Scheduling

TABLE OF CONTENTS

• Scheduling
• 1. Preparation of the scheduling process - creating meeting templates
• 2. Planning a course edition
• 3. Optional: Use draft meetings for complex scheduling needs
• 4. Scheduling complete?
• 5. Notifying participants and teachers about the schedule

Scheduling

Face-to-face, blended, or online meetings/lectures are important tools to support learning. Eduframe facilitates this using its meetings functionality. Eduframe offers several functionalities to make it easy to schedule your meetings. This article explains how scheduling works in Eduframe and how you can put Eduframe's functionalities to best use.

This article covers the high-level scheduling process (not details like differences between meetings and subevents)

This article refers to several premium features. Contact support in case you are interested:
- Materials
- Conflicts
- Draft meetings
- Teacher meeting reminder

1. Preparation of the scheduling process - creating meeting templates

Course editions of the same course template often have similar meetings but at different times and dates. To minimize administrative work, we recommend setting up meeting templates within the course template. These templates allow you to quickly generate meetings for new course editions.

In the Meeting templates tab of the course template, you can choose to have meetings created automatically upon course edition creation or you can manually add them when needed (see screenshot below)

For more details on meetings, see meetings.

Reasons to apply meeting templates immediately upon course creation:

1. No adjustments are needed to the created meetings
2. You expect to finalize the meetings before participants are enrolled in the course

Reason to delay applying meeting templates:

1. Participants may be enrolled before you have finalized all the meetings of the course

2. Planning a course edition

After defining meeting templates on the course template, you can create a course edition.

Depending on your choice (whether to immediately apply meeting templates), meetings will either be created automatically or not.

If you chose not to apply them immediately, you can still use the meeting templates later by clicking the following button:

The 'unnaplied' / 'applied' filter in the 'Add draft meetings from templates' drawer does not track if 'applied' meeting templates are renamed/removed after applying them.

You can manually create meetings that are not linked to a meeting template whenever needed. Use the first option in the ‘+ Meeting’ dropdown above.

3. Optional: Use draft meetings for complex scheduling needs

If you need time to finalize your meeting schedule before making it visible to teachers, participants and key-contacts, you can create meetings as drafts.

Draft meetings are only visible to admins but still create planning conflicts like regular meetings, allowing you to reserve resources before publishing. This can be useful for:

• Resolving scheduling conflicts before publishing
• Getting confirmation from teachers before publishing the meetings

Just like with regular meetings, you can use meeting templates to create draft meetings. Draft meetings can be created from the Scheduler tab of the course edition. They appear in all admin meeting lists and calendars, identifiable by the eye icon and, in the calendars, the white background.

Once a draft meeting is finalized, click “Save and publish” after opening the meeting to make it visible to teachers, participants and key-contacts.

After you publish a meeting, you can still change it. You can however not go back to the 'draft' state.

4. Scheduling complete?

Based on your choices above, your course edition now has its meetings scheduled for at least the first few weeks. You can publish the course on your website or business portal, or start enrolling participants manually.

For longer-running courses, you can schedule additional meetings as needed using the draft meetings functionality.

5. Notifying participants and teachers about the schedule

We recommend using Eduframe’s email functionality to inform participants, key contacts, and teachers that they can find their scheduled (published) meetings in their portals. If you use Canvas, published meetings will also be available there.

Additionally, you can contact teachers scheduled for a specific day, week, or month by copying their email addresses:

Want to remind teachers of their upcoming meetings? Eduframe has you covered! The 'Teacher Meeting(s) Reminder system email', when enabled, automatically sends a weekly reminder every Monday morning to all teachers scheduled for meetings or subevents in the following week. Set this up in 'Settings' -> 'E-mail templates & triggers' -> 'System'.

More information

Click here for other Articles on the settings in Eduframe

Click here if you have any questions for support.