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How to Create Office Hours


To create office hours click on the “Calendar” tab and then click the “Add New” button. From the

dropdown menu click “Event”.

click "Add new" for new event

The Important thing to know about OpenScholar is that it creates slots by time across multiple days (as opposed to creating by day with multiple times).

For example if you wanted to create Office Hours from 1-3pm, split into 30 minute slots, for February 13th to 27th, you would do it as follows:

● Create a slot from 1:00 – 1:30 on February 13th, repeat through February 27th.
● Create a slot from 1:30 – 2:00 on February 13th, repeat through February 27th,
● Create a slot from 2:00 – 2:30 on February 13th, repeat through February 27th.
● Create a slot from 2:30 – 3:00 on February 13th, repeat through February 27th.

Each of those four items are it’s own event.

Dates and Times

The two images below show how to create the 1:00 – 1:30 time slot:

Select starting date and pattern

At the bottom of the page below make sure to click the last two checkboxes and then save. The first box actually makes the events into sign-up slots. If this is not clicked, they are just repeating events.

The second box (“Allow a user to sign up for multiple occurrences”) should always be checked. This allows a student to sign up for the same time-slot on multiple days. For example the 1:30 – 2:00 timeslot is repeated on February 13th and again on February 20th. If a student signed up for 1:30 – 2:00 on February 13th, AND the button was not check, then the student could NOT sign up for 1:30 – 2:00 on February 20th. The system would already see the student as signed up for that time slot.

Make event signupable


Here is how the newly created events look in the “Upcoming Event” section. The example below includes February 13th, 20th and 27th. Each day has two time slots, 1:00 – 1:30 and 1:30 – 2:00.

It’s unclear why the first item in each repeated even includes the “Repeats every week every Monday 3 time” text.

List of up coming events

Here is how they appear in the Month View on the Calendar:

Month view of open slots

Here is the day view:

Day view of open slots

Setting Capacity

No capacity limits have been made yet. They cannot be made on creation, they can only be made after the fact. Note that each event needs to be edited separately. To limit the capacity for

each 1:00 – 1:30 slot:

1) On the calendar view, click the name of the event in the blue text.

2) Click “Manage Reservations”.

Click Manage Registrations

3) Click “Settings”.

Click Setting

4) Click “change defaults”. NOTE: Editing the capacity here only changes the capacity for this date!

click change defaults

5) Now edit the capacity. Note the sentence referring to changes affecting all occurrences for this event.

6) Click “Save” at bottom of page.

Enter capacity value for all events

Now the slots for February 13th 1-1:30, February 20th 1-1:30 and February 27th 1-1:30 will have a limit of one user per slot. The 1:30 – 2:00 slots need to be changed separately.

Student View

The best option to view upcoming slots is the “Upcoming” view in the Calendar:

View up coming slots

Note that it only displays if the event is full, not the user who signed up. In the example above Mary signed up for 1:00 – 1:30 on February 20th. Click on the “Office Hours” link to see the events page. On the event page it will (again) mention that the event is full, but not show the person’s information.

displaying full slot

Click “Manage Reservations” to see that information:

See persons e-mail

Note that this screen displays the user’s e-mail address and the date of the event, but not the time. It does include the date and time when the user signed up (created).

Click “View” to see the individual’s name.

view screen of user info

Note that this screen does not display the date or the time of the event for which the user signed up for. It only displays the time at which the user signed up.

Notification E-mails

Here is the e-mail Mary received when she signed up for a time:

signup e-mail

Here is the message received as an admin:

admin e-mail view