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

• 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

• 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

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.
   • See walkthrough video.
   • This covers how to set up availability for more than one location
3. Final step is for staff member to enable sync with Outlook

July 2026 - UCSF IT has put new roadblocks in the path of this integration. See ticket.

• 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

• 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

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}}}```