Parent / Teacher Meetings

MySchool enables Teachers and Parents to have access to a comprehensive system when planning their meetings. The system is designed to allow complete communication and easy scheduling. It allows users to have all the information needed in one place.

Have a look at the video showing how to book a PT meeting.

How to access

To open this feature, go to Administer, and click on advanced options, find Parent-teacher meetings in the list.

Setting up a meeting

Open the feature, and you are presented with a list of past meetings. Click to open a New meeting. The default view is with Slot picked by the school. 

1. Label, Status, Session type, & date

Give the meeting a name, then select if you wish to publish this in the parent portal. 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 from the calendar.

2. Create slots

Choose what time the meetings will be begin, and how long the parent slots are. Don't forget to plan between the slots, and allocate according to how many slots are needed for the class count. Create these slots will automatically produce a schedule for the meeting session.

Also set the number slots per student depending on how many courses or teachers are entered and available. This is important if you choose to allow parents to pick their slots, as this will limit the number of slots available to them.

3. Set up invitations

The field with the head icon, represents 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 populations 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 students 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.

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 students 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.

7. Reports

Once completed, the feature creates a printable separate report page depending on user needs. Either by 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 schedule. 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 maybe disabled in default mode, should you wish to use this function contact the MySchool support team