Creating a Parents Evening

Created by Keira Skelton, Modified on Mon, 5 Jan at 5:05 PM by Keira Skelton

Our Parents Evening function allows for schools to set up and view/manage parents evenings manually. Not only does this option work for parents evenings, it can be used as a way of arranging a meeting between a teacher and parent on a one off occasion.

Setting up the Parents Evening

1. To start setting up the activity you’ll first need to navigate to the ‘Activities’ section on the left-hand side as shown below:

2. Upon opening the 'Activities' section, you'll be presented with the main Activities page where you can view all Published, Draft, Cancelled and Past Activities. You will also be able to search for activities using the search bar for filtering by date range.

To create the Club Activity: you will need to select the option to 'Create Activity' in the top right-hand corner.

3. Based on the type of activity you're creating, you'll need to select the appropriate type of activity: in this case you can select the 'Parents Evening' option.

4. After selecting the 'Parents Evening' option, you'll be required to fill in the 'Activity Title', this could be the class name/year group and the date associated with the type of parents evening being held.

After inputting the name, select 'Next Step' in the top right-hand corner.

5. This next section relates to the dates associated to the parents evening:

At the top left you'll see a drop down 'Select Participation', this refers to the Tutor Groups/Classes that have been set up in your MIS. Once you select these that are required for the parents evening it will generate a number of slots which will come into play later on.

You'll need to input the date, start and end time, along with how long each slot you'd like to create as a session for each teacher.

The gap length refers to how long of a gap you'd like between each session (in minutes).

There is also the option to add a comfort break in along with the other sessions - it will be the same length of time as a normal session and it will be randomly placed amongst the sessions.

Once all the details have been correctly inputted, an amount of slots will be created (this is determined by the start and end time, session length, gap length and if a comfort break is selected).

To ensure the Parents Evening is set up accurately, once the classes/tutor groups are assigned it will state how many slots are required for those classes.

If the 'Minimum Slots Required' is greater than how many are created for that date, you will need to either amend your information to accommodate. Alternatively, you can have this parent's evening carry over to another date (selecting the red highlighted box at the bottom, shown above).

When there are enough slots created, you will no longer be able to select 'Add New Date'.

6. Once all dates have been set up and slots are correctly accounted for, you can proceed to the next page: click 'Next Step' in the top right corner.

7. This next page will auto populate the staff members associated to the selected classes/tutor groups which were chosen on the previous step.

8. To ensure a teacher is 'ticked' to attend, you can 'tick' the boxes under the date against the teacher assigned to the class/tutor group.

If more than one date is set up for the parent's evening, you don't need to necessarily assign the teacher to multiple days if they can complete their slots in one day.

9. After all the teachers have been selected, you will need to click to 'Generate Time Slots'. This can be found at the bottom of the page.

10. Upon generating the slots, it will take you to the 'Manage Slots' section where you will be able to view all slots associated to each teacher on the dates chosen.

If there are any slots you wish to not make available to parents, you can manually reserve these prior to publishing the Parents Evening.

11. The next step will be where students need to be added to the activity.

If you navigate to the 'Groups' section on the right-hand side, you can then tick the boxes associated to the year and tutor groups/classes. This may be easier for selecting the tutor groups already assigned to the Parents Evening.

If there are then any students you wish not to select you can navigate to the students section and de-tick the boxes. Once a group is selected the box will turn blue with a white tick in the center.

If the whole school is to be invited, the box next to the amount of students can be 'ticked'.

If you only need to invite individual students, click on the students section and select the pupils you would like to invite. You can do this by manually scrolling through the list or by typing their name into the search box and selecting.

12. When all students have been selected, adjustments can be made by selecting the 'X' next to each student/class.

13. Once pupils have been assigned, you can move onto the final page by clicking 'Next Step in the top right corner. You will now be prompted to review all the information that has been inputted against the club.

Carefully read through this page and make any amendments before you continue.

If you need to make any changes, click on the 'Draft' button on the top right-hand side and select 'Edit Activity'.

Only School Admins will be able to 'Publish' the activity. If you wish to Publish the activity, read on:

Publishing the Activity

To publish your activity, click on the button 'Publish' in the top right-hand corner.

This will send a notification to all invited pupil’s parents/carers who are the main and secondary that a new activity’s available to view.

NOTE:

1.You can always save the activity as a draft and come back to complete later.

2. To view any activities that you have in drafts, click on the 'Activities' section on the left-hand side and select the 'Drafts' section - you can then click on the required trip/activity to reopen and update.

Please remember that you need to publish when complete.

If you require any further assistance, please contact us by completing this  form.