Help & how-to
How to use the ROAR Staff Scheduler
For students, families & guests
Booking time with ROAR staff
Booking an appointment
- On the Schedulepage, choose the staff member you'd like to meet with.
- Pick the kind of appointment — for example an audition, a meeting, or an advising conversation. Each one shows how long it lasts.
- Pick a day and tap an open time. Times are shown in Eastern Time and update live, so anything listed is genuinely available.
- Enter your name, email, and details, then submit. You'll get a confirmation email right away.
What happens after you submit
Your request goes to the staff member for approval — the time is held for you while you wait. When they approve it, you'll get a second email with a calendar invite attached (and a Join the meeting button if your appointment is virtual).
Common questions
How do I check, change, or cancel my appointment?
Your confirmation email contains a private link — View your request. That page shows your status, lets you message the staff member, and has a cancel button. If you need a different time, cancel and book a new one.
How do I join a virtual appointment?
Use the Join the meetingbutton in your confirmation email, on your private appointment page, or in the calendar invite. You'll land in a waiting room and the staff member will let you in.
How do I submit a video audition?
On the Schedule page, choose the staff member for your section, then pick Video audition submission. You can upload a video file (up to 500 MB) or paste a link (YouTube, Google Drive, Dropbox). No appointment time is needed — staff review it and follow up by email.
I don't see any open times.
That staff member may be booked for the next two weeks, or hasn't posted hours yet. Try another day, another appointment type, or another staff member — or check back soon. Video auditions are always open.
I didn't get the confirmation email.
Check your spam or junk folder for a message from the ROAR Staff Scheduler. Still nothing? Your email address may have had a typo — just book again with the correct address, or contact the band office.
Can I bring a parent or director to the meeting?
Absolutely. Mention it in the notes when you book so staff know who's coming.
For ROAR staff
Running your office
Signing in
Go to My Officeand enter your FMU email. You'll be emailed a one-time sign-in link — no password. Links are single-use and expire, so always use the newest email (check spam the first time).
One-time setup
- Weekly hours— set the days and times you're generally available. Use the copy button to repeat one day's hours across the week.
- Event types — create the meetings people can book (name, duration, format, what it counts as). Each uses your weekly hours unless you give it custom hours of its own.
- Profile — add your photo, focus areas, and your standing Teams/Zoom link. That link powers the Join meeting buttons for your virtual appointments.
Common questions
How do requests reach me, and how do I respond?
You get an email for every new request, and it appears under Requests waiting on you in My Office. Click Approve or Decline — the requester is emailed automatically either way, and approvals send them a calendar invite. Please respond within 24 hours; the system sends you a reminder if a request is still waiting.
Why don't students see any times for me?
Two things must exist: saved weekly hours (or custom hours on the event type) and at least one event typethat isn't hidden. Times also only show for the next two weeks, at least an hour ahead, and never overlap something already booked.
How do I block off a vacation day or change my hours?
Edit your Weekly hours and save — the booking page updates immediately. For a single unusual week, adjust your hours for those days and restore them after. Already-booked appointments aren't affected; cancel those individually if needed.
How do I add the appointment to my calendar?
When you approve a request, you get an Added to your calendar email with an invite attached — open it and it lands on your Outlook or Teams calendar, join link included.
How do I message a requester?
Open the appointment card and click Messages. Anything you send is emailed to them, and their replies land back on the same thread.
How do I review a video audition?
Video submissions appear in Requests waiting on you with a Watch video button (uploads) or a Video linkbutton. When you're done, click Mark reviewed and follow up with the student by message or email.
What does “This counts as” mean on an event type?
It tags the appointment's purpose. Anything marked Audition triggers a program-wide alert to the Director of University Bands (in-app, email, and text), so use it for real auditions.
Still stuck? Students and families can reply to any scheduler email or contact the band office. Staff can reach Brian A. Snell at Brian.Snell@fmu.edu.