Parent / Teacher Meetings

MySchool enables Educators and guardians to organise their PTA meetings. The system is designed to allow complete communication and easy scheduling for both. Either school-selected slots or guardian-led. 

How to access

For super users or To open this feature, go to Administer, and click on advanced options, find Parent-teacher meetings in the list. Users will need to have the PT meeting administrator permission set in their respective user groups. 

Setting up a meeting

The first page is a list view of previously created meetings, their date, and the number of invited guardians. Let's start by selecting a New meeting. 

Do not set the status as published until you have finished compiling the slots and assigning these. You will be unable to unpublish once saved. 

1. Label, Status, Session type, & date

Give the meeting a name. Leave the session unpublished until you finish the configuration steps. Publishing the session will still allow you to edit and amend details, but it will be live for users. If you wish to allocate slots to parents then leave the session type as such, however, there is the option to allow parents to choose their session time. Read here for more information. Choose a date for the meeting.

2. Create slots

Choose what time the meetings will begin, and how long each slot should last. Don't forget to plan between the slots, and allocate according to how many slots are needed for the course count. Creating these slots will automatically produce a schedule for the meeting sessions.

3. Set up invitations

Invite parents will open the people picker. Open it and find the class or student list for the meetings. A warning will appear saying that if you wish to book the appointment, then all other appointments will be deleted from the target population's schedule. You can also edit the priority of the students, open the feature, and drag the name boxes into the order you wish. When you auto-populate the schedule, the system will take this order into account. 

4. Courses, Teacher exemption, & Room Allocation

According to your selection in the people picker, the system will automatically populate this list with the student's courses. This allows you to plan for the parents to see the different course teachers during the sessions. If the course is not student-specific, then you can add courses manually. If certain courses do not require a parent-teacher meeting, you can exempt certain Teachers if they are not required. Allocate the teachers to a room as well. These rooms are pulled from your pre-created lists. 

5. Set Student

Once you have created the structure of the meeting and populated the schedules with different course Teachers. This feature is for manually setting the student with an available teacher slot. 

6. View meetings

Click here to bring up the empty schedule for the course Teachers, the system lets you auto-populate the slots.

The student's initials are shown, click on them to open a manual selection window, which shows you the student, and parents/guardians attached to their profile. You can exempt them from the meeting if needed. Auto-populate will fill the grid.

7. Reports

Once completed, the feature creates a printable separate report page depending on user needs. Either by an individual teacher, student or for the entire class level. 

Save the meeting to the list, and if selected, the participants will be notified in their appointments tab in their respective portals.

Parent picked slots

If you wish for the parents to choose their slots, then the system provides an easy-to-use feature for both parents and teachers.

When selecting this option, two new enrolment fields will appear, enter the dates when parents can choose their slots. The possibility to choose will only be allowed during this time, so set a reasonably long period, to allow for all parents to pick depending on their own personal schedules. This is based on a first come first served basis. 

Parent Portal

If you have set the status to 'Is published', the parents will be able to see the meeting, and if 'parent picked slots' is selected they can choose their slots during the enrolment times set.

The max number of slots they can pick is shown, once the parent chooses a slot with the teacher then the line is greyed out stopping them from selecting another slot with the same teacher. Equally if they have selected a time then they cannot pick the same time with another teacher.

Once completed, they can print out the finished schedule from a separate page. 

If slots have been allocated, the parents/guardians can open the parent-teacher meeting feature in their view, and they will see the schedule made for them.

Administrators note that this feature may be disabled in default mode, should you wish to use this function contact the MySchool support team