Calendar Appointments in Quercus

How to set up an Appointment Group in Quercus  

The Appointment Group feature in Quercus can be used by instructors to set up appointment times with students (such as Virtual Office Hours).

The steps to set up an Appointment Group in Quercus are provided below:

1. Select the Calendar tool 

 A screenshot of the Quercus Global Menu with the calendar option highlighted in red.

2. Click ‘+’ to add an event 

Screenshot of the plus button (highlighted in red) used to add an event.

3. Click on the Appointment Group tab 

 Screenshot of Edit Event box with Appointment Group link highlighted in red

4. Enter a Name for the Appointment Group and the Location 

Screenshot of Appointment Group Screen with fields for details.

5. Click on Select Calendars to select the course(s) to which this Appointment Group applies.  Be sure to click the Done button. 

 Screenshot of the Appointment group details page, with the choose calendar box highlighted

6. Select a Date for the Appointment Group 

 Screenshot of calendar with June 6 highlighted


7. Select a Time Range for the Appointment Group 

Screenshot of the time range for the appointment group, with 1-4 entered in.

8. Enter the next appointment Date and Time Range (if applicable) 

Screenshot of a series of entered date ranges for appointments. June 6 2023, 1-4, June 8, 2023, 10-2 and June 12 2023, 11-3.

Note: You may add as many appointment dates and ranges as you would like.

9. It is recommended that you divide the Time Range into individual time slots. If it is entered as a block, a student could book/occupy the entire time range with one appointment.

Screenshot showing how to divide up the date range into equal slots. 60 minutes is selected.

10. Below is an example of Time Ranges for a specific Date divided into specified equal time slots of 60 minutes.

 Screenshot showing time ranges for a specified date divided into equal time slots.

11. Other options: 

Screenshot of the appointment group details box with the additional options highlighted.

The options available include

  • limiting the number of students that can join a particular time slot;
  • allowing students to see who has signed up for time slots that are still available;
  • limiting the number of appointments that each participant can sign up for; and,
  • a remark or reminder in the details to ensure participant preparedness.

When a student has signed up for an appointment, you will receive the following e-mail: 

Screenshot of the email received by instructors when a student signs up for an appointment, which includes the appointment details and links to view the appointment and update notification settings.

Information on monitoring the appointment sign-ups in Quercus can be found at the link below.


To ensure you receive the e-mail notification, check to see that the notification setting for Student Appointment Signups is enabled (located under Account > Notifications) 

Screenshot showing the different options for notifications around students signing up, cancel appointments, etc.

Note:  There has been an issue identified where a student may inadvertently post an entry in their Group Calendar as an Event.  This will send their entry to all members of their group and could lead to confusion and erroneous information being communicated (such as unofficial information related to test times and locations) to other students.   

For example:  A student has a test in a Psychology class with multiple sections and posts their Economics test date in the Group calendar, which may cause other group members to see a different date than their actual test date. 

It is recommended that students are reminded to create items in their To-Do list and not the Events in their Group Calendar.  In addition to posting date or schedule changes in the Group Calendar, it is best to establish other specific methods (such as a web page) of communicating those changes so that students know where to find accurate up-to date information regarding course activities. 

Additional Resources: