Setting Up a School Booking Event

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A School Booking Event is a block of time designated for staff to meet with caregivers.  These meetings can either be face to face or electronically via a conference link.  T

About School Bookings

Only a staff member with Administrator access can set up an event.

Each event can be spread over multiple days and consist of multiple time slots.  

Each time slot can have multiple bookings to cater for group sessions e.g. student-led conferences.

Events can have preselected break times.

Teachers are assigned to interview groups during the setup process.  These groups will usually be classes however it is possible to include specialist groups i.e. ESOL or Learning Support.  As long as the group of students exists, it can be included in the event.

If Class Placements have been done, interview groups can be created for next year's classes with their corresponding teachers.

For schools with combined classes (i.e. Learning Hubs), it will be necessary to create smaller interview groups that can be assigned to the teacher(s) responsible for those students.

For classes with multiple teachers (i.e. job-share), students can either be split between teachers by creating separate interview groups or interviews can be conducted together by assigning multiple teachers to the one interview group.

A student can appear in multiple interview groups i.e. Room 1 and Learning Support.  Caregivers will only be able to book 1 interview per teacher/interview group combination.   For those students with separated caregivers, teachers are able to book a second interview for that student at their discretion.

Set the Days/Times for your Event

1.  Navigate to Administration > School Bookings

2.  Click the ADD icon in the bottom right corner to add a new event.

3. Enter the Event Name, the Length of each time slot and the Gap between time slots (this can be set to 0 if no gap is required).

4.  Enter or select via the calendar the first date to be included.  Click ADD DATE.

5.  Enter or use the clock to adjust the first time slot to the hours you require.  Note:  break times can be added later so it is best to select the entire time range here so that staff have the ability to manipulate break times.

6.  To add another time slot on the same day, click the ADD icon.

7.  To delete an entire time slot or an entire day, click the TRASH icon.

8.  If the event spans multiple days, use the Add another Date section to enter the next date.  Click ADD DATE.  

9.  You will see an overview of how many days, time slots and available sessions exist for your event.  Click NEXT to continue.

Create the Teacher/Student Interview Groups

Each Teacher/Interview Group combination can cater for one or more bookings per time slot and these limits can vary between groups.   A single teacher can have multiple Interview Groups e.g. a SENCO may have a Class and also a Learning Support Group. 

An Interview Group can have multiple teachers if they are interviewing together.

If a student's caregivers wish to see more than one teacher, then the student can appear in Interview Groups for multiple teachers e.g.  Logan Wilson will be in the Class group for his parents to see his class teacher and can also be in the Leavers Group for his parents to have an exit interview with the Principal.

1.  Most teacher/caregiver interview events are related to classes, therefore we have created a quick method to create the Interview Groups for each teacher/class combination in the current year.   To start with this click AUTO-ASSIGN CLASS TEACHERS.  This will create a line per class.  If a class has multiple teachers, both will be shown.

2.  Delete any rows for classes that are not being included by clicking the TRASH icon.

3.  Remove any teachers that are not taking part by clicking the X.

4.  Add any teacher/interview group combinations by clicking the ADD icon.   To set up interviews for next year's classes, you can locate these at the bottom of the group list.  They will have the year in brackets.

5.  To set up interviews for next year's classes, you can locate the new classes at the bottom of the group list.  They will have the year in brackets.

6.  Click in the area provided for a teacher dropdown list, select the teacher.   Click in the area provided for a group dropdown list.  select the group.

7.  Add a teacher to a group or a group to a teacher by clicking beside the existing entry and selecting from the dropdown list.

8.  Adjust the number of bookings that can be made in a single slot (maximum 99) i.e. leave as one for individual teacher/student/caregiver individuals or increase the number for group-style interviews.

9.  Once all combinations have been entered, click NEXT.

Set Access Conditions and Create

10.  Click the slider to red if Teachers can manage their own bookings.  Note:  This can be done later if the administrator needs to set break times and add special bookings first.   If the slider remains off, only staff with administrator access can access bookings.  

11.  Click the slider to red to prevent caregivers making back to back bookings for multiple students.  Doing this will allow a caregiver travel or overflow time between their bookings.  Enter an appropriate message.

12.  View the event summary and click CREATE to add the event to IN DRAFT.  All of the above settings can be edited whilst an event is in draft.