dates.

How to do that?
  1. Open the course element Assignment of dates and select the date you wish to withdraw from.
  2. Then click on Withdraw .

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Icon_Tabellendownload.pngDownload table

Export table content as a file. The file format you have selected within your System settings will be used as the default format.

 

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Adjust table

Select the columns to be displayed in the table.

Configuration: Authors' View

In the course editor

The following functions are available to you in the course editor:

Add course element

Click to open instructions on how to add a course element ...

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Elements

Description

Title

You need to enter a title for the course element. The title can comprise a maximum of 100 characters. All special characters and numbers are permitted. The title will appear in the navigation menu of the course and also as a heading in the content area.

Changes to the title of the first course element, the so-called main course node ...
 If you change the title of the first course element, the new content will only be applied to the main course node and then displayed in the opened course. If you wish to edit the course title or description, you can do so using the more settings menu of the course.

Subtitle

You can enter a subtitle for the course element with a maximum of 255 characters. All special characters and numbers are permitted. The title will appear as a tooltip in the navigation menu and - if selected and configured accordingly - as a subtitle in the content area.

Description

Here you can describe the course element. The description will appear in the content area below the title.

Depending on the settings configured in the element Display, this additional text is displayed to the user when opening the course element. The user can expand or collapse the view of the text.

 

Display

Define which information about the course element should be displayed in the course view. In addition to the content, you can optionally display the title and description. All course elements are provided with a reasonable presetting, which mostly includes the setting Title, description and content. You can adjust this setting in accordance with the options available for each course element.

Set link for this course element

Each course element can be accessed via fixed link addresses. Therefore, an internal and an external URL is assigned to each course element. These direct links to concrete elements can be used within courses or provided to learners. The URLs are located below the title and description of the element and will appear upon selecting Set link for this course element.  

  • External link: To refer to this course element from outside of the course or learning platform, you can use the external link and insert it, for example as a href attribute, into the desired HTML page.
  • Internal link: To set a link to another course element within the same course, you can insert the internal link as a href attribute into the desired HTML page.

ID

You will need the ID number of the course element (on the bottom right), for example, if you wish to use the expert mode in the visibility or access tab.

General configuration settings

In the course editor, you will see the following configuration tabs for a course element Assignment of dates :

Title and description

Configuration options in the tab title and description ...

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Elements

Description

Title

You need to enter a title for the course element. The title can comprise a maximum of 100 characters. All special characters and numbers are permitted. The title will appear in the navigation menu of the course and also as a heading in the content area.

Changes to the title of the first course element, the so-called main course node ...
 If you change the title of the first course element, the new content will only be applied to the main course node and then displayed in the opened course. If you wish to edit the course title or description, you can do so using the more settings menu of the course.

Subtitle

You can enter a subtitle for the course element with a maximum of 255 characters. All special characters and numbers are permitted. The title will appear as a tooltip in the navigation menu and - if selected and configured accordingly - as a subtitle in the content area.

Description

Here you can describe the course element. The description will appear in the content area below the title.

Depending on the settings configured in the element Display, this additional text is displayed to the user when opening the course element. The user can expand or collapse the view of the text.

 

Display

Define which information about the course element should be displayed in the course view. In addition to the content, you can optionally display the title and description. All course elements are provided with a reasonable presetting, which mostly includes the setting Title, description and content. You can adjust this setting in accordance with the options available for each course element.

Set link for this course element

Each course element can be accessed via fixed link addresses. Therefore, an internal and an external URL is assigned to each course element. These direct links to concrete elements can be used within courses or provided to learners. The URLs are located below the title and description of the element and will appear upon selecting Set link for this course element.  

  • External link: To refer to this course element from outside of the course or learning platform, you can use the external link and insert it, for example as a href attribute, into the desired HTML page.
  • Internal link: To set a link to another course element within the same course, you can insert the internal link as a href attribute into the desired HTML page.

ID

You will need the ID number of the course element (on the bottom right), for example, if you wish to use the expert mode in the visibility or access tab.

VisibilityIf necessary, restrict the visibility of the course element here. For more information, see the Visibility help page.
Access If necessary, restrict the visibility of the course element here. For more information, see the Access help page.

Configuration

In this tab, you can define general settings for the course element Assignment of dates . You also have the option to manage events and participants. Detailed instructions are given in the following section Special configuration settings .

Multilingualism

In this tab, different translations can be added to individual course element areas.

Special configuration settings

Configure the course element ...

General settings

Open the course editor of the course element Assignment of dates and go to the Configuration tab to define general settings. The following options are available:

  • Removing enabled: Learners can withdraw from dates.
  • Learner may add comment: Learners can add comments to their dates. Learners can, for example, use this field to publicly enter their name for group appointments. The comments will be displayed for all course participants in the summary table.
  • Seamless date enrolment: The dates will be assigned consecutively, with no free slots between. Participants are unable to choose their dates; rather, they will be assigned the next open date.
  • Number of selectable dates per user: Enter the number of dates participants may select. Type "0" to allow participants to select an unlimited number of dates.

Confirm your settings with Save .

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Manage events

For users with appropriate rights, these functions are also available in the course view. They can be used to create, edit and delete events as well as to manage participants and send emails to participants.

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Create event

This option allows you to create new events.

How to do that?
  1. Open the course editor of the course element Assignment of dates and go to the Configuration tab.
  2. Click on Manage events .

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3. Then select Create event(s) .

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4. Now enter the following content in the respective text fields:

  • Title: Describes the event, e. g. oral exam
  • Begin of event: Indicates on which day and at what time the first event will begin
  • Duration of event: Determines how long a single event will last
  • Interval: Describes if there is a break between events and how long it will take
  • Number of events: Defines how many events of this type will occur
  • Number of participants per date: Indicates how many participants are allowed per date
  • Location: Defines the location where the event will take place
  • Comment (optional)

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5. Click on Save to complete the creation process.

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Edit event

Events can be edited at any time.

How to do that?
  1. Open the course editor of the course element Assignment of dates and go to the Configuration tab.
  2. Click on Manage events .

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3. Select the events you wish to edit by ticking the checkboxes next to them.

To edit all events, click on Select all below the overview. All events will be marked with a checkmark.

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4. Now click on Edit .

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5. Make your desired changes and click on Save and close to complete the editing process.

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Delete event

Events can be deleted at any time.

How to do that?
  1. Open the course editor of the course element Assignment of dates and go to the Configuration tab.
  2. Click on Manage events .

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3. Select the events you wish to delete by ticking the checkboxes next to them.

To delete all events, click on Select all below the overview. All events will be marked with a checkmark.

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4. Now click on Delete . The event will be deleted immediately without further confirmation.


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Manage participants

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Add participants manually

Here you can add one or more participants and assign events manually.

How to do that?
  1. Open the course editor of the course element Assignment of dates and go to the Configuration tab.
  2. Click on Manage participants .

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3. Select the event to which you wish to add a participant and click on Manage .

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4. Now click on Add participants .

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5. Enter the first name , last name , email address and institution of the user in the appropriate text fields. Then click on Search .

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6. Select the desired users by ticking the checkboxes next to their names. Confirm your choice with Choose .

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Delete participants

You have the option to remove enrolled participants.

How to do that?
  1. Open the course editor of the course element Assignment of dates and go to the Configuration tab.
  2. Click on Manage participants .

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3. Tick the checkbox next to the event whose participants you wish to remove.

4.  Then click on Delete participants .

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5. If the affected participant should receive an email notification about the removal, select the checkbox next to Send email .

6. Then click on Next .

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Send email

This option allows you to send an email to all or selected participants.

How to do that?
  1. Open the course editor of the course element Assignment of dates and go to the Configuration tab.
  2. Click on Manage participants .

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3. Tick the checkbox next to the event with those participants you wish to send an email to.

4. Now click on Send email .

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5. Enter a subject and your message in the respective text fields. Optionally, add an attachment.

6. Then click on Send .

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In the course view

Apart from the options described in the section Functions for users , course authors can use the following functions in the course view:

  • Via the buttons above the table: Add events, send an email to all users enrolled in the event, remove all users enrolled in an event and delete events
  • With a click on an event title: Edit the selected event, add participants to it, manage them and send an email to individual participants.

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Buttons above the appointment table

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Add appointments ...

1

Select this button to create one or more new appointments.

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2

A dialogue window opens in which you can enter all the necessary information about the new appointment:

  • Appointment titles: Describes the event, e. g. oral exam
  • Location: Defines the location where the event will take place
  • Start: Indicates on which day and at what time the first event will begin
  • Duration of appointment: Determines how long a single event will last
  • Pause between appointments: Describes if there is a break between the events of a recurring appointment and how long it will take
  • Number of appointments: Defines how many events of this type will occur
  • Number of participants per appointment: Indicates how many participants are allowed per appointment
  • Description (optional)

3

Click on Create to complete the creation process.

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You can easily send a message to all participants enrolled in an appointment by email.

Send email ...

1

Mark the checkbox next to one or more appointments.

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2

Select the letter icon from the table header.

3

An email dialogue opens in which you can enter your message.

4

Click on  Send message  to send the emails to the enrolled participants.

If you wish to send an email to a single enrolled user, click on the appointment title in the table. This will make you switch to the editing view of the appointment. There, you can select individual participants from the Manage participants tab and send them a message.

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With one click, you can remove all participants from an appointment.

Remove participants ...

1

Select the checkbox next to one or more appointments from which you wish to remove enrolled participants. 

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2

Click on the letter icon in the table header.

3

Confirm the dialogue with Cancel membership .

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Appointments can be deleted at any time.

Delete appointment ...

1

Mark the checkboxes next to the appointments you wish to delete.

.

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2

Then select the recycle bin icon from above the table.

3

A dialogue opens.

4

Confirm the dialogue with Delete .

Edit appointment and manage participants of an appointment

Edit single appointment

Click on an appointment title in the appointment table to open it in the edit view.

Edit single appointment ...

1

Click on the title of the desired appointment.

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2

The edit view of the selected appointment opens.

3

Save your changes.

Manage participants of an appointment

Click on an appointment title in the appointment table to open it in the edit view. In the Manage participants section, users can be added, confirmed or removed. Apart from that, it is also possible to send emails to individual users.

Manage participants of a single appointment ...

1

Click on the title of the desired appointment to open the edit view. Then switch to the Manage participants tab.

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2

Add users to an appointment using the quick or advanced search.

If you decide for the advanced search, you can also optionally send the participant an email with all important appointment details.

3

Use the buttons for sending emails and deleting users in the course view analogous to the appointment management.