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Setting up Parent-Teacher Conferences for a Whole School or Grade

Setting up Parent-Teacher Conferences for a whole school or grade is a simple three-step process (with a few options).

1. Create a SignUp Template for your Conferences

2. Duplicate SignUps for each Teacher

3. Invite Parents to Choose Appointment Spot(s)

Here's how it works.

1. Create a SignUp Template for your Conferences

Please see this article for planning a Parent-Teacher Conference SignUp:

How to Plan Parent-Teacher Conferences

Use the directions in that article to Create a SignUp that has all the appointment times that most teachers will have.  You can name the SignUp "Conference Template".

2. Duplicate SignUps for each Teacher

Use the Tools>Duplicate link on your Dashboard to create a new SignUp for each teacher, duplicating the Template and renaming the new SignUp with the teacher's name or class name (e.g. Mr Brown’s 4th Grade Class, AP Chemistry).

 

3. Invite Parents to Choose Appointment Spot(s)

There are several options for inviting parents to sign up for their conference spots, depending on your school's structure, communication platforms, and your SignUp.com Plan. Please review all of the following options and pick and choose those that will work best for your school's structure.

Post all the SignUps to a Common Group Page

A Group Page is a central SignUp.com web page with links to all the Teachers' Conference SignUps in one place (one URL). It's the easiest way to invite parents to sign up as they will find their own child’s teacher listed and choose their appointment Spots. For more information, please see: How do I set up a group page?

After choosing an appointment Spot with the first teacher, parents with multiple children have the option to go back to the Group Page to choose another teacher's SignUp.

Invite to Individual Class SignUps with Shareable Links

Invite parents to the various teacher's SignUps using Shareable SignUp links. In this option you will copy/paste a full list of teacher SignUp links in your school newsletter, principal's email, or post SignUp buttons on the school website.

For communication to parents within a specific class, post the link to that class' SignUp in an email message, Remind text message, or on the teacher's website.

This help article shows how to get the Shareable link or website button (see #2): How do I invite parents to sign up for my conferences?

NOTE: If you upload the parent email addresses to your Contact List, you may use Advanced Messaging (in the My Tools tab)to send one email to parents with all the various SignUp links.

Invite to Individual Class SignUps with Personal Invitations

If you have access to the individual class parent contact list, invite parents to each teacher's SignUp using a Personal invitation. This help article shows how to paste in parent emails to send personal invitations (see #1): How do I invite parents to sign up for my conferences?

Ask the Teacher to Invite Class Parents

"Pass the Baton" to make the teacher the Primary Organizer and let him or her invite the class parents using either Shareable or Personal Invitation Links as described above. Please see: How do I change the primary organizer?

NOTE: Premium and Campus Plan members can make the teacher the Assistant Organizer on the SignUp so s/he as access the SignUp to invite parents, see Who's coming, and run reports. Here's how: Can I add another organizer to my SignUp?

Reporting on Conferences

You have several options to report on Conferences.  Go to My SignUps>>Manage>>Who's Coming/Reports:

*The Who's Coming report has an option to show Comments - click this box if parents wrote their child's names in the comments box.

* The Check-in Sheet report has an option to see custom info fields. Click this box if parents were prompted for their child's name upon registering for their Spot.

* The Interactive report can show all fields (comments & custom info fields) and can be bookmarked in your browser for quick access.

 

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