How are people using Calendly in higher education?

Learn how higher education professionals use Calendly to streamline advising and tutoring scheduling and improve the student experience.

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Hodgesuniversity

“We want to give students the opportunity to not really need us, to take the initiative on their own—you have the control of your education. We wanted the same experience with appointment scheduling.”

Suzy Ponicsan, Hodges University

Key Results:

  • Empowered students to make their own appointments
  • Staff gained back time, improved student experience

Hodges University takes pride in the innovative experience it provides its students. The school’s non-traditional course structure empowers students to earn their degrees at their own pace, making it an ideal environment for adult learners.

However, their clunky process for scheduling tutoring sessions didn’t match the streamlined experience they’d worked so hard to create.

“We want to give students the opportunity to not really need us, to take the initiative on their own—you have the control of your education,” said Learning Center Coordinator Suzy Ponicsan. “We wanted the same experience with appointment scheduling.”

When they found Calendly, Suzy knew they’d solved the problem.

Now that students can schedule sessions in a few clicks, they no longer have to call university staff members to set up appointments manually. And now that the staff is freed from fielding scheduling calls, they can focus their efforts on their services.

“In the past, a student might walk into the learning center and say that they wanted to set up an appointment, and the coaches would have to stop what they were doing to help them. Now, they can just say ‘Okay, do you have my appointment link?’ and the student can reserve a spot on their own.”

The simplicity of Calendly’s interface, combined with the time and energy it saves Hodges’ staff, makes it a key player in Hodges’ streamlined student experience.

“It’s been a really great first term with the new system,” said Suzy, “and I’m looking forward to seeing what happens with the busier fall term.”

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Universityofarkansas

“When students had to call the secretary, appointments would trickle in; now that they can do it online, or especially on their phone, appointments start getting booked instantly after I send the email.”

Louis Scivally, University of Arkansas Little Rock

Key Results:

  • Number of students who signed up for advising appointments increased
  • Fewer no-shows
  • Decreased secretary's time on phone from 30% to under 10%

As an educational counselor for the College of Business at University of Arkansas, Little Rock, Louis Scivally meets with students twice each semester to ensure they’re on track to completing their degrees.

However, scheduling those meetings by phone was a burden—not only for the secretary, whom Louis estimates spent about 30% of her day fielding calls, but also for Louis, who would then have to chase down contact information and ID numbers if those details weren’t collected on the phone.

And though he was investing extra effort in preparing for appointments, blocks of time were being wasted on no-shows.

“Students would have to call the secretary again to cancel an appointment, and that cancellation call didn’t happen very often,” he said.

Now, thanks to Calendly’s cancellation features, Louis now spends far more time actually meeting with students than he does waiting in an empty office.

“Students can cancel their appointment on their own time,” he said, “which immediately makes that space available for someone else.”

Calendly has also increased the number of students scheduling meetings in the first place.

“When students had to call the secretary, appointments would trickle in,” Louis said. “Now that they can do it online, or especially on their phone, appointments start getting booked instantly.”

With simplified scheduling, the counseling staff can work more efficiently, enabling Louis to provide a great experience for more students than ever.

“My job revolves around helping students, so if they’re not coming in, I’m not making the best possible use of my time,” he said. “Thankfully, Calendly keeps me busy almost all the time.”

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