Setting Up Virtual Open Lab and Office Hours in Canvas Calendar Setting Up Virtual Open Lab and Office Hours in Canvas Calendar
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Setting Up Virtual Open Lab and Office Hours in Canvas Calendar

This guide explains how to create both drop-in Virtual Open Lab sessions and appointment-based Virtual Office Hours using the Canvas Calendar. These options help you connect with students regularly for questions, feedback, or one-on-one support.

🧭 Part 1: Setting Up Virtual Open Lab Time

Purpose: Create recurring sessions students can join freely—no appointments needed.

  1. Select Canvas Calendar
    Image shows clicking Calendar on the left Global Navigation

  2. Select the courses you want to display
    From the right sidebar, click the checkboxes next to the course names. A colored square indicates the course is currently visible in your calendar view.
    image show clicking on the courses to be present for the calendar on the right hand side of the page.

  3. Select the date you want your open lab to occur or Click the + Event option to create a new calendar event.
    image shows clicking on the + button (add event) on the top of the page

  4. In the event details window:

  • A- Title

  • B- Start Date

  • C- Time

  • D - Frequency - (optional) choose how often the session repeats (Daily, Weekly, etc.).

  • E - Location: Paste your meeting link (Zoom, Microsoft Teams, or Google Meet).

  • F - Select Specific Course

image shows the fields that need to be filled out while setting up an event for calendar

Click Submit to finish. The event should now appear on both your and your students’ Canvas Calendars.

Tip:
Include your meeting link in both the Location and Description fields to make it easily accessible.

Note:
Be sure to assign the event to your course calendar (not your personal calendar) so that it appears for all enrolled students.

 

🕓 Part 2: Setting Up Virtual Office Hours (Appointment Slots)

Purpose: Allow students to schedule individual meetings with you during designated time blocks.

  1. Click Canvas Calendar
    Image shows clicking Calendar on the left Global Navigation

  2. Select the + icon to add a new event.
    image shows clicking on the + button (add event) on the top of the page

  3. Choose Appointment Group from the event options.
    image shows clicking on appointment group tab on the pop-up window

  4. In the appointment details window:

    • Name: Enter a title such as Virtual Office Hours with [Your Name].

    • Location: Paste your meeting link (Zoom or Teams).

    • Details: Include a short message, such as:
      Please select a time slot to meet one-on-one. Join via this link: [Zoom link].
       Image shows an overview of the fields for the appointment group tab

  5. Under Select Calendars for Courses, choose all course calendars where students should have access to sign up.
    image shows clicking on Select Calendar         image shows selecting the desired course

  6. Set your date and time range, 
    example: Tuesday and Thursday from 02:00–04:00 PM.
    image shows setting up dates for appointment groups

  7. In the Divide into equal slots option, specify your desired meeting length (e.g., 15 or 30 minutes).
    Canvas will automatically create individual appointment slots for that time frame.
    Image shows enabling individual time slots and participants
    A. Allow Students to Sign Up:

    B. Check Limit each time slot to 1 user for individual meetings.

    Optional- select Allow students to see who has signed up if you prefer transparency.

  8. Click Publish to finalize.
    Students can then go to Calendar → Find Appointment → [Your Course] → Reserve to choose a time.

image shows clicking publish

 

 

Have Questions? Contact the Academic Technology Support Team

atst@spcollege.edu

 Phone at 727-341-3500

(Hours: Monday - Friday 8:30 a.m. - 4:30 p.m. EST).

After-hours or weekend assistance? Contact the Technical Support Center at 727-791-2795 or onlinehelp@spcollege.edu

Want to Schedule a One-on-One or Group Session on Canvas or other instructional technology issues or opportunities?

Schedule 1:1 Support Help with a Member of the Academic Technology Support Team

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