Times and video link

When you offer appointments

In “My workspace”, open “Your page” at the top and then “Times and video link”. All times are in German time.

Under “When you offer appointments”, “Add time” creates a row. You choose the day of the week and enter from when to when you offer first sessions. Several rows are possible on one day. They just must not overlap.

onlineberatung.digital splits each row into individual appointments. The length and the break from the framework count for this. An example: Monday from 5 pm to 8 pm, a length of 50 minutes and a 10-minute break give appointments at 5 pm, 6 pm and 7 pm.

Without times nobody can book a first session with you. Finally, click “Save”. This applies to times, blocked days, framework and video.

Two weeks in turn

If your weeks differ, choose “Two weeks in turn” under “When you offer appointments”. This fits, for example, if your children are with you every other week. You then get two lists, week A and week B. Each week has its own times.

When you switch, onlineberatung.digital copies your previous times into both weeks. You then only change what is different in one week. An example: in week A you offer Monday to Friday from 9 am to 1 pm, in week B from 9 am to 8 pm. Then in week B you set “to” to 8 pm on all five days.

Under “This week is” you choose whether the current week is week A or week B. Each week shows when it comes next. A week always starts on Monday. After that, A and B always take turns, also over the new year.

Blocked days, framework and calendars apply to both weeks in the same way. “The same every week” takes you back. Then the times from week A apply to every week. As always, nothing applies until you click “Save”.

Blocked days

For holidays, illness or training, click “Block days”. You enter the first and the last day, “up to and including”. On these days onlineberatung.digital offers no times. You do not have to give a reason.

Appointments that are already booked stay in place. How to cancel one of them is explained in Adding and cancelling appointments.

The framework

Video sessions

Under “Video sessions” you choose how the video runs:

• Centre Zoom (automatic). This choice appears once your centre has connected Zoom and the centre lead has matched you to your Zoom user. For every appointment, onlineberatung.digital then creates a separate meeting in your Zoom, with a waiting room and passcode. If the appointment is cancelled, the meeting disappears again. More on this in Connecting Zoom.
• Video in the room. The session runs directly in the room via Whereby. Each appointment gets its own locked video room. The client knocks, and you let them in.
• Your own link. Under “Your link for video sessions” you enter the link to your own video room, for example to Zoom. It starts with https://. Clients only see it in their room.

If you do not see this choice, neither centre Zoom nor video in the room is available to you. Video in the room is part of the licence, and the lead of your centre books licences. Zoom is connected by the centre lead in “Manage centre”. Until then, enter your own link.

Tip: For your own link we recommend: waiting room on, passcode on, recording off.

How an appointment with video works is explained in Video session and whiteboard.

Connecting your calendar

Under “Your calendars” you connect your calendar, for example with “Connect with Microsoft”. Depending on the setup, Google is available too. You sign in with the provider and allow access. After that:

• New appointments appear in your calendar after about a minute. They only say “Counselling” with the type, for appointments in person the place, and a link to the room. Pseudonym, title and names never appear there.
• onlineberatung.digital does not offer times when your calendar shows you as busy. It only sees the start and end for this, no titles.
• A cancellation removes the entry again.

At first onlineberatung.digital uses your main calendar for both. You change this under “Add new appointments to” and “Take busy times from”. This choice applies immediately, without saving. If you have created a new calendar with the provider, click “Refresh list”.

“Disconnect” ends the connection. Future appointments then disappear from that calendar. If it says “Disconnected”, the connection no longer works, and you get an email. In that case, click “Reconnect”.

Subscription link for other calendars

For Apple and other calendars there is the “Subscription link”. With “Create link” you get a private link. You add it to your calendar as a subscription or click “Open directly in calendar”. The link is shown only this once.

Your calendar then fetches the appointments regularly, without pseudonyms and without content. onlineberatung.digital does not read busy times this way. “New link” makes the old one invalid, “Stop” turns the subscription off.