Shrewsbury EdTech

Tech resources for Shrewsbury Public School educators

Tech Tip: Using a Google form to schedule meetings

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As we in Shrewsbury start thinking ahead to Conference Day in November, and many other times when we’re scheduling meetings, there’s a handy new add-on that makes life simpler: Choice Eliminator.  Screen Shot 2015-09-14 at 2.59.10 PMWhat does it do?  Put simply, it allows you to create a form where choices are eliminated as they get filled.  For example, let’s say you are scheduling conferences, and you have ten time slots available.  You can create a form where a person can select a time slot – from a pull down or multiple choice menu – and it will disappear from the options once one person picks it.  As an added bonus, you can even set how many of a particular slot are available — so, if you can meet with four different groups at a set time, you can set that time slot to disappear once four different people have signed up.  All of the sign ups appear in a simple spreadsheet for you, which you can then sort by time, name, etc.

Here’s how it works.

Start by creating a new Screen Shot 2015-09-14 at 2.21.03 PMGoogle form.  Once you create it, click “add-ons”

at the top, and then click “Get Add-ons.”

**Note:  You need to be on a laptop for add-ons to work.  There is no option for these on an IPad**

Once you click “Get Add-ons” search for “Choice Eliminator” and install it.

Once it is installed, click “Start” in the dropdown menu.  This will open up the full set of options.

Screen Shot 2015-09-14 at 2.21.13 PM

Once you create a multiple-choice, list, or checkbox question, you will be able to select it   from thScreen Shot 2015-09-14 at 2.21.27 PMe pull-down bar in the pop-up window.

You can then choose the box that says “eliminate choices” and the form will
automatically delete any choices that have been filled.

If you wish to set a specific number of times that an option can be selected before it disappears, select “Choice Options.”

This opens up a new pop-up, where you can set a specific number of times for each option to be available.

Set the number for each one, and press “Save.”

Screen Shot 2015-09-14 at 2.21.51 PM

Your form is now ready!

Here is how our Conference Day sign-up form looks…Screen Shot 2015-09-14 at 3.08.33 PM

We will send this out to parents and they can each sign up when they want, without seeing when any other parent / student has signed up, and we will know that no one can sign up for a time slot that has been filled.

**By the way, here’s a tip to speed up entering all those numbers — you can copy and paste from any spreadsheet into a Google form, and it’ll separate each box into a new option for that item…

We hope you find this helpful… per usual, let us know if you have any questions, and we’re always looking for guest posts.  Send ideas our way!

Deremy

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