Once a school administrator opens a School Booking Event to staff, teachers can view, manage and print their own bookings. The ability to manage bookings, however, is subject to the event slider 'Teachers can manage their own bookings' being enabled.
Teachers are kept informed of the status of an event by receiving a notification when it is opened to staff, open to caregivers and closed to caregivers.
Teachers do not have the same restrictions as caregivers on the number of bookings they are able to make. A teacher has the flexibility of booking a double appointment for a student/caregiver or multiple bookings for a student with different caregivers. This caters for students with separated parents.
Teachers can only see and manage their own booking schedule.
TO ADD A BOOKING
1. Click on the Quick Links icon (three lines) located on the right-hand side of the screen.
2. Click the dropdown arrow beside School Bookings. If School Bookings is not visible, it means that there are no events currently open that you are involved in.
3. Select the event you wish to manage if multiple events are displayed.
4. If multiple-bookings are permitted in a time slot this information is visible to the teacher. The time slot will remain available for bookings until this number is reached. Note: this number cannot be changed on a slot by slot basis and partial-blocks cannot be added to an open slot.
5. Click the time slot to add a booking. Green fill denotes an available time slot.
6. If the 'Teachers can manage their own bookings' slider is disabled the following popup will be displayed.
Otherwise, the Add Booking popup box will be displayed.
7. To Add a Single Booking -
- Click the student field and select the student from the dropdown list. Only students in the interview group for that teacher will be displayed for selection.
- Select the relevant caregiver from the dropdown list that will appear once the student is selected.
- Enter a URL if an online meeting is to be held.
- The Caregiver Note will usually be received from the caregiver when a booking is created by them, however it can be used by a teacher to relay details to the caregiver as this will be visible to the caregiver e.g. Please bring his last report from his old school
- The Staff Note is only visible to staff and will appear on the printed runsheet.
- Click SAVE BOOKING
- A booking notification will be sent to the caregiver.
- The slot will show that a booking has been made. If only one booking exists for the slot, the icons of both the student and the caregiver will be displayed. Hover over the icons to see the names. Click DONE to close the popup.
- If a time slot displays with red fill, a break or block exists for this slot. These can be removed if necessary by clicking the time slot.
8. To add an additional booking to a time slot, click the slot. This will open up the booking popup and show the students already allocated to this slot. Click the PLUS icon to add another booking.
9. Select the additional student and caregiver, enter the booking details and click SAVE BOOKING.
10. The slot will now show the number of bookings currently made. Hover over the top number to view the students. Hover over the bottom number to view the caregivers.
11. Once the maximum number has been reached the slot will become unavailable.
TO CANCEL A BOOKING
1. Locate and click the slot to view all bookings.
2. Click the student name relating to the booking to be cancelled and click CANCEL BOOKING.
- A booking cancellation notification will be sent to the caregiver.
TO BLOCK A BOOKING SLOT
1. A slot can only be blocked if no bookings have been made. Locate and click the time slot you wish to block. The Add Booking popup box will be displayed.
2. Click BLOCK BOOKING. The slot will show with red fill which denotes an unavailable slot.
TO PRINT A BOOKING SCHEDULE
1. Navigate to the booking schedule for the event.
2. Click PRINT to produce a list of all your bookings for that event.
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