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Will

Taking Bookings for COVID Testing in Parents Booking

By EdTech Discussion No Comments

Do you want to facilitate booking of COVID-19 tests by parents? If so, this is the blog post for you!

Steps:

  1. Create some new teachers called “Slot 1”, “Slot 2”, or similar.
  2. Edit each, then add the students who will be booked into the “slots” using the Add Students button. You’ll probably need to add each Reg Group individually.
  3. Create a parents’ evening (with multiple dates?), ticking to include all the Reg Groups you added to the “Slots”. You may also want to set a booking limit so that parents can only book each student once (e.g. one per ‘slot’).
  4. When the parents’ evening has been set up, go to Dashboard > Options > Edit the Teachers, and remove ALL teachers and subjects except your “Slots”.
  5. You an test it works by going to Manage Booking > Login as a Parent
  6. Lastly, send parents their invite like normal, and you can monitor the sign-ups from the Reports page.

Add a Video Room URL to Parent Appointment Schedules

By Software Updates No Comments

Schools who prefer to use their own video meeting rooms, perhaps with Zoom or similar, can show the URL for the teachers ‘video rooms’ on parents’ appointment schedules, making it easy for parents to join their video appointments.

School administrators simply need to add URLs for these ‘video rooms’ to the admin area (of Parents Booking) via the Teachers page, and these URLs will then be shown to parents as part of their print, e-mail or web-page confirmation when parents’ evenings are created (or by pressing ‘Update’ on the Dashboard > Options > Edit the Teachers page, to import these ‘video room’ URLs into previously set up parents’ evenings).

Bulk-Add Breaks and Bulk-Extend Teacher Appointment Schedules

By Software Updates No Comments

One of the new features in Parents Booking’s most recent release allows administrators to add breaks and extend appointments for groups of teachers, at once, in just a few clicks. This saves the administrator from having to make these changes teacher-by-teacher, and it’s something both simple and effective that we’ve found schools have been looking for recently.

Once you have a parents’ evening set up, find this functionality at: Dashboard > Options > Print, Email, Block Out and Extend Teachers > Mass Block/Extend.

Video Call Testing/Settings

By Software Updates No Comments

With hundreds of schools, and tens of thousands of parents using Parents Booking for their parent-teacher meetings, and with these being video meetings very often, we’ve been adding new features to help parents and teachers test their “device” (laptop/PC, Mac, iPad/iPhone, Android), in the simplest way possible, before having their video meetings. The below video shows you how…

Adding a gap / ‘buffer’ time between appointments

By Software Updates No Comments

One of the most-requested features this academic year, due to schools having video meetings in often multiple-hour sessions, has been to be able to add a small gap of time between appointments.

This is now possible. Next time you create a parents’ evening you’ll notice a ‘buffer time’ feature. Simply use this to add a small gap between appointments.

Re-Assigning Class Codes and Subjects to Other Teachers

By EdTech Discussion No Comments

Instructions:

Prep Work: Work out which teachers need class codes added, and which need class codes removed… I find it easiest to actually set up the parents’ evening, then go to Dashboard > Options > Edit the Teachers > Download Classes to see a list of who is linked to which class codes…

Once you know what needs changed, just make those changes:

  1. To add a class code to a teacher: Go to the Teachers page, edit a teacher (or, if the teacher doesn’t exist, add them and then edit them after)..
    1. Make sure you’re on their correct subject (add a new subject if necessary) and click ‘Add Students’.
    2. Here you can use the Class Codes filter to search for a class code and use Add Class to add it to the teacher.
  1. To remove a class code from a teacher: Go to the Teachers page, edit a teacher..
    1. Make sure you’re on their correct subject and use ‘Delete a Class’ button…
    2. Here you can use the Class Codes filter to search for a class code and use Remove This Class… to remove it from the teacher.

Finally, once you have moved all the class codes around, there are two jobs left to do:

1. Go to Dashboard > Options > Edit the Teachers and when the page loads click ‘Update’. This button will show any new teachers eligible to be added to the evening. Select (so they go green) the teachers you want to add, then hit the orange ‘Add or update evening teachers’ button. This adds those teachers AND tells the parents’ evening about all the class code swaps you made, so you want to do this even if there are no new teachers to add.

2. Still on Dashboard > Options > Edit the Teachers, after the page has finished Updating (see point above), scroll down the list of teachers and tick all teachers/subjects you don’t need. You can sort the column by Subject if easier. Once you’ve ticked everyone you don’t want, go to the top and use Delete Selected to remove them. Once the page refreshes it is automatically saved and your parents’ evening is ready for bookings.

Creating a .CSV file to upload your school’s pupils, parents and classes

By News and Info No Comments

Schools who use MIS/SIS databases that do not integrate with Parents Booking can create a custom .CSV file that can be uploaded. This blog post features instructions on how to create your own .CSV upload.

This instructions feature two possible solutions. We call them the SIMS solution (which uses 1 spreadsheet) and the SEEMIS solution (which uses 2 spreadsheets). If one does not suit your MIS/SIS databases’ export capabilities, try the other.

Option 1: The SIMS Solution (1 Spreadsheet)

This option is more complex than option 2, but creates one spreadsheet which links a student to one or two parents/carers and all of their teachers. There are two ‘styles’ possible, one which shows the student and parent on every row, and one where the teachers/classes are listed on otherwise blank rows between each student, but both work in the same way.

Download spreadsheet template (style 1) OR Download spreadsheet template (style 2)

The data fields required are:

  • Student ID
  • Student Forename
  • Student Surname
  • Student Date of Birth (dd/mm/yyyy)
  • Student Reg Group / Year Group
  • Parent/carer 1 ID
  • Parent/carer 1 Username (not required, but keep column)
  • Parent/carer 1 Title
  • Parent/carer 1 Forename
  • Parent/carer 1 Surname
  • Parent/carer 1 Mobile/Telephone
  • Parent/carer 1 E-Mail
  • Parent/carer 2 ID
  • Parent/carer 2 Username (not required, but keep column)
  • Parent/carer 2 Title
  • Parent/carer 2 Forename
  • Parent/carer 2 Surname
  • Parent/carer 2 Mobile/Telephone
  • Parent/carer 2 E-Mail
  • Department
  • Subject
  • Class Code
  • Teacher ID
  • Teacher Name
  • Room (not required, but keep column)

Rules: Do not extract parent/carers who do not have “parental responsibility” / legal rights.

Save this spreadsheet as a .CSV file by going to File > Save As.. and underneath the file name choose “.CSV (Comma Delimited)”.

Option 2: The SEEMIS Solution (2 Spreadsheets)

This option involves two spreadsheets, but is easier for some MIS/SIS databases. The logic is that spreadsheet 1 lists the pupils and parents, and spreadsheet 2 links the students to their classes and teachers using the ID number.

Download spreadsheet 1 template and Download spreadsheet 2 template

The data fields required for spreadsheet 1 are:

  • Student ID
  • Student Forename
  • Student Surname
  • Student Date of Birth (dd/mm/yyyy)
  • Student Registration Group or Year Group
  • Parent/carer Title
  • Parent/carer Forename
  • Parent/carer Surname
  • Parent/carer Mobile/Telephone
  • Parent/carer Email

You can list a pupil on two different rows to link them to 2nd parent/carer.

Rules: Do not extract parent/carers who do not have “parental responsibility” / legal rights.

Save this spreadsheet as a .CSV file by going to File > Save As.. and underneath the file name choose “.CSV (Comma Delimited)”.

The data fields required for spreadsheet 2 are:

  • Student ID
  • Class Code
  • Teacher Title
  • Teacher Forename
  • Teacher Surname
  • Subject Name

Save this spreadsheet as a .CSV file by going to File > Save As.. and underneath the file name choose “.CSV (Comma Delimited).

These spreadsheets are then uploaded in the following order:

  1. Spreadsheet 1 – Pupils and Parents
  2. Spreadsheet 2 – Classes

Asking for parent phone numbers, for telephone meetings

By Software Updates No Comments

If you would like to use Parents Booking to help facilitate telephone meetings, in the place of ‘in-person’ meetings, or video meetings, we can help.

In the Admin Area, go to: Set Up School > Parent Login Method. On this page tick “Mobile Phone”.

This will activate a new field on the parent login page which asks for the parent’s mobile number. The mobile number input by the parent will then show on the teachers’ appointment schedule. Et voila!