LibCal Booking Consultations - ucsf-ckm/ucsf-library-ux-and-web-documentation GitHub Wiki

Why use a booking system?

• LibCal allows users to book consultations directly with experts during times allotted by the staff member
• LibCal provides a uniform experience for users, so they don't have to navigate a different approach when contacting someone new
• Saves a lot time and back-and-forth emailing for both users and staff
• A LibCal admin can see and respond to request in an emergency if the staff member is unavailable

Why not email?

• Dead end for users if staff member is out
• Requires waiting for a response and multiple interactions — does not respect the time of the user or staff member
• Exposing email addresses (rather than using a form) is a magnet for spam

Individual set-up

Setting up appointments capability

1. LibCal admin must enable appointments for the individual staff member LibCal > Admin > Accounts
2. That staff member must then set up their personal availability and enable sync with Outlook

These addition links from Springshare might be helpful for individuals to set up their availability and calendar syncing.

• Appointments 101: setting up your schedule and managing appointments
• Appointments: Add and delete availability times from your appointment schedule
• Integrations: How to sync your appointments to your Outlook calendar using the Azure OAuth 2 integration

Setting up Zoom integration

• As of Dec. 2025, UCSF finally allows this integration.
• Set it up by going to LibCal  > click your email in the top right corner > Integrations tab

• Follow the steps

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Including Zoom link in your appointments

After setting up Zoom integration, you must update the automated emails, so that they include the placeholder for the zoom link URL. Otherwise, the confirmation and reminder emails won't include the zoom link.

1. In LibCal, go to Appointments, then My Settings tab
2. In Confirmation Email to Patron section, for Template, choose system default, or add {{{ONLINE_JOIN_URL}}} in custom template
3. In Confirmation Email to Admin section, for Template, choose system default, or add {{{ONLINE_START_URL}}} in custom template
4. In all other Email to Patron sections (such as Reminder Email to Patron, Follow up Email to Patron), make sure you {{{ONLINE_JOIN_URL}}} is included.

Example

This email confirms your appointment:

When: {{TIME_DATE}} 
With: {{MY_NAME}} ({{MY_EMAIL}})  

Zoom link: {{{ONLINE_JOIN_URL}}}
Zoom password: {{ONLINE_JOIN_PASSWORD}} 

To cancel this appointment visit:  {{{CANCEL_URL}}}```