In order to be able to schedule meetings, the meeting scheduling features must have been activated for this module by the module organiser. The module organiser may activate this feature for staff only or for both staff and students. You must also have given Team Feedback read and write access to your Office 365 calendar. If either of these prerequisites is not met, Team Feedback will not be able to schedule meetings. Note that it is possible to take record meeting attendance and minute meetings without scheduling a meeting. It is only possible to schedule meetings while the project is current.
The availability of team members can be shown in the meeting scheduler, provided that feature has been activated and your browser has Javascript enabled. Availability can only be shown for students who permitted Team Feedback to read their calendar.
Even if you are accessing a module that allows you to schedule meetings, Team Feedback requires read and write access to your Office 365 calendar. The reason for this is that scheduling a meeting causes Team Feedback to create a calendar event in your name, to which the members of the team are invited. Calendar access is only required to schedule meetings, but not for receiving invitations to meetings.
To set up access to your calendar, you must edit your account profile. To do so, open the " Account" menu in the lefthand sidepanel and select " Profile". Then, scroll down to the bottom of the page to the section entitled "Linked services". This table lists the services you linked to your Team Feedback account, including Office 365. If the table looks as follows:
| Service | Which data is retrieved and analysed | Status | ||
|---|---|---|---|---|
| Office 365 | Team Feedback accesses your profile data in order to be able to log you in through Office 365 instead of your dedicated Team Feedback credentials. In the future, Team Feedback will also collect some of your calendar data: specifically, your availability during group projects you are enrolled in, with a view to determine shared availability for team meetings. | Linked | ||
Then you have the necessary access credentials. If, however, the table looks as follows:
| Service | Which data is retrieved and analysed | Status | ||
|---|---|---|---|---|
| Office 365 | Team Feedback accesses your profile data in order to be able to log you in through Office 365 instead of your dedicated Team Feedback credentials. In the future, Team Feedback will also collect some of your calendar data: specifically, your availability during group projects you are enrolled in, with a view to determine shared availability for team meetings. | Not Linked | Link | |
then Team Feedback does not have the access rights it requires to allow you to schedule meetings. Click the "Link" button and follow the instructions given in the next screen to make this possible (if you are happy to give Team Feedback the access rights it requires).
Meetings are booked as part of a project. Because Team Feedback supports multiple projects, with each student assigned to a different group for each project, the meeting scheduling feature is found under the " Project" menus in the sidebar. The way in which you schedule a meeting depends on whether your role is that of a student or staff.
If you are a student taking this module and wish to schedule a meeting, locate the relevant " Project" menu, where Project is the name of the project for which you wish to book a meeting, in the sidebar. There may be only one such project. Open this menu and click " Meeting scheduler" option. This will lead you to a screen with a " Schedule team meeting" button. Click this button to enter the details of a new meeting. If the " Schedule team meeting" button is deactivated, you Team Feedback does not have write access to a calendar and will not be able to create a new meeting.
In the "Schedule new meeting" screen, enter the date, start time, end time, subject, location and an optional agenda for your meeting. Then click the "Schedule new meeting" button. This will cause Team Feedback to record the details of your scheduled meeting, enter the meeting in your Office 365 calendar and invite all members of the group to the meeting.
If you wish to edit or delete an upcoming meeting, navigate to the "Meeting scheduler" as described above. There, you will be given options to change the details of your meeting and to delete the meeting. The associated calendar event will be updated. Note that if you make changes to the event in your calendar, these are not synchronised with Team Feedback at this time.
If you are a member of staff, locate the relevant " Project" menu, where Project is the name of the project for which you wish to book a meeting, in the sidebar. There may be only one such project. Open this menu and click the " Teams" option. You will now be shown a list of teams or groups for this project. Identify the team you wish to meet and click on the button next to it. This leads a team management page containing a range of tabs associated with various Team Feedback features. Open the "Meeting scheduler" tab. This will lead you to a screen with a " Schedule team meeting" button. Click this button to enter the details of a new meeting. If the " Schedule team meeting" button is deactivated, you Team Feedback does not have write access to a calendar and will not be able to create a new meeting.
In the "Schedule new meeting" screen, enter the date, start time, end time, subject, location and an optional agenda for your meeting. Then click the "Schedule new meeting" button. This will cause Team Feedback to record the details of your scheduled meeting, enter the meeting in your Office 365 calendar and invite all members of the group to the meeting.
If you wish to edit or delete an upcoming meeting, navigate to the "Meeting scheduler" as described above. There, you will be given options to change the details of your meeting and to delete the meeting. The associated calendar event will be updated. Note that if you make changes to the event in your calendar, these are not synchronised with Team Feedback at this time.
Ideally, a meeting is booked only when everyone involved is available. If the module organiser has enabled this feature and your browser has Javascript enabled, then the Meeting Scheduler will show a calendar with the availability of each team member. If you are a member of staff organising the meeting, your availability will also be shown. In each timeslot in the calendar, represents an individual who is available in the timeslot, an individual who is not available, an individual whose availability could not be retrieved and someone who has not provided Team Feedback with read access to their calendar. Your availability as the organiser of the meeting is always shown first.
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