ParentsEvening: Add Events

Scope

Steps to create a parents evening event.

Instructions

1. Go to Parents Evening > Add.

2. Under Event Details, enter the Event Name.

3. Select In Person Event for an event where parents will be attending at the school, or Video Call for an online event (if you have paid for that feature).

4. Click Date > select the date of the event. If the event will last more than one day, this will be the date of the first day.

5. For Start Time, select the time that the first booking will begin.

6. For End Time, select the time that the last booking will end.

7. For Parent Session Length (Mins), enter the number of minutes for how long each booking slot should be.

8. For Gaps Between Sessions (Mins), enter the number of minutes the teacher will have free between each slot. If there are no gaps, enter 0.

9. If your event covers several days, click the plus icon to Add another day. It will copy the information from the previous day using the next sequential date which you can edit if needed. Read our guide for further information: ParentsEvening: Add, Edit, and Delete Days in Event.

10. Under Video Link, choose the number of hours from the drop-down for Send video link x hours before the event starts. This is exclusive to a Video Call event.

11. Under Invites and Event Links, tick the relevant options:

1. • Send invite and event link by text: Your invitations will be sent via text message to their mobile numbers.

   • Send invite and event link by email: Your invitations will be sent via email to their email addresses.

   • Send reminder by email 1 week in advance: The system will automatically send an email reminder to each parent with their booking details one week before the event.

   • Send reminder by email 1 day in advance: The system will automatically send an email reminder to each parent with their booking details one day before the event.

12. For Invite Message, select the template for the text/email invitation that will be sent to parents from the drop-down menu, and click View to preview the template that you have selected. Read our guide for further information: ParentsEvening: Manage Invitation Templates.

13. Under Invite Parents, select the Students in drop-down menu and tick each form and/or group that will be participating in the event.

14. Under Staff Locations, select the Default Classroom drop-down menu and then the location where the parents will be speaking to the teacher(s). This is exclusive to an In Person Event.

    • Note: If you require any additional locations, please contact our support team to have them added.

15. If the staff will be in separate locations from one another, untick All staff in the default classroom to show a list of the staff member involved in the event. Select the correct Staff Location for each staff member.

16. Under Additional Comfort Breaks/Protecting Blocks, tick Add more breaks to make specific booking slots unavailable for staff members. Read our guide for further information: ParentsEvening: Add, Edit, and Delete Breaks.

17. Close this Parents Evening is used to prevent parents from making bookings. Do not tick this when first creating your event. Read our guide for further information: ParentsEvening: Close Events.

18. Allow parents to provide comments whilst booking gives parents an option to leave a note for the teacher when they make a booking, such as letting them know what they want to discuss during the meeting. It is ticked by default.

19. Click Save if you intend to make further changes to the event or Save & Close if not.

20. To delete an event you have created, read our guide for further information: ParentsEvening: Delete and Undelete Events.