Case Study: Portland State University saves 1,100 hours per month and boosts student equity and experience with YouCanBook.me

Advising team saves 100’s of hours every week AND boosts Student Experience with online scheduling

Portland State University, a large, diverse public university serving about 26,000 students with a high proportion of non‑traditional learners, faced an inefficient, phone‑based advising system that was time‑consuming, inconsistent across departments, and inequitable for students juggling work and family. To address this, Portland State adopted the YouCanBook.me online scheduling tool to modernize and centralize appointment booking across its 55‑member Advising and Career Services team.

Using YouCanBook.me, PSU rolled out individual and team booking pages, appointment types, reminders, customizable booking forms, branding, and webhooks to integrate bookings with other systems. The change drove measurable gains: the department now schedules 99.98% of appointments through YouCanBook.me, serves more than 6,500 students monthly, and estimates saving over 1,100 staff hours per month (about 5 hours/week per team member), while reducing no‑shows and improving equity and consistency of student service.

Portland State University

Danny Ryel

Executive Administrator