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  3. How to Create a Primary School Parents Evening
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  3. How to Create a Primary School Parents Evening

How to Create a Primary School Parents Evening

Note: All pages below are subject to having relevant Roles and Permissions.

School Administrators can use this page to:

  • Create and Edit a Parents Evening to include publishing to MyChildAtSchool
  • Manage Bookings
  • Outstanding Bookings
  • Auto Allocate
  • Re-Set Allocations

From the Menu on the left go to Modules > Diary > Parents Evening

Create and Edit a Parents Evening

Click New to Create a Parents Evening.

Select the Tick to Include Past Parents Evenings, this can be used to view historic Parents Evenings.

Select a Parents Evening and click Edit to Open the Parents Evening page or Delete to completely delete the Parents Evening from the system. Use the Delete when a Parents Evening has been created in error and no bookings have been made.

When creating a New Parents Evening for the first time the following 4 sections will need completing to Create the Parents Evening.

  • Parents Evening Details – when the Parents Evening takes place.
  • Event Scope – which students the Parents Evening is for.
  • Event Location – where the Parents Evening is located.
  • Interview Allocation Rules – define rules for siblings and separate parents/carers.

Parents Evening Details:

  • Name: This is the name of the Parents Evening that will be visible to Administrators and Parents when booking appointments on MyChildAtSchool for example Year 3 Spring 2021
  • Date: This is the date the Parents Evening is being held.
  • *Start Time: This is the time the first booking slot will start.
  • *End Time : This is the time the last booking slot will finish.
  • Booking available: This is the date and time when the parents will be able to view or make bookings on MyChildAtSchool.
  • Booking deadline: This is the date and time after which the Parents Evening will no longer be visible to parents when viewing or making bookings on MyChildAtSchool.
  • Enable Parents Evening: When selected this makes the Parents Evening visible on MyChildAtSchool as defined in the Booking available date and time. When selected this will allow the option to select View Only where parents can see appointments that have been made by the school and Send Push Notification which will send a message informing Parents that the Bookings are available.

*Note when selecting the Start and End Time for the Parents Evening this must be enough time to accommodate the number of students within the defined interview length. For example a Parents Evening with 50 children with a 5 minute interview each covered by 2 members of staff will be 125 minutes or 2 hours and 5 minutes long.

Event Scope

  • Year Groups : Select one or more year groups , in this example Year 3 have been selected.
  • Subject Groups : Select one or more specific subjects if required for example select French if the Parents Evening is only for students studying French.
  • Class Groups : Select one or more classes for example if the Parents Evening is for French only and there are 2 classes you can choose one class if required.
    • Note: Subject Groups and Class Groups can be left blank. At least one of the 3 Groups from Year, Subject or Class must be selected to create the Parents Evening.
  • Interviews: Select the role who is conducting the interviews/appointments for example Form Tutor.
  • Student Filter : If required specific children can be selected for the Parents Evening , in this example if left blank then all Year 3 student will be added to the Parents Evening.
  • Interview Length: This is in minutes use the up and down arrow to define the interview length.
  • Include Travel Time in Scheduling: This is used if parents need time in between appointments to travel to the next appointment in the instance where the school is a large site and the appointments are located in different buildings. Set the Travel Time Amount in minutes

Event Location

This can set as EITHER Individual Rooms where the Teachers will hold the interview in their allocated room OR Communal Space where all interviews are conducted in one room in this example the Main Hall.

Interview Allocation Rules

  • Siblings Interviews: Select EITHER for Sibling Interviews to allocated Independently where each student has a separate interview OR Together where siblings will have the same interview with one parent/carer.
  • Multiple Parental Attendees are allocated: Choose EITHER Independently OR Together.

Click Save.

Manage Bookings

Administrators can use Manage Bookings to auto allocate bookings, for a selected member of staff and/or make selected booking times unavailable.

From the Menu on the left go to Modules > Diary > Parents Evening

Select a Parents Evening and from Actions select Manage Bookings

Use the Teacher drop down to select a member of staff.

EITHER select individual appointments OR tick to the left of Date to select all appointments

Auto Allocate: when selected this will allocate appointments to all the students in the selected teachers class.

Set as Unavailable: select this to make the selected appointment unavailable

To Manage Individual Appointments Right Click on an individual appointment to either Set as Not Available, Manual Allocation or Allocate Room for Appointment.

Set as Not Available : This will make the selected appointment unavailable to parents on MyChildAtSchool

Manual Allocation: When selected choose a student from the drop down and a contact, this can be used if a parent contacts the school who is unable to access MyChildAtSchool.

Allocate Room for Appointments: when selected use the drop down to select a room , this can be used if an appointment has to be moved to a room which is different to the room allocated to the member of staff.

Outstanding Bookings

From the Menu on the left go to Modules > Diary > Parents Evening

Select a Parents Evening and from Actions select Outstanding Bookings

Choose to Show All Teachers and/or Include Contacts with no MCAS Account. The view will show which students have outstanding bookings detailing Student Last Name and First Name, Class Name, Contact Name, Teacher ID, Teacher Name and Tutor Name, House and Notes.

Use the Grid Actions to Copy the Outstanding Bookings, Export as Excel or CSV, Produce a PDF or Print

Click on the Notes Bubble to See Contact and Student Information and Add a Note. Save to Save the Note.

Auto Allocate

From the Menu on the left go to Modules > Diary > Parents Evening

Select a Parents Evening and from Actions select Auto Allocate

Once Auto Allocate is selected a pop up confirmation will appear, click proceed to Auto Allocate appointments to as many contact as the available slots will permit. Cancel to stop the process and return to the previous screen.

A notification will confirm auto allocate is successful.

Re-Set Allocations

From the Menu on the left go to Modules > Diary > Parents Evening

Select a Parents Evening and from Actions select Re-Set Allocations.

Once Re-Set Allocations is selected a pop up confirmation will appear, click proceed to Delete Currently Assigned Bookings or Cancel to stop the process and return to the previous screen.

Updated on May 20, 2022

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