Parent-Teacher Interview Schedules

Edsby knows about every class in the school including who the teacher is, who the students are, and who their parents are. Edsby Parent-Teacher Scheduling takes into account the needs of all the school administrators, teachers, and parents.

Parent-Teacher Interview

The process is in three key steps:

  1. A school administrator creates a Parent-Teacher Interview schedule by choosing dates, times, and the length of the slot. After choosing which classes are part of the schedule, the administrator opens the Parent-Teacher Interview schedule to teachers when ready.
  2. Teachers then review and block off slots they will not be available for interviews.
  3. The administrator then provides access to the parents who receive an Edsby message alerting them that slots can now be booked. Parent can make their bookings and print out a summary list. If they have more than one child at the school, all students will appear on the same booking screen to assist with time management for the parent. 

Preparation checklist

The following information is required to create a Parent-Teacher Interview schedule.

  • Name of the schedule.
  • The dates of the schedule.
  • Starting times of the interviews.
  • The length of the interview slot.
  • Which classes are part of the schedule.

Creating a schedule

From the home screen, click Classes.

  1. Click Parent-Teacher Interviews link.

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  • Click Parent-Teacher Interview button.

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  • Enter the name of schedule, the start date, and the end date.

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  • Click Save.

If Parent-Teacher Interviews are conducted on non-consecutive days, create the schedule to include the first and last day. Days without slots won’t appear on the teacher or parent schedule.

A new schedule is added to this list.

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Creating slots

Select the name of the schedule from the list. On each day of the schedule, click on the cell that corresponds to the starting time.

  1. Set the time and day fields.
  2. Set the length of the slots. This field is available when the first slots are defined. The length of the slots will be the same for every day of the schedule.
  3. Set the number of slots.
  4. Repeat for each day of the schedule. Dates without slots will not appear on the schedule for parents or teachers. 

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Examples of slot creation

The Parent-Teacher Interviews are conducted over 2 days. On the first day, the interviews begin at 4:00 pm, continue for four hours and each interview is 20 minutes long . The form has the following configuration.

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The second day, the interviews begin at 3:00 pm and ending at 8:00 pm. The form has the following configuration. The length of the slots, does not need to be defined as it was set the first time slots were created.

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Deleting slots

To delete a slot, click X and confirm the deletion. Prior to opening the schedule to parents, any slot can be deleted. After the schedule is opened to parents, only slots without a booking can be deleted.

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Adding Classes and Groups to the schedule

  • Click Classes and Groups tab
  • Click the Classes drop down list. A list of classes will appear.
  • To select all classes, click the checkbox in the title bar.

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  • Or filter the list by using the filters or search, the click the checkbox in the title bar.
  • Click Select. The list of classes will be dismissed.

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  • Click Add button. The selected classes are added to the list.

Examples of adding classes

For grades 1 to 5, parents only meet with the homeroom teacher. For grades 6 to 8, parents meet with all teachers.

After clicking the Classes drop down list

A. Use the Grade filter to select grades 1, 2, 3, 4, 5.

B. Use the Subject Filter to select Homeroom.

C. Click the checkbox in the title bar.

D. Click Select. The list of classes will be dismissed.

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After clicking the Classes drop down list

A. Click Reset to display all classes. Click Clear to reset any previous selections.

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B. Use the Grade filter to select grades 6, 7, 8.

C. Click the checkbox in the title bar.

D. Click Select. The list of classes will be dismissed.

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Open to teachers

After the slots have been defined and the classes and groups added to the schedule, the schedule can be opened to the teachers. To do this, click on the Open to Teachers option on the progress bar.

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Once clicked, every teacher of the classes included in the schedule will receive a Parent-Teacher Interview Message.

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Teacher may block slots for when they will not be available due to prior engagements, or pre-booked meetings with specific parents, or desired breaks. A teacher hovers over a slot, and click block to remove the slot from their schedules.

Example of Teacher’s Parent-Teacher Interview schedule

A. Teacher enters the room number for each day of the schedule.

B. Name of parent scheduled for this slot.

C. Hover and click to block or unblock a slot.

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The online help for teachers can be found here.

Progress

The Progress tab is available after the schedule has been opened to teachers. The progress tab lists the current count of blocked, booked, and free classes. As parents book appointments, the counts are updated.

Open to parents

After teachers have had the opportunity to block slots, the schedule can be opened to parents. To do this, click on the Open to parents option on the progress bar.

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Once clicked, every parent of a student enrolled in the classes included will receive a Parent-Teacher Interview workflow item in Messages. Upon receipt of the workflow item, parents can book appointments.

Teacher may still block any free appointment slots, but once a slot is booked by a parent it cannot be unbooked by the teacher.

Complete

The school can close the registration period by clicking the Complete option on the progress bar. Parents will no longer be able to book or change appointments.

Example of a parent’s Parent-Teacher Interview workflow item

A. Students associated with the parent account.

B. Click slot to book appointment. Parent cannot book another appoint for this appointment slot.

C. Click to unbook appoint with teacher.

D. Click Change to change appointment.

E. Click Done to view Schedule.

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Example of a parent’s appointment summary

A. List of teachers, classes and room number. Room number is set by the teacher.

B. Make changes to open the appointment schedule form.

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The online help for parents can be found here.

Parent schedule in the Completed state.

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Managing bookings on behalf of a parent

School Administrators can book and cancel booking on behalf of a parent by navigating to the Parent-Teacher Interview schedule.

  • Click Parents tab.
  • Search for parent name.

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  • Click on parent name.
  • Click on a slot to book an appointment. Click on a booked appoint to cancel the appointment.