Appointments: External scheduling

Set up an external scheduler for appointments

Castellum allows the use of an external scheduler. That way subjects can select the dates for appointments for study sessions themselves.

Note

Note that this is an optional feature which may not be activated in your setup. If the links referenced in this guide are missing from the user interface, the feature is not installed. If you would like to use it, please talk to the administrator of your castellum instance.

  1. Find the scheduler link in castellum

    • On the startpage, click Studies.

    • In the studies list, select a study by clicking Details.

    • Go to the Sessions tab.

    • If there are no sessions yet, create some: Set up the recruitment process

    • Next to a session, click Update.

    • Click New schedule.

  2. Create a new schedule in the scheduler

    • On the startpage, click Create new.

    • Add a meaningful title such as the name of the session this schedule refers to.

    • Under “Timeslots”, add all dates on which appointments are available and each time confirm with Add date. The format depends on your browser settings. Each date will add a new row to the table below.

    • On the next line, add all times on which appointments are available and each time confirm with Add time. The format depends on your browser settings. Each date will add a new column to the table below.

    • Clicking on the checkboxes allows to deactivate individual slots for refinement.

    • Clicking on the bin symbol removes the entire row or column.

    • Confirm your selection by clicking Save.

    • Note the ID of this schedule. It’s the last number of the URL (e.g. “yourscheduler/3/”). You will need it in the next step.

  3. Enter the schedule id in castellum

    • Under External schedule ID, enter the scheduler ID.

    • Confirm with Save.

    • The scheduler can now be used in recruitment.

Make appointments with the external scheduler

Castellum allows the use of an external scheduler. That way subjects can select the dates for appointments for study sessions themselves.

Note

Note that this is an optional feature which may not be activated in your setup. If the links referenced in this guide are missing from the user interface, the feature is either not installed or not used for this session. If you would like to use it, ask the study coordinator for this study to enable it.

  1. Navigate to the scheduler link

    • in the subject details (step for of this guide: Recruit subjects via phone), in recruitment, click Appointments.

    • Click Select timeslot for this subject to go to the scheduler. Clicking the “Copy” symbol will copy the scheduler link to your clipboard so you can send it to the subject via email.

  2. In the scheduler, select an appointment and click Save. This step can also be done by the subject themself (if you’ve sent them the link).

If the change affects the next two working days, the relevant conductors will automatically be notified of the change.