Adding, Deleting or Editing Appointments

This guide shows you the different ways that administrators can add or change appointments.

Note: a parent cannot have a booking with the same teacher more than once, for the same subject, in respect of the same student, on the same parents evening. This means that if you wish to amend an existing appointment you will need to first delete that appointment and rebook it. 

A. Adding an Appointment on behalf of a Parent

  1. Log in as an administrator to your system, go to the evening you wish to book the parent in to, then click Add Appointment.
  2. Select the student you wish to book. If the student doesn't already exist in your system you can click the Add New Student link to add them to the system manually. This will generally only be required if your school doesn't sync data from a management system, or the student is not at present in your management system - however be aware that any student you manually add may later be duplicated from your MIS, and will need to be manually deleted.
  3. A Select Parent box will then appear showing all the parents currently assigned to the selected student (if any). If the parent you'd like to book an appointment for doesn't exist, you can click the Link New/Existing Parent link to add them - however be aware that any parent you manually add may later be duplicated from your MIS, and will need to be manually deleted.
  4. After selecting the parent, the right-hand section of the screen will change.

    If there are multiple dates on your evening, you will be asked which date you wish to book. If a Hybrid Evening you will also need to select the type of appointment if both in-person & video call are running on the selected date.
  5. Once the date is selected, you will be asked if you wish to make your bookings automatically or manually. This guide will assume you are using the manual process.
  6. Next, you will be able to see those teachers assigned to that student. If you need to add another teacher, you can do so by clicking Add Teacher. Select the teachers you wish to book.
  7. Select the appointments you want to book for the parent.

B. Modifying an existing Appointment

  1. Log in as an administrator to your system, go to the evening you wish to book the parent in to, then click Manage Appointments.
  2. Find the appointment using one of the filters on the left.
  3. If you found the appointment using the student or parent, click the Amend button at the top of the list of appointments displayed.
    If you found the appointment using the teacher, click the pencil icon to the right of the appointment.If you clicked Amend after selecting a student, and there are multiple dates on your evening, you will be asked to select the day you wish to modify the appointments for.If a hybrid evening You will also need to select the type of appointment. 
  4. On the next page, you can select the teachers you wish to book. Teachers with existing appointments with the selected parent will already be checked so you can just click Continue to Book Appointments. The appointment grid will show which will allow you to delete the existing booking. You can then rebook it at the new time.

Deleting a booking

To delete a booking from the appointment grid, simply click the blue box. As you hover over the box, it will change to show that clicking it will delete the booking. A pop up will then show to confirm the action:

Moving a booking

To move a booking, you must first delete it as above. The page will then show the available appointment slots as green boxes with a "+" symbol. Click the desired slot. An email is sent to the parent confirming the change.

Changing a teacher in an appointment

If you need to edit the appointment to add (or remove) a teacher please follow this process: Changing Teachers on an Existing Appointment.

C. Deleting (cancelling) Bookings

Through the Manage Appointments page, you can remove selected bookings for teachers, students or parents.

  1. Log in as an administrator to your system, go to the evening you wish to book the parent in to, then click Manage Appointments.
  2. Find the appointment using one of the filters on the left.

  3. Click the

    Remove Appointments 

    button above the appointment list.
  4. Checkboxes will appear against all the appointments, allowing you to select those that you wish to remove.
  5. Once you have selected the appointments, click the Remove Selected Appointments button, or Cancel if you have changed your mind.
  6. If you are removing appointments for a student or parent, a summary message will appear confirming what will be removed. You are required to enter a reason for the cancellation (and can mark the parent as not attending if you wish) and this will be emailed to the affected parents.
    If you are cancelling all appointments for a teacher, a summary message will appear confirming what will be removed. You are required to enter a reason for the cancellation (and can mark the teacher as unavailable if you wish) and this will be emailed to the affected parents. If you mark the teacher as unavailable, that teacher can no longer be booked for the evening.

    If the booking is a  joint booking with all teachers at the same time, note that the entire appointment will be deleted. If you need to edit the appointment to add or remove only one teacher please follow this process: Changing Teachers on an Existing Appointment.

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