Portal Parent Evening / Student Led Conference Creation
Creating a Parents Evening
- Login to the Portal.
- Under Schedule on the top navigation bar click "Manage Parents Evening"
- Under the Academic Year dropdown menu, make sure the current year is selected.
- Click "Create Parents Evening" at the bottom of the page – Note – after you click that scroll down as it will show up at the bottom of the page.
- Give the Parent Evening a name in the following format - Student Led Conferences - Year 4 Lou
You could also use Advisory 1 or the number of your advisory instead of your name if you rather.
A friendly reminder one parents evening per teacher is the effective way of doing it.
- Choose your date, start and end time. Note – You can add multiple times or days here with the plus sign.
- Set the Meeting duration and break between meetings time.
- Check "Include Form Tutors"
- You can click "Combine Sibling Meetings" if you have siblings in the same class and you'd like it to be one meeting. Not sure anyone would use this. Note - the meeting length will remain as one timeslot.
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Don't tick allow over allocation at this stage but it may prove useful down the track. When this option is ticked the Parents Evening can be saved and published even though there could be fewer booking slots than possible bookings. Parents can use this to book on a first come first serve basis.
- Click the "Select Pupils/Contacts/Staff" blue button to select who's required to attend the Parents Evening.
- Use the Form Search area to find all your students. Select the Year Group and click "Search"
- Click the double arrows to copy all names across and click next.
- All the contacts linked to the selected Pupils will now be listed. Click the double arrows again and click Next. Note - Only Contacts who have an active Parent Portal account will be listed.
- Find your name in the Staff list and tick only that.
- Click Finish.
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IMPORTANT STEP!! - Scroll to the bottom of the page and check the "publish to staff" checkbox. If you don't check this you won't be able to see the evening. Forgetting to check this has been a common mistake.
Do not click "Publish to Parents" just yet.
- Click Save and Publish and you will see your parents evening. You can click it if you wish to edit or to view how many bookings each Contact or Staff might have and to analyse who has completed their bookings.
Publishing a Parents Evening
Publishing a Parents Evening should only be done once the creator of the Parents Evening is confident that they have included all the correct attendees and durations. After it is published to Staff or Parents, meeting durations cannot be changed without un-publishing, but additional attendees can be added as long as meeting duration is unaffected.
- Under Schedule on the top navigation bar click "Parents Evening" and select your name. Make sure the correct academic year is selected and choose the Parents evening you created.
- You can make yourself unavailable for certain time slots by clicking the Make Unavailable button. You can also make the time slot available once again by clicking the "Make Available" button.
- From here you can book in a parent to a specific timeslot if you wish by clicking the book parent button. Click the book parent button next to the parent you wish to book.
- If you scroll to the very bottom of the screen you can also stop parents from booking by clicking the "Stop contact Booking" button. Perhaps you'd like to do this in circumstances like the parents are separated and you don't require both sets there.
- This section at the bottom shows the remaining parents that haven't yet made a booking. You can click the Send Notice button here if you wish to Send them a message and remind them to make a booking.
- Go back to Schedule – "Manage Parents Evening", select your parents evening, scroll to the bottom of the page and click the Publish to Parents check box.
- Give the Parents Notice a Subject.
- Fill in the Parents Notice Body. To make sure we provide our parents with consistent messaging you should consult your Learning Community Leader and ask them for the wording to use in this message.
IMPORTANT STEP!! - Click Insert Page Link so that when parents click on the link in the notice they are taken directly to the Parents Evening page. If you do not do this they will not have a link to the booking section within Portal. Note - The Dear Parent name is already included so you don't need to repeat this in the message.
- A Booking Cut Off date and time can be added if you wish so that once the date has passed no further appointments can be made.
- Click Save and publish button and the Parents should all receive a portal notice about the parents evening.
Export Parents Evening to PDF or Excel
- Visit here - Add Link for full instructions.