Calendar & Schedules

The Calendar is one place to see everything that happens on a date in your center: weekly class sessions, exams, holidays, announcements, and live online meetings.

This page shows you how to read it, how to set up a class that repeats every week, and how to add a one-off event.

▶Setting up your weekly timetableSample video

Placeholder. Watch how to add a recurring weekly class schedule and a one-off event, then export the calendar as a PDF.

Reading the calendar

1. In the left sidebar, click Calendar.
2. Use Month, Week, Day, or List in the top-right to change the view.
3. Click Today to jump back to today.

You'll see two kinds of item, in different colours:

• Class schedule — a weekly class session, like "Math, every Monday, 10:00–11:30".
• Event — a one-off item like an exam, a holiday, or an announcement.

If an online meeting is running right now, it glows with a Live badge until it ends.

Narrowing what you see

Use the View dropdown in the toolbar:

Choice	What it shows
All	Everything happening in your center.
By class	One class only. Pick it from the Class dropdown.
By teacher	One teacher's sessions only. Pick from the Teacher dropdown.

Printing or sharing the calendar

Click Download in the toolbar and choose Download as image (PNG) or Download as PDF. Whatever you're looking at on screen is what gets saved, with your center's logo, name, and contact details added to the top — so a printed timetable on a noticeboard is clearly yours.

Adding a recurring weekly class schedule

This is the one you'll use most. You set it up once, and the session appears every week on the calendar automatically.

1. Click Add new in the calendar toolbar.
2. Choose Class schedule.
3. Fill in the form.
4. Click Save.

A shortcut

Clicking an empty day or time slot on the calendar opens the same form with that date already filled in.

Here is every field, one at a time:

Field	What to enter	Required?
Class	Which class this session is for. Pick this first — it decides which teachers you can choose.	Yes
Teacher	Who teaches this session. The list only shows teachers assigned to the class you picked. If it says "No teachers in this class", go and assign a teacher to that class first.	No
Day	The day of the week it repeats on: Monday through Sunday. One schedule = one day. For a class that meets Monday and Thursday, create two schedules.	Yes
Start time	What time the session begins, e.g. 10:00.	Yes
End time	What time it finishes. Must be later than the start time. The form shows you the length underneath, e.g. "Duration: 1 h 30 min".	Yes
Delivery type	In person, Online, or Hybrid.	Yes
Requires online meeting	Only appears for Online and Hybrid. Tick it and QraOnline creates the video meeting for you before each week's session starts. Leave it off if you'll create meetings by hand.	No
Repeat until	The last date this weekly session should keep appearing. Think end of term, or end of the school year.	Yes
Title	A name for the session, e.g. "Math — Group B". There are EN / FR / AR tabs; you need a title in at least one language.	Yes (one language)
Description	Anything extra you want teachers and students to see. Optional.

Screenshot neededcalendar-class-schedule-form.png

What to capture: The Class schedule form completed: a class chosen, a teacher selected, a day of the week picked, start and end times set with the duration line visible underneath, delivery type set to Online, the 'Requires online meeting' box ticked, and a 'Repeat until' date chosen.

Add an arrow/highlight on: Arrows on the Day field, the Repeat until field, and the 'Requires online meeting' checkbox.

Save as static/img/docs/calendar-class-schedule-form.png

About "Requires online meeting"

Ticking this box means nobody has to remember to start the class link. Shortly before each weekly session, QraOnline creates the meeting and sends out the join link. It only works if you've connected a meeting provider first — see Setting Up Online Meetings.

Changing or removing a weekly schedule

Click the session on the calendar. A panel opens with its details and two buttons:

• Edit — reopens the same form so you can change the time, teacher, or end date.
• Delete — asks you to confirm, then removes it.

Deleting a schedule stops future automatic meetings for it. Meetings that already happened are left alone.

Adding a one-off event

Use events for anything that isn't a weekly class: an exam, a public holiday, an announcement, or anything else.

1. Click Add new → Event.
2. Fill in the form:

Field	What to enter	Required?
Event type	Exam, Holiday, Announcement, Custom, or Meeting. This sets the colour it gets on the calendar.	Yes
All day	Tick this for things like holidays, where the exact time doesn't matter.	No
Start	The date, and the time if it's not an all-day event.	Yes
End	When it finishes. Must be on or after the start. Leave blank for a single moment in time.	No
Classes	Which classes this is for. Leave it empty and everyone in your center sees it — that's what you want for a holiday.	No
Title	The name shown on the calendar, with EN / FR / AR tabs. Needed in at least one language.	Yes (one language)
Description	Extra detail — exam room, what to bring, and so on.	No

3. Click Save.

To change or remove an event, click it on the calendar and use Edit or Delete.

Who sees what

Person	What they see
Admins	Everything in the center, and can add, edit, and delete.
Teachers	Their own classes and sessions. They can add their own items, but can only edit or delete the ones they created themselves.
Students	Only the classes they're enrolled in, plus any center-wide event. They can't add or change anything.

note

An event with no classes selected is center-wide, so every teacher and student sees it. If you only want one group to know, pick their class in the Classes field.

The reminder before a class

QraOnline can message every student enrolled in a class shortly before the class starts, so nobody forgets. You choose how many hours ahead it goes out.

To turn it off or change the timing, go to My workspace → Notifications, open the Schedules & Classes group, and use the switch on the class reminder. Full instructions are in Notification Settings.

There's a separate reminder for online meetings, which goes to the hosting teacher only. That one is covered in Running Online Meetings.

If something goes wrong

A class isn't showing on the calendar. Check its Repeat until date — if that date has passed, the session stops appearing. Open the schedule and push the date forward.

The Teacher dropdown is empty. No teacher is assigned to the class you picked. Assign one in Classes or Managing Teachers, then come back.

Students aren't getting the class reminder. Two things to check: the class reminder is switched on in Notification Settings, and the class actually has students enrolled in it.

I ticked "Requires online meeting" but no link appears. No meeting provider is connected or enabled yet. Set one up in Setting Up Online Meetings — QraOnline Free Meetings takes about a minute to switch on and costs nothing.

A teacher can't edit an event a colleague made. That's by design. Teachers only edit what they created. Ask an admin to make the change.