Managing a School Bookings Event as a Caregiver

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Once a school administrator opens a School Bookings event to caregivers, all caregivers associated with students in the interview groups will receive an email and notification to advise them that bookings can now be made.  Caregivers can view and manage their own bookings.   

Caregivers will receive notifications when -

• An event is opened to caregivers
• An event is closed to caregivers
• A booking is made or updated by a staff member
• An event is cancelled

Caregivers are only able to book a single interview per student per interview group.  i.e. if class interviews are being held then a student will only appear once in a class, so only 1 interview slot can be booked.  If a student appears in a class and also in an involved extra curricular group, 2 interview slots can be booked.

Staff do not have the same restrictions as caregivers on the number of bookings they are able to make.  Therefore a  staff member 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.

Caregivers can only see and manage their own booking schedule.  They cannot see the bookings for another caregiver, even when in the same household.

Once a School Bookings event is closed to caregivers, bookings can be viewed but not changed.  Any changes would need to be made via the school.

TO VIEW A BOOKING

1. Your caregiver will log into the caregiver app and will see School Bookings on the landing page.

2.  Here they will see the event details and any of their associated students who are included in this event

3.  If a booking has been made by a staff member, the date and time of the booking will be displayed along with the staff member(s) they will be meeting.  This information will remain available, after bookings have been closed to caregivers.

4.  If the interview is to be conducted via video conferencing rather than face to face, the video link is also included.  The caregiver will click this link at the scheduled booking time.

TO ADD A BOOKING

1. Your caregiver will navigate to the School Bookings event and click MANAGE BOOKINGS,

2.  This will display a table of all available slots for all of their associated students, to enable them to co-ordinate bookings across multiple students.  Note:  The school has the option to prevent caregivers from booking consecutive slots to avoid overruns and allow for transit time between interviews.

3.  A colour key provides the caregiver with information on the status of each interview slot.

4.  To add a booking, the caregiver will click a GREEN slot.  The booking popup will be displayed.  The caregiver has the option of entering a note for the relevant staff member.  Clicking CONFIRM will secure the interview slot.

5.  Once a booking is made all other slots will become unavailable to prevent duplicate bookings.

TO CANCEL A BOOKING

1. Your caregiver will navigate to the School Bookings event and click MANAGE BOOKINGS,

2.  This will display a table of all associated students and their current bookings.

3.  Click the BLUE interview slot to display the booking popup.  Click CANCEL BOOKING.

TO CHANGE BOOKING INFORMATION

1.  To change the time of a booking, the existing booking needs to be cancelled (as above) and a new booking created.

2.  To add or change the staff note on a booking, navigate to the booking and click the BLUE interview slot.

3.  Add or change the Note and click SAVE.