InsightWiki - User contributions [en]

Parents evenings

2021-01-12T15:59:21Z

LiamBell: /* Allow Video Appointments */

Parents Evening is an additional module in Insight. It allows users to make bookings with staff for parents evening on a first-come first-serve basis. The parents evening additional module is a bundle, which also includes '''[[events]]''' and '''[[student events]]'''. 

As Parents Evening is an additional module of Insight, a separate charge applies. Please contact [mailto:sales@tascsoftware.co.uk sales@tascsoftware.co.uk] for further information. 

=Configuration=

The following '''[[role options]]''' are required to configure a parents evening: 
''Manage > Parents Evening'' (On) 
''Manage > Parents Evening > Allow access to event management'' (On) 

==Creating a Parents Evening==

To create a new parents evening go to: 
'''Manage > Parents Evening''' 

Click the '''Add''' button at the top of the page. A new page will open with four tabs. 

'''Details Tab''' 
[[Image:parents_evening_details_tab.png|thumb|The Details Tab. Click to expand]]

Enter the name of the Parents Evening in the '''Description''' field. The '''Status''' should remain set to Design for now. You should change this to Booking after you have finished configuring the Parents Evening and are ready for parents to make bookings. 

Do not select the '''Relax During''' option for now either. See the '''Advanced Configuration''' section below for information regarding this setting. 

Enter the '''Date''' for the Parents Evening. By default, Insight will use this date to determine which classes the pupils are in. 

In some cases you may want to use a different date to determine which classes the students are in. For example, if the parents evening takes place soon after the students have rotated technology classes, then you may wish to use a date earlier than the Parents Evening so that parents make bookings with the students' previous teacher. If this is the case, enter the date you wish to use in the '''Academic Date''' field and Insight will use this to determine which classes the students are in. Otherwise, leave the '''Academic Date''' field empty. 

Enter the '''Start Time''' and '''End Time''' for the Parents Evening. The '''Slot Length''' is the number of minutes that each appointment will last. '''Curtailment''' forces appointments to end 1 or 2 minutes earlier. If you want to force parents to have a break immediately before and after each appointment, see the '''Advanced Configuration''' section below. 

The '''Limit Number Of User Bookings To''' will prevent a parent making more than this number of bookings, even if their child has more classes than this. Leave the '''Sort Bookings List By Relationship''' option unticked. '''Insist Priority 1s Make Bookings''' means that only Priority 1 contacts will be able to make bookings for the Parents Evening. 

The '''Allow Parental Agenda Setting''' will allow parents to type a note when they are making a booking. Staff members will be able to see these notes on their list of bookings prior to the Parents Evening. 

'''Event notes''' will appear in a window for parents when they access the parents evening. You can set different notes for each Parents Evening using this feature. 

Upload a '''Guidance Document''' if required. Many schools will upload a Floor Plan for parents to download. This can be done at a later point. 

'''Students Tab''' 

Select the year group(s) of students who will be attending the Parents Evening. 

'''Staff Tab''' 

Select '''Academic Supervisors''' if you want parents to be able to make bookings with class teachers. When this option is enabled you can also use the '''Restrict To Main Class Teachers''' option, which means that parents can only make bookings with the "Main Class Teacher" for each class. (Note the Main Class Teacher is defined in SIMS and is not necessarily the teacher who takes the class most often). 

Use the '''Include Tutors''' option to allow parents to make bookings with the students' form tutors. Similarly, use the '''Include House Supervisors''' to allow parents to make bookings with the Heads of House. 

The '''Include SIMS User Defined Groups''' option will display a list of User Defined Groups from SIMS. Select any groups to include in the Parents Evening. The parents of the students in that group will be able to make bookings with the supervisor of the group, just like an academic class. 

On the right side of the page Insight will display a list of the staff who will be available during the evening. If you do not see a list of staff, check that the '''[[Insight SIMS User]]''' has the correct academic year set in SIMS. 

'''Exclusions Tab''' 

This tab is used to exclude registration groups from the Parents Evening. This is typically used by large schools that have two separate evenings for each year group. Click '''Select Some Options''' to see a dropdown and select the registration group(s) to exclude. 

==Excluding Classes / Subjects / Teachers==
 
'''Excluding Subjects''' 

Entire subjects can be excluded from Parents Evenings if desired. To do this, go to: 
'''Manage > Preferences > Parents Evening''' 

There is a setting here called '''Do not use these subjects in parents evenings'''. Type the name(s) of the subjects that you want to exclude from your Parents Evening. If there are multiple subjects, separate them with a plus symbol. 

Once you have done the above, go to: 
'''Manage > Parents Evenings''' 

Select your Parents Evening and click '''Edit'''. Then click '''Save''' at the top right. This is required after you have made any changes to the list of excluded subjects on the '''Preferences''' page. 

'''Excluding Individual Classes''' 

This is done on the Manage Parents Evening page ('''Manage > Parents Evening'''). To exclude individual classes, the Parents Evening cannot be in Design mode. If the '''Status''' of the Parents Evening is Design, select the Parents Evening and click '''Edit'''. Change the '''Status''' to '''Closed To Parents''' then click '''Save'''. This means parents will be able to see the Parents Evening, but not make any bookings. 

You will now be back on the Manage Parents Evening page. Select the Parents Evening and click the dropdown next to the '''Edit''' button. 

[[Image:parents_evening_edit_dropdown.jpg]] 

Click '''Schedule''' and you will be taken to a new page. There is a dropdown at the top-left of the page that currently reads "All Students". Click on this and select the class you want to exclude. A button will appear next to the name of the class. If the button shows a '''Thumbs Up''' then the class is available for the Parents Evening, if the button shows a '''Thumbs Down''' then the class is excluded. Click the button to toggle between available and excluded. Click '''Close''' at the top-right when you are done. 

An individual staff member can exclude themselves from a class without excluding the class for other teachers. To do this, they must log in to Insight and follow the steps above, while they have the following Role Options enabled: 
''Manage > Parents Evenings'' (On) 
''Manage > Parents Evenings > Allow unavailable and break booking'' (On) 
''Manage > Parents Evenings > Allow access to multiple staff'' (Off) 

'''Excluding Teachers''' 

Teachers can be removed via the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Edit'''. Go to the '''Staff Tab''' and click on a staff member's name to exclude them. Click '''Save''' at the top-right when done. 

If a staff member already has bookings hen you exclude them, then the bookings will be cancelled. An email will be sent to parents explaining that their booking has been cancelled and you will have the option to type additional information to appear in this email. 

{{Note|Insight needs to be configured in order to send emails. See the '''[[communication setup]]''' page for further information.}} 

==Advanced Configuration==

===Allow Video Appointments===

Insight can be configured so that parents evening appointments take place in a video conference, rather than face-to-face. To enable this, turn on the following preference: 
''Preferences > Parents Evening > Allow video meetings'' 

The Insight IIS server also needs to have websockets configured and enabled. The following link gives further information about this: 
[https://docs.microsoft.com/en-us/iis/configuration/system.webserver/websocket Microsoft Websocket Docs]
 

You may also need to configure your firewall to allow the video appointments to work for users on the school network. You must allow connections on all outbound ports via UDP and TCP to 3.9.22.206 

===Automatically Cut Off Video Appointments===

Video appointments can automatically cut off at the end of the appointment time. The alternative is that appointments are allowed to overrun. The setting to automatically cut off appointments is: 
''Preferences > Parents Evening > Automatically terminate video meetings'' 

===Allow Staff to Record Video Appointments===

Insight supports recording video appointments. This feature is only available for staff; parents cannot record appointments. When this feature is enabled, parents will see a warning that meetings may be recorded, and will be notified when staff choose to begin recording. 

This feature is controlled using: 
''Preferences > Parents Evening > Allow recording'' 

===Force a Break Between Parents' Appointments===

You can force parents to have a break before and after each of their appointments. The following preference is used to enable breaks between appointments: 
''Preferences > Parents Evening > Force a break between parents appointments'' 

You can lift this requirement for parents who are making bookings with the same member of staff. Parents may be allowed to make bookings with the same member of staff if they have more than one child at the parents evening, or if a staff member teaches multiple subjects. There are preferences to lift the requirement for breaks between bookings in these situations: 
''Preferences > Parents Evening > Relax breaks for siblings'' 
''Preferences > Parents Evening > Relax limit for staff with multiple subjects'' 

By default each break will last the same amount of time as the appointments do. However the breaks can be double the length of time of the appointments if required, depending on the following preference: 
''Preferences > Parents Evening > Breaks between parents appointments are two slots wide'' 

===Assign Breaks for Staff===

[[Image:parents_evening_stagger.jpg|thumb|Staggered breaks for a Parents Evening]]

The following role options are required to add breaks to a parents evening: 
''Manage > Parents Evening > Allow unavailable and break booking'' (On) 

Go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening then click the dropdown next to the '''Edit''' button. Click '''Schedule''' and you will be taken to a new page. 

To add an individual break for a staff member, first click on '''Break''' (from the list of students on the left) then click on the slot where you would like to add a break. 

Breaks can also be added in bulk. These breaks can be staggered so that 5 staff have a break during one slot, another 5 staff have a break during the next slot and so on. Alternatively breaks can be added for a single timeslot during the event. 

To add staggered breaks, first click on '''Break''' (from the list of students on the left) then click on a column header. Select '''Stagger''' in the next window. Choose the slots for which you would like the breaks to begin and end (e.g. breaks begin during the 5th appointment and finish by the 10th). 

To add breaks for all staff for a single timeslot, click '''Break''' (from the list of students on the left) then click on a column header and select '''Yes''' when prompted. You can remove these breaks by clicking the column header again. 

===Allow Parents to Make Bookings Only During Certain Dates (the Relax During setting)===

You can configure Parents Evenings so that users can only make bookings during a specified date range. This is often used by schools to make bookings on behalf of 'high priority' students/parents, before any other users have reserved any of the appointments. 

Go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Click on the Parents Evening and click '''Edit'''. Set the '''Status''' of the Parents Evening to '''Closed to parents'''. Enable the '''Relax during''' option, then enter the date range between which you would like users to be able to make bookings. Click '''Save''' when done. 

===Changing the Icons Used for Subjects on the Booking Page===

When users are making bookings, they will see an icon for the subject of each class. These can be changed if desired. To do this, log on to the IIS server that hosts in Insight and go to the Insight installation folder (typically C:\inetpub\wwwroot\INSIGHT). 

Open the '''_Personalisation''' folder and look for a file called '''builtInIcons.txt'''. Open this text file to see a list of the names that Insight uses for icons e.g. the name of the icon shown for Maths is "calculator". To replace the default icon used by Insight, copy a 32x32 png file into the '''_Personalisation''' folder using the name of the icon you want to replace e.g. calculator.png 

=Staff / Teacher Usage=

Staff require the following '''[[role options]]''': 
''Manage > Parents Evening'' (On) 

The following settings are also recommended for staff: 
''Manage > Parents Evenings > Allow access to multiple staff'' (Off) 
''Manage > Parents Evenings > Allow access to event management'' (Off) 
''Manage > Parents Evenings > Allow over booking'' (Off) 

{{Note|The Allow over booking option gives staff the ability to double-book students for appointments}}

==Making Bookings for Students==

[[Image:parents_evening_staff_schedule.jpg|thumb|Making a booking for a student]]

To make bookings for students, go to: 
'''Manage > Parents Evenings''' 

Select the Parents Evening and click '''Schedule'''. You will be taken to a new page. On the left side of the page you will see a list of all of the students. Select the student you would like to make a booking with, then click next to the time that you want the appointment. 

You can click in the '''Notes''' column to add notes to any appointment. When doing so, you have the option to '''Share With Parents'''. If you do not select this option, the notes will be visible only to you and admin staff. 

[[Image:parents_evening_admin_schedule.jpg|thumb|The Schedule screen when the ''Allow access to multiple staff'' Role Option has been given to staff]]

If staff have been given the following '''[[Roles|Role Option]]''' they will see a slightly different view: 
''Manage > Parents Evenings > Allow access to multiple staff'' (On) 

In this case, after selecting a Parents Evening and clicking '''Schedule''' staff will be taken to a new page, but the view will be different.

You will see a list of students on the left side of the page. Click on the student's name, for whom you want to make a booking. The grid on the right of the page will then highlight the teachers of that student. Find the teacher that you want to make the booking with and click in the column for the desired time. 

Columns will be coloured grey if the student already has a booking in that timeslot. 

Alternatively, click the '''grey circular button''' towards the bottom right of the page (after selecting a student). This will open a window showing all of the timeslots available for a student, with a dropdown next to each timeslot. Use the dropdowns to select a staff member with whom the student will have an appointment. This window will not tell you which staff members teach the student. 

==Download a List of Appointments==

This is done via the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening then click the '''Share''' button at the top-right then select '''Report'''. Decide whether you want to see student photos or not, then the report will open. If the report does not open, you need to disable your pop-up blocker. 

To download the bookings as an iCal file (to import into a calendar, such as Google) click '''Share''' then '''Calendar'''. 

You can also have Insight email the bookings to you. To do this, follow the same steps as above, but click '''Email''' rather than '''Report'''. 

==Video Appointments==

In order to conduct appointments via online video, staff must have the following '''[[role options]]''' turned off: 
''Manage > Parents Evening > Allow access to multiple staff'' (Off) 

Video appointments cannot be started until the date of the parents evening. The status of the Parents Evening must be set to '''Closed to Parents'''. 

First go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Schedule'''. There will be a video icon next to each appointment. Parents will have a corresponding icon when they view their bookings. When both the parent and the staff member have clicked their video icon, a '''Connect''' button will appear which will start the video meeting in a new tab. 

If recording has been enabled (see the Configuration section above) then staff will see a Record button. Clicking this will begin a recording of the appointment. When the staff member clicks the Record button a second time, the recording will stop and a file will be downloaded to the staff member's device containing the recorded content. 

==Mark Attendance==

You can use Insight to record whether each of your appointments was attended. This obviously can not be done for Parents Evenings that have not happened yet. 

First go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Schedule'''. The furthest right column is used to record whether each appointment was attended. Click the button to toggle between Not Attended (the cross) and Attended (the tick). 

It is possible to enter the attendance for a Parents Evening until 3 days after the date of the parents evening. At that time, no further attendance marks can be recorded. 

=Parental Usage=

To book Parents Evenings appointments, users require the following [[role options]]: 
''General > Parents Evenings'' (On) 
''General > Parents Evenings > Allow Non-Teachers'' (Off) 
''General > Parents Evenings > Allow User Bookings'' (On) 

==Making Bookings==

[[Image:parents_evening_booking_page.png|thumb|The Parents Evening booking page]]

Users access the Parents Evening page via: 
'''General > Parents Evening''' 

Users will see a list of available staff on the right of the page and a list of their own bookings on the left. A list of available appointments will appear next to each staff member's name. Users click on an appointment to reserve it. A green tick will appear next to each staff member that the user has an appointment with. 

If a booking has been made by a staff member on behalf of the user, a '''Confirm This booking?''' option will appear beneath the appointment. 

If the ''Allow Parental Agenda Setting'' option was enabled (see the Configuration section above) then users will see an '''Agenda''' button. Clicking this allows the user to type a comment which will be visible to the staff member. 

==Video Appointments==

Video appointments are only available if the status of the Parents Evening is set to '''Closed to Parents'''. Video appointments can be started until the date of the parents evening. 

First go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Schedule'''. There will be a video icon next to each appointment. Parents will have a corresponding icon when they view their bookings. When both the parent and the staff member have clicked their video icon, a '''Connect''' button will appear which will start the video meeting in a new tab. 

==Downloading Documents==

Users can download a list of their appointments by clicking the '''Download''' button at the top right of the page and selecting '''Bookings'''. 

If a supporting document was attached to the Parents Evening (see Configuration section, above) then users can download the document by clicking '''Download''' then '''Guidance'''. 

=Additional Features=

==Sending Appointment Lists via Email==

To email appointment lists, go to: 
'''Manage > Parents Evenings''' 

Select the Parents Evening and click the '''Share''' button, then '''Email'''. A window will appear in which you can select the recipients. Once you have selected the recipients, click '''OK''' to send the emails. Each recipient will receive a PDF document showing their appointments. 

{{Note|Insight needs to be configured in order to send emails. See the '''[[communication setup]]''' page for further information.}} 

==Reporting on Attendance==

[[Image:parents_evening_attendance.jpg|thumb|An attendance report for a Parents Evening]]

To view the Attendance of a Parents Evening, go to: 
'''Manage > Parents Evenings''' 

Select the Parents Evening and click the '''Share''' button, then '''Attendance'''. This will open a report giving figures regarding the attendance to the selected Parents Evening. 

The report has two sections, one for bookings by parents and the other for bookings by students. Bookings made by staff members are recorded against the student, therefore these bookings will not appear in the Parents Section.

Manage user-defined pages

2020-12-22T12:28:22Z

LiamBell: Redirected page to User-defined pages

#REDIRECT [[User-defined pages]]

User-defined pages

2020-12-22T12:27:53Z

LiamBell:

You can create user defined pages in Insight which appear to users as new menu items. Each user-defined page needs to be configured then enabled via [[role options]] before it will be visible to users. 

Multiple user-defined pages can be created, with different titles and icons if desired. User-defined pages can show documents such as newsletters, web pages or RSS feeds. 

=Configuration=

The following role options are required to configure User Defined Pages: 
''Manage > User-defined pages (On)'' 

==Creating a User Defined Page==

Go to '''Manage > User Defined Pages''' 

Click the '''Add''' button to create a new user defined page.

User-defined pages will always need to be given a description, which is the name of the menu item that users will see. You then have four types of user defined page to choose from: 

===RSS Reader Page===

These pages will show information from another website. That website must provide an RSS feed in order for this to work. This is the least commonly used type of user defined page 

An RSS page requires a location, which is the URL used to access the RSS Feed from the target website e.g. 
http://feeds.bbci.co.uk/news/rss.xml?edition=uk

 
The RSS Feed may also allow/require you to provide a username, password or post field(s). These can all be added to Insight as required. 

===Document Page===

This type of pages is used to display static documents, which are typically saved as PDF files. This type of page can display a single document, or a folder of documents (including sub folders) from the Insight server. This is a good way to share newsletters, revision materials, etc. 

The most simple method to display a single document is to upload the document using the '''Browse''' button. 

To display all of the documents from a folder on the server, first create the folder on the server in the Insight _Personalisation folder (typically found via C:\inetpub\wwwroot\Insight\_Personalisation). Then enter the directory path to that folder as the location e.g. 
C:\inetpub\wwwroot\Insight\_Personalisation\newsletters
 

===Linked Document Page===

This type of page will show linked documents from SIMS. Note that the '''[[subjects]]''' page in Insight is designed specifically to show students' reports, so use that page instead for end of term reports, progress reports, etc. 

Enter a word or phrase into the Summary field. All linked documents from SIMS that contain the word or phrase in their title will be displayed to the parent (parents can only see documents linked to their child). 

You can enter an earliest and/or latest date to refine the documents that will be displayed to parents. 

===Web Page===

This type of page allows you to display a web page inside Insight. This could be an external website from the internet or a local web page you have created (e.g. a html or aspx file). 

If you have a local file, the simplest method is to upload it using the '''Browse''' button. 

If you are linking to an external page then you should enter the URL of that page into the Location field. Note that not all internet pages will allow themselves to be hosted inside another website in this manner. Therefore if you want to use this feature with an external website, you should test it from a parent's point of view after configuration to check that it works. 

==Custom icons for the menu item==

Each user defined page type has a default icon but you can set a custom icon instead if desired. To do this you will need to place a .PNG image in the _Personalisation folder for Insight (typically found on C:\inetpub\wwwroot\INSIGHT\_Personalisation on the server hosting Insight). Then enter the name of the .PNG image (without the file extension) into the Icon name field for your user-defined page. 

==Enabling the page for users==

Once a user-defined page has been created, it will appear in the list of [[role options]]. The user-defined page can then be turned on or off for each of the user roles. Users will then see the user-defined page as new menu item in Insight. 

[[Category:Management]]
[[Category:Features]]

User-defined pages

2020-12-22T12:26:21Z

LiamBell:

You can create user defined pages in Insight which appear to users as new menu items. Each user-defined page needs to be configured then enabled via [[role options]] before it will be visible to users. 

Multiple user-defined pages can be created, with different titles and icons if desired. User-defined pages can show documents such as newsletters, web pages or RSS feeds. 

=Configuration=

The following role options are required to configure User Defined Pages: 
''Manage > User-defined pages (On)'' 

==Creating a User Defined Page==

Go to '''Manage > User Defined Pages''' 

Click the '''Add''' button to create a new user defined page.

User-defined pages will always need to be given a description, which is the name of the menu item that users will see. You then have four types of user defined page to choose from: 

===RSS Reader Page===

These pages will show information from another website. That website must provide an RSS feed in order for this to work. This is the least commonly used type of user defined page 

An RSS page requires a location, which is the URL used to access the RSS Feed from the target website e.g. 
http://feeds.bbci.co.uk/news/rss.xml?edition=uk 

The RSS Feed may also allow/require you to provide a username, password or post field(s). These can all be added to Insight as required. 

===Document Page===

This type of pages is used to display static documents, which are typically saved as PDF files. This type of page can display a single document, or a folder of documents (including sub folders) from the Insight server. This is a good way to share newsletters, revision materials, etc. 

The most simple method to display a single document is to upload the document using the '''Browse''' button. 

To display all of the documents from a folder on the server, first create the folder on the server in the Insight _Personalisation folder (typically found via C:\inetpub\wwwroot\Insight\_Personalisation). Then enter the directory path to that folder as the location e.g. 
C:\inetpub\wwwroot\Insight\_Personalisation\newsletters 

===Linked Document Page===

This type of page will show linked documents from SIMS. Note that the '''[[Reports]]''' page in Insight is designed specifically to show students' reports, so use that page instead for end of term reports, progress reports, etc. 

Enter a word or phrase into the Summary field. All linked documents from SIMS that contain the word or phrase in their title will be displayed to the parent (parents can only see documents linked to their child). 

You can enter an earliest and/or latest date to refine the documents that will be displayed to parents. 

===Web Page===

This type of page allows you to display a web page inside Insight. This could be an external website from the internet or a local web page you have created (e.g. a html or aspx file). 

If you have a local file, the simplest method is to upload it using the '''Browse''' button. 

If you are linking to an external page then you should enter the URL of that page into the Location field. Note that not all internet pages will allow themselves to be hosted inside another website in this manner. Therefore if you want to use this feature with an external website, you should test it from a parent's point of view after configuration to check that it works. 

==Custom icons for the menu item==

Each user defined page type has a default icon but you can set a custom icon instead if desired. To do this you will need to place a .PNG image in the _Personalisation folder for Insight (typically found on C:\inetpub\wwwroot\INSIGHT\_Personalisation on the server hosting Insight). Then enter the name of the .PNG image (without the file extension) into the Icon name field for your user-defined page. 

==Enabling the page for users==

Once a user-defined page has been created, it will appear in the list of [[role options]]. The user-defined page can then be turned on or off for each of the user roles. Users will then see the user-defined page as new menu item in Insight. 

[[Category:Management]]
[[Category:Features]]

Parents evenings

2020-12-08T17:05:01Z

LiamBell: /* Creating a Parents Evening */

Parents Evening is an additional module in Insight. It allows users to make bookings with staff for parents evening on a first-come first-serve basis. The parents evening additional module is a bundle, which also includes '''[[events]]''' and '''[[student events]]'''. 

As Parents Evening is an additional module of Insight, a separate charge applies. Please contact [mailto:sales@tascsoftware.co.uk sales@tascsoftware.co.uk] for further information. 

=Configuration=

The following '''[[role options]]''' are required to configure a parents evening: 
''Manage > Parents Evening'' (On) 
''Manage > Parents Evening > Allow access to event management'' (On) 

==Creating a Parents Evening==

To create a new parents evening go to: 
'''Manage > Parents Evening''' 

Click the '''Add''' button at the top of the page. A new page will open with four tabs. 

'''Details Tab''' 
[[Image:parents_evening_details_tab.png|thumb|The Details Tab. Click to expand]]

Enter the name of the Parents Evening in the '''Description''' field. The '''Status''' should remain set to Design for now. You should change this to Booking after you have finished configuring the Parents Evening and are ready for parents to make bookings. 

Do not select the '''Relax During''' option for now either. See the '''Advanced Configuration''' section below for information regarding this setting. 

Enter the '''Date''' for the Parents Evening. By default, Insight will use this date to determine which classes the pupils are in. 

In some cases you may want to use a different date to determine which classes the students are in. For example, if the parents evening takes place soon after the students have rotated technology classes, then you may wish to use a date earlier than the Parents Evening so that parents make bookings with the students' previous teacher. If this is the case, enter the date you wish to use in the '''Academic Date''' field and Insight will use this to determine which classes the students are in. Otherwise, leave the '''Academic Date''' field empty. 

Enter the '''Start Time''' and '''End Time''' for the Parents Evening. The '''Slot Length''' is the number of minutes that each appointment will last. '''Curtailment''' forces appointments to end 1 or 2 minutes earlier. If you want to force parents to have a break immediately before and after each appointment, see the '''Advanced Configuration''' section below. 

The '''Limit Number Of User Bookings To''' will prevent a parent making more than this number of bookings, even if their child has more classes than this. Leave the '''Sort Bookings List By Relationship''' option unticked. '''Insist Priority 1s Make Bookings''' means that only Priority 1 contacts will be able to make bookings for the Parents Evening. 

The '''Allow Parental Agenda Setting''' will allow parents to type a note when they are making a booking. Staff members will be able to see these notes on their list of bookings prior to the Parents Evening. 

'''Event notes''' will appear in a window for parents when they access the parents evening. You can set different notes for each Parents Evening using this feature. 

Upload a '''Guidance Document''' if required. Many schools will upload a Floor Plan for parents to download. This can be done at a later point. 

'''Students Tab''' 

Select the year group(s) of students who will be attending the Parents Evening. 

'''Staff Tab''' 

Select '''Academic Supervisors''' if you want parents to be able to make bookings with class teachers. When this option is enabled you can also use the '''Restrict To Main Class Teachers''' option, which means that parents can only make bookings with the "Main Class Teacher" for each class. (Note the Main Class Teacher is defined in SIMS and is not necessarily the teacher who takes the class most often). 

Use the '''Include Tutors''' option to allow parents to make bookings with the students' form tutors. Similarly, use the '''Include House Supervisors''' to allow parents to make bookings with the Heads of House. 

The '''Include SIMS User Defined Groups''' option will display a list of User Defined Groups from SIMS. Select any groups to include in the Parents Evening. The parents of the students in that group will be able to make bookings with the supervisor of the group, just like an academic class. 

On the right side of the page Insight will display a list of the staff who will be available during the evening. If you do not see a list of staff, check that the '''[[Insight SIMS User]]''' has the correct academic year set in SIMS. 

'''Exclusions Tab''' 

This tab is used to exclude registration groups from the Parents Evening. This is typically used by large schools that have two separate evenings for each year group. Click '''Select Some Options''' to see a dropdown and select the registration group(s) to exclude. 

==Excluding Classes / Subjects / Teachers==
 
'''Excluding Subjects''' 

Entire subjects can be excluded from Parents Evenings if desired. To do this, go to: 
'''Manage > Preferences > Parents Evening''' 

There is a setting here called '''Do not use these subjects in parents evenings'''. Type the name(s) of the subjects that you want to exclude from your Parents Evening. If there are multiple subjects, separate them with a plus symbol. 

Once you have done the above, go to: 
'''Manage > Parents Evenings''' 

Select your Parents Evening and click '''Edit'''. Then click '''Save''' at the top right. This is required after you have made any changes to the list of excluded subjects on the '''Preferences''' page. 

'''Excluding Individual Classes''' 

This is done on the Manage Parents Evening page ('''Manage > Parents Evening'''). To exclude individual classes, the Parents Evening cannot be in Design mode. If the '''Status''' of the Parents Evening is Design, select the Parents Evening and click '''Edit'''. Change the '''Status''' to '''Closed To Parents''' then click '''Save'''. This means parents will be able to see the Parents Evening, but not make any bookings. 

You will now be back on the Manage Parents Evening page. Select the Parents Evening and click the dropdown next to the '''Edit''' button. 

[[Image:parents_evening_edit_dropdown.jpg]] 

Click '''Schedule''' and you will be taken to a new page. There is a dropdown at the top-left of the page that currently reads "All Students". Click on this and select the class you want to exclude. A button will appear next to the name of the class. If the button shows a '''Thumbs Up''' then the class is available for the Parents Evening, if the button shows a '''Thumbs Down''' then the class is excluded. Click the button to toggle between available and excluded. Click '''Close''' at the top-right when you are done. 

An individual staff member can exclude themselves from a class without excluding the class for other teachers. To do this, they must log in to Insight and follow the steps above, while they have the following Role Options enabled: 
''Manage > Parents Evenings'' (On) 
''Manage > Parents Evenings > Allow unavailable and break booking'' (On) 
''Manage > Parents Evenings > Allow access to multiple staff'' (Off) 

'''Excluding Teachers''' 

Teachers can be removed via the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Edit'''. Go to the '''Staff Tab''' and click on a staff member's name to exclude them. Click '''Save''' at the top-right when done. 

If a staff member already has bookings hen you exclude them, then the bookings will be cancelled. An email will be sent to parents explaining that their booking has been cancelled and you will have the option to type additional information to appear in this email. 

{{Note|Insight needs to be configured in order to send emails. See the '''[[communication setup]]''' page for further information.}} 

==Advanced Configuration==

===Allow Video Appointments===

Insight can be configured so that parents evening appointments take place in a video conference, rather than face-to-face. To enable this, turn on the following preference: 
''Preferences > Parents Evening > Allow video meetings'' 

The Insight IIS server also needs to have websockets configured and enabled. The following link gives further information about this: 
[https://docs.microsoft.com/en-us/iis/configuration/system.webserver/websocket Microsoft Websocket Docs]
 

===Automatically Cut Off Video Appointments===

Video appointments can automatically cut off at the end of the appointment time. The alternative is that appointments are allowed to overrun. The setting to automatically cut off appointments is: 
''Preferences > Parents Evening > Automatically terminate video meetings'' 

===Allow Staff to Record Video Appointments===

Insight supports recording video appointments. This feature is only available for staff; parents cannot record appointments. When this feature is enabled, parents will see a warning that meetings may be recorded, and will be notified when staff choose to begin recording. 

This feature is controlled using: 
''Preferences > Parents Evening > Allow recording'' 

===Force a Break Between Parents' Appointments===

You can force parents to have a break before and after each of their appointments. The following preference is used to enable breaks between appointments: 
''Preferences > Parents Evening > Force a break between parents appointments'' 

You can lift this requirement for parents who are making bookings with the same member of staff. Parents may be allowed to make bookings with the same member of staff if they have more than one child at the parents evening, or if a staff member teaches multiple subjects. There are preferences to lift the requirement for breaks between bookings in these situations: 
''Preferences > Parents Evening > Relax breaks for siblings'' 
''Preferences > Parents Evening > Relax limit for staff with multiple subjects'' 

By default each break will last the same amount of time as the appointments do. However the breaks can be double the length of time of the appointments if required, depending on the following preference: 
''Preferences > Parents Evening > Breaks between parents appointments are two slots wide'' 

===Assign Breaks for Staff===

[[Image:parents_evening_stagger.jpg|thumb|Staggered breaks for a Parents Evening]]

The following role options are required to add breaks to a parents evening: 
''Manage > Parents Evening > Allow unavailable and break booking'' (On) 

Go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening then click the dropdown next to the '''Edit''' button. Click '''Schedule''' and you will be taken to a new page. 

To add an individual break for a staff member, first click on '''Break''' (from the list of students on the left) then click on the slot where you would like to add a break. 

Breaks can also be added in bulk. These breaks can be staggered so that 5 staff have a break during one slot, another 5 staff have a break during the next slot and so on. Alternatively breaks can be added for a single timeslot during the event. 

To add staggered breaks, first click on '''Break''' (from the list of students on the left) then click on a column header. Select '''Stagger''' in the next window. Choose the slots for which you would like the breaks to begin and end (e.g. breaks begin during the 5th appointment and finish by the 10th). 

To add breaks for all staff for a single timeslot, click '''Break''' (from the list of students on the left) then click on a column header and select '''Yes''' when prompted. You can remove these breaks by clicking the column header again. 

===Allow Parents to Make Bookings Only During Certain Dates (the Relax During setting)===

You can configure Parents Evenings so that users can only make bookings during a specified date range. This is often used by schools to make bookings on behalf of 'high priority' students/parents, before any other users have reserved any of the appointments. 

Go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Click on the Parents Evening and click '''Edit'''. Set the '''Status''' of the Parents Evening to '''Closed to parents'''. Enable the '''Relax during''' option, then enter the date range between which you would like users to be able to make bookings. Click '''Save''' when done. 

===Changing the Icons Used for Subjects on the Booking Page===

When users are making bookings, they will see an icon for the subject of each class. These can be changed if desired. To do this, log on to the IIS server that hosts in Insight and go to the Insight installation folder (typically C:\inetpub\wwwroot\INSIGHT). 

Open the '''_Personalisation''' folder and look for a file called '''builtInIcons.txt'''. Open this text file to see a list of the names that Insight uses for icons e.g. the name of the icon shown for Maths is "calculator". To replace the default icon used by Insight, copy a 32x32 png file into the '''_Personalisation''' folder using the name of the icon you want to replace e.g. calculator.png 

=Staff / Teacher Usage=

Staff require the following '''[[role options]]''': 
''Manage > Parents Evening'' (On) 

The following settings are also recommended for staff: 
''Manage > Parents Evenings > Allow access to multiple staff'' (Off) 
''Manage > Parents Evenings > Allow access to event management'' (Off) 
''Manage > Parents Evenings > Allow over booking'' (Off) 

{{Note|The Allow over booking option gives staff the ability to double-book students for appointments}}

==Making Bookings for Students==

[[Image:parents_evening_staff_schedule.jpg|thumb|Making a booking for a student]]

To make bookings for students, go to: 
'''Manage > Parents Evenings''' 

Select the Parents Evening and click '''Schedule'''. You will be taken to a new page. On the left side of the page you will see a list of all of the students. Select the student you would like to make a booking with, then click next to the time that you want the appointment. 

You can click in the '''Notes''' column to add notes to any appointment. When doing so, you have the option to '''Share With Parents'''. If you do not select this option, the notes will be visible only to you and admin staff. 

[[Image:parents_evening_admin_schedule.jpg|thumb|The Schedule screen when the ''Allow access to multiple staff'' Role Option has been given to staff]]

If staff have been given the following '''[[Roles|Role Option]]''' they will see a slightly different view: 
''Manage > Parents Evenings > Allow access to multiple staff'' (On) 

In this case, after selecting a Parents Evening and clicking '''Schedule''' staff will be taken to a new page, but the view will be different.

You will see a list of students on the left side of the page. Click on the student's name, for whom you want to make a booking. The grid on the right of the page will then highlight the teachers of that student. Find the teacher that you want to make the booking with and click in the column for the desired time. 

Columns will be coloured grey if the student already has a booking in that timeslot. 

Alternatively, click the '''grey circular button''' towards the bottom right of the page (after selecting a student). This will open a window showing all of the timeslots available for a student, with a dropdown next to each timeslot. Use the dropdowns to select a staff member with whom the student will have an appointment. This window will not tell you which staff members teach the student. 

==Download a List of Appointments==

This is done via the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening then click the '''Share''' button at the top-right then select '''Report'''. Decide whether you want to see student photos or not, then the report will open. If the report does not open, you need to disable your pop-up blocker. 

To download the bookings as an iCal file (to import into a calendar, such as Google) click '''Share''' then '''Calendar'''. 

You can also have Insight email the bookings to you. To do this, follow the same steps as above, but click '''Email''' rather than '''Report'''. 

==Video Appointments==

In order to conduct appointments via online video, staff must have the following '''[[role options]]''' turned off: 
''Manage > Parents Evening > Allow access to multiple staff'' (Off) 

Video appointments cannot be started until the date of the parents evening. The status of the Parents Evening must be set to '''Closed to Parents'''. 

First go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Schedule'''. There will be a video icon next to each appointment. Parents will have a corresponding icon when they view their bookings. When both the parent and the staff member have clicked their video icon, a '''Connect''' button will appear which will start the video meeting in a new tab. 

If recording has been enabled (see the Configuration section above) then staff will see a Record button. Clicking this will begin a recording of the appointment. When the staff member clicks the Record button a second time, the recording will stop and a file will be downloaded to the staff member's device containing the recorded content. 

==Mark Attendance==

You can use Insight to record whether each of your appointments was attended. This obviously can not be done for Parents Evenings that have not happened yet. 

First go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Schedule'''. The furthest right column is used to record whether each appointment was attended. Click the button to toggle between Not Attended (the cross) and Attended (the tick). 

It is possible to enter the attendance for a Parents Evening until 3 days after the date of the parents evening. At that time, no further attendance marks can be recorded. 

=Parental Usage=

To book Parents Evenings appointments, users require the following [[role options]]: 
''General > Parents Evenings'' (On) 
''General > Parents Evenings > Allow Non-Teachers'' (Off) 
''General > Parents Evenings > Allow User Bookings'' (On) 

==Making Bookings==

[[Image:parents_evening_booking_page.png|thumb|The Parents Evening booking page]]

Users access the Parents Evening page via: 
'''General > Parents Evening''' 

Users will see a list of available staff on the right of the page and a list of their own bookings on the left. A list of available appointments will appear next to each staff member's name. Users click on an appointment to reserve it. A green tick will appear next to each staff member that the user has an appointment with. 

If a booking has been made by a staff member on behalf of the user, a '''Confirm This booking?''' option will appear beneath the appointment. 

If the ''Allow Parental Agenda Setting'' option was enabled (see the Configuration section above) then users will see an '''Agenda''' button. Clicking this allows the user to type a comment which will be visible to the staff member. 

==Video Appointments==

Video appointments are only available if the status of the Parents Evening is set to '''Closed to Parents'''. Video appointments can be started until the date of the parents evening. 

First go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Schedule'''. There will be a video icon next to each appointment. Parents will have a corresponding icon when they view their bookings. When both the parent and the staff member have clicked their video icon, a '''Connect''' button will appear which will start the video meeting in a new tab. 

==Downloading Documents==

Users can download a list of their appointments by clicking the '''Download''' button at the top right of the page and selecting '''Bookings'''. 

If a supporting document was attached to the Parents Evening (see Configuration section, above) then users can download the document by clicking '''Download''' then '''Guidance'''. 

=Additional Features=

==Sending Appointment Lists via Email==

To email appointment lists, go to: 
'''Manage > Parents Evenings''' 

Select the Parents Evening and click the '''Share''' button, then '''Email'''. A window will appear in which you can select the recipients. Once you have selected the recipients, click '''OK''' to send the emails. Each recipient will receive a PDF document showing their appointments. 

{{Note|Insight needs to be configured in order to send emails. See the '''[[communication setup]]''' page for further information.}} 

==Reporting on Attendance==

[[Image:parents_evening_attendance.jpg|thumb|An attendance report for a Parents Evening]]

To view the Attendance of a Parents Evening, go to: 
'''Manage > Parents Evenings''' 

Select the Parents Evening and click the '''Share''' button, then '''Attendance'''. This will open a report giving figures regarding the attendance to the selected Parents Evening. 

The report has two sections, one for bookings by parents and the other for bookings by students. Bookings made by staff members are recorded against the student, therefore these bookings will not appear in the Parents Section.

Parents evenings

2020-12-08T17:02:49Z

LiamBell: /* Video Appointments */

Parents Evening is an additional module in Insight. It allows users to make bookings with staff for parents evening on a first-come first-serve basis. The parents evening additional module is a bundle, which also includes '''[[events]]''' and '''[[student events]]'''. 

As Parents Evening is an additional module of Insight, a separate charge applies. Please contact [mailto:sales@tascsoftware.co.uk sales@tascsoftware.co.uk] for further information. 

=Configuration=

The following '''[[role options]]''' are required to configure a parents evening: 
''Manage > Parents Evening'' (On) 
''Manage > Parents Evening > Allow access to event management'' (On) 

==Creating a Parents Evening==

To create a new parents evening go to: 
'''Manage > Parents Evening''' 

Click the '''Add''' button at the top of the page. A new page will open with four tabs. 

'''Details Tab''' 
[[Image:parents_evening_details_tab.png|thumb|The Details Tab. Click to expand]]

Enter the name of the Parents Evening in the '''Description''' field. The '''Status''' should remain set to Design for now. You should change this to Booking after you have finished configuring the Parents Evening and are ready for parents to make bookings. 

Do not select the '''Relax During''' option for now either. See the '''Advanced Configuration''' section below for information regarding this setting. 

Enter the '''Date''' for the Parents Evening. By default, Insight will use this date to determine which classes the pupils are in. 

In some cases you may want to use a different date to determine which classes the students are in. For example, if the parents evening takes place soon after the students have rotated technology classes, then you may wish to use a date earlier than the Parents Evening so that parents make bookings with the students' previous teacher. If this is the case, enter the date you wish to use in the '''Academic Date''' field and Insight will use this to determine which classes the students are in. Otherwise, leave the '''Academic Date''' field empty. 

Enter the '''Start Time''' and '''End Time''' for the Parents Evening. The '''Slot Length''' is the number of minutes that each appointment will last. If you want to force parents to have a break immediately before and after each appointment, see the '''Advanced Configuration''' section below. 

The '''Limit Number Of User Bookings To''' will prevent a parent making more than this number of bookings, even if their child has more classes than this. Leave the '''Sort Bookings List By Relationship''' option unticked. '''Insist Priority 1s Make Bookings''' means that only Priority 1 contacts will be able to make bookings for the Parents Evening. 

The '''Allow Parental Agenda Setting''' will allow parents to type a note when they are making a booking. Staff members will be able to see these notes on their list of bookings prior to the Parents Evening. 

'''Event notes''' will appear in a window for parents when they access the parents evening. You can set different notes for each Parents Evening using this feature. 

Upload a '''Guidance Document''' if required. Many schools will upload a Floor Plan for parents to download. This can be done at a later point. 

'''Students Tab''' 

Select the year group(s) of students who will be attending the Parents Evening. 

'''Staff Tab''' 

Select '''Academic Supervisors''' if you want parents to be able to make bookings with class teachers. When this option is enabled you can also use the '''Restrict To Main Class Teachers''' option, which means that parents can only make bookings with the "Main Class Teacher" for each class. (Note the Main Class Teacher is defined in SIMS and is not necessarily the teacher who takes the class most often). 

Use the '''Include Tutors''' option to allow parents to make bookings with the students' form tutors. Similarly, use the '''Include House Supervisors''' to allow parents to make bookings with the Heads of House. 

The '''Include SIMS User Defined Groups''' option will display a list of User Defined Groups from SIMS. Select any groups to include in the Parents Evening. The parents of the students in that group will be able to make bookings with the supervisor of the group, just like an academic class. 

On the right side of the page Insight will display a list of the staff who will be available during the evening. If you do not see a list of staff, check that the '''[[Insight SIMS User]]''' has the correct academic year set in SIMS. 

'''Exclusions Tab''' 

This tab is used to exclude registration groups from the Parents Evening. This is typically used by large schools that have two separate evenings for each year group. Click '''Select Some Options''' to see a dropdown and select the registration group(s) to exclude. 

==Excluding Classes / Subjects / Teachers==
 
'''Excluding Subjects''' 

Entire subjects can be excluded from Parents Evenings if desired. To do this, go to: 
'''Manage > Preferences > Parents Evening''' 

There is a setting here called '''Do not use these subjects in parents evenings'''. Type the name(s) of the subjects that you want to exclude from your Parents Evening. If there are multiple subjects, separate them with a plus symbol. 

Once you have done the above, go to: 
'''Manage > Parents Evenings''' 

Select your Parents Evening and click '''Edit'''. Then click '''Save''' at the top right. This is required after you have made any changes to the list of excluded subjects on the '''Preferences''' page. 

'''Excluding Individual Classes''' 

This is done on the Manage Parents Evening page ('''Manage > Parents Evening'''). To exclude individual classes, the Parents Evening cannot be in Design mode. If the '''Status''' of the Parents Evening is Design, select the Parents Evening and click '''Edit'''. Change the '''Status''' to '''Closed To Parents''' then click '''Save'''. This means parents will be able to see the Parents Evening, but not make any bookings. 

You will now be back on the Manage Parents Evening page. Select the Parents Evening and click the dropdown next to the '''Edit''' button. 

[[Image:parents_evening_edit_dropdown.jpg]] 

Click '''Schedule''' and you will be taken to a new page. There is a dropdown at the top-left of the page that currently reads "All Students". Click on this and select the class you want to exclude. A button will appear next to the name of the class. If the button shows a '''Thumbs Up''' then the class is available for the Parents Evening, if the button shows a '''Thumbs Down''' then the class is excluded. Click the button to toggle between available and excluded. Click '''Close''' at the top-right when you are done. 

An individual staff member can exclude themselves from a class without excluding the class for other teachers. To do this, they must log in to Insight and follow the steps above, while they have the following Role Options enabled: 
''Manage > Parents Evenings'' (On) 
''Manage > Parents Evenings > Allow unavailable and break booking'' (On) 
''Manage > Parents Evenings > Allow access to multiple staff'' (Off) 

'''Excluding Teachers''' 

Teachers can be removed via the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Edit'''. Go to the '''Staff Tab''' and click on a staff member's name to exclude them. Click '''Save''' at the top-right when done. 

If a staff member already has bookings hen you exclude them, then the bookings will be cancelled. An email will be sent to parents explaining that their booking has been cancelled and you will have the option to type additional information to appear in this email. 

{{Note|Insight needs to be configured in order to send emails. See the '''[[communication setup]]''' page for further information.}} 

==Advanced Configuration==

===Allow Video Appointments===

Insight can be configured so that parents evening appointments take place in a video conference, rather than face-to-face. To enable this, turn on the following preference: 
''Preferences > Parents Evening > Allow video meetings'' 

The Insight IIS server also needs to have websockets configured and enabled. The following link gives further information about this: 
[https://docs.microsoft.com/en-us/iis/configuration/system.webserver/websocket Microsoft Websocket Docs]
 

===Automatically Cut Off Video Appointments===

Video appointments can automatically cut off at the end of the appointment time. The alternative is that appointments are allowed to overrun. The setting to automatically cut off appointments is: 
''Preferences > Parents Evening > Automatically terminate video meetings'' 

===Allow Staff to Record Video Appointments===

Insight supports recording video appointments. This feature is only available for staff; parents cannot record appointments. When this feature is enabled, parents will see a warning that meetings may be recorded, and will be notified when staff choose to begin recording. 

This feature is controlled using: 
''Preferences > Parents Evening > Allow recording'' 

===Force a Break Between Parents' Appointments===

You can force parents to have a break before and after each of their appointments. The following preference is used to enable breaks between appointments: 
''Preferences > Parents Evening > Force a break between parents appointments'' 

You can lift this requirement for parents who are making bookings with the same member of staff. Parents may be allowed to make bookings with the same member of staff if they have more than one child at the parents evening, or if a staff member teaches multiple subjects. There are preferences to lift the requirement for breaks between bookings in these situations: 
''Preferences > Parents Evening > Relax breaks for siblings'' 
''Preferences > Parents Evening > Relax limit for staff with multiple subjects'' 

By default each break will last the same amount of time as the appointments do. However the breaks can be double the length of time of the appointments if required, depending on the following preference: 
''Preferences > Parents Evening > Breaks between parents appointments are two slots wide'' 

===Assign Breaks for Staff===

[[Image:parents_evening_stagger.jpg|thumb|Staggered breaks for a Parents Evening]]

The following role options are required to add breaks to a parents evening: 
''Manage > Parents Evening > Allow unavailable and break booking'' (On) 

Go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening then click the dropdown next to the '''Edit''' button. Click '''Schedule''' and you will be taken to a new page. 

To add an individual break for a staff member, first click on '''Break''' (from the list of students on the left) then click on the slot where you would like to add a break. 

Breaks can also be added in bulk. These breaks can be staggered so that 5 staff have a break during one slot, another 5 staff have a break during the next slot and so on. Alternatively breaks can be added for a single timeslot during the event. 

To add staggered breaks, first click on '''Break''' (from the list of students on the left) then click on a column header. Select '''Stagger''' in the next window. Choose the slots for which you would like the breaks to begin and end (e.g. breaks begin during the 5th appointment and finish by the 10th). 

To add breaks for all staff for a single timeslot, click '''Break''' (from the list of students on the left) then click on a column header and select '''Yes''' when prompted. You can remove these breaks by clicking the column header again. 

===Allow Parents to Make Bookings Only During Certain Dates (the Relax During setting)===

You can configure Parents Evenings so that users can only make bookings during a specified date range. This is often used by schools to make bookings on behalf of 'high priority' students/parents, before any other users have reserved any of the appointments. 

Go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Click on the Parents Evening and click '''Edit'''. Set the '''Status''' of the Parents Evening to '''Closed to parents'''. Enable the '''Relax during''' option, then enter the date range between which you would like users to be able to make bookings. Click '''Save''' when done. 

===Changing the Icons Used for Subjects on the Booking Page===

When users are making bookings, they will see an icon for the subject of each class. These can be changed if desired. To do this, log on to the IIS server that hosts in Insight and go to the Insight installation folder (typically C:\inetpub\wwwroot\INSIGHT). 

Open the '''_Personalisation''' folder and look for a file called '''builtInIcons.txt'''. Open this text file to see a list of the names that Insight uses for icons e.g. the name of the icon shown for Maths is "calculator". To replace the default icon used by Insight, copy a 32x32 png file into the '''_Personalisation''' folder using the name of the icon you want to replace e.g. calculator.png 

=Staff / Teacher Usage=

Staff require the following '''[[role options]]''': 
''Manage > Parents Evening'' (On) 

The following settings are also recommended for staff: 
''Manage > Parents Evenings > Allow access to multiple staff'' (Off) 
''Manage > Parents Evenings > Allow access to event management'' (Off) 
''Manage > Parents Evenings > Allow over booking'' (Off) 

{{Note|The Allow over booking option gives staff the ability to double-book students for appointments}}

==Making Bookings for Students==

[[Image:parents_evening_staff_schedule.jpg|thumb|Making a booking for a student]]

To make bookings for students, go to: 
'''Manage > Parents Evenings''' 

Select the Parents Evening and click '''Schedule'''. You will be taken to a new page. On the left side of the page you will see a list of all of the students. Select the student you would like to make a booking with, then click next to the time that you want the appointment. 

You can click in the '''Notes''' column to add notes to any appointment. When doing so, you have the option to '''Share With Parents'''. If you do not select this option, the notes will be visible only to you and admin staff. 

[[Image:parents_evening_admin_schedule.jpg|thumb|The Schedule screen when the ''Allow access to multiple staff'' Role Option has been given to staff]]

If staff have been given the following '''[[Roles|Role Option]]''' they will see a slightly different view: 
''Manage > Parents Evenings > Allow access to multiple staff'' (On) 

In this case, after selecting a Parents Evening and clicking '''Schedule''' staff will be taken to a new page, but the view will be different.

You will see a list of students on the left side of the page. Click on the student's name, for whom you want to make a booking. The grid on the right of the page will then highlight the teachers of that student. Find the teacher that you want to make the booking with and click in the column for the desired time. 

Columns will be coloured grey if the student already has a booking in that timeslot. 

Alternatively, click the '''grey circular button''' towards the bottom right of the page (after selecting a student). This will open a window showing all of the timeslots available for a student, with a dropdown next to each timeslot. Use the dropdowns to select a staff member with whom the student will have an appointment. This window will not tell you which staff members teach the student. 

==Download a List of Appointments==

This is done via the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening then click the '''Share''' button at the top-right then select '''Report'''. Decide whether you want to see student photos or not, then the report will open. If the report does not open, you need to disable your pop-up blocker. 

To download the bookings as an iCal file (to import into a calendar, such as Google) click '''Share''' then '''Calendar'''. 

You can also have Insight email the bookings to you. To do this, follow the same steps as above, but click '''Email''' rather than '''Report'''. 

==Video Appointments==

In order to conduct appointments via online video, staff must have the following '''[[role options]]''' turned off: 
''Manage > Parents Evening > Allow access to multiple staff'' (Off) 

Video appointments cannot be started until the date of the parents evening. The status of the Parents Evening must be set to '''Closed to Parents'''. 

First go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Schedule'''. There will be a video icon next to each appointment. Parents will have a corresponding icon when they view their bookings. When both the parent and the staff member have clicked their video icon, a '''Connect''' button will appear which will start the video meeting in a new tab. 

If recording has been enabled (see the Configuration section above) then staff will see a Record button. Clicking this will begin a recording of the appointment. When the staff member clicks the Record button a second time, the recording will stop and a file will be downloaded to the staff member's device containing the recorded content. 

==Mark Attendance==

You can use Insight to record whether each of your appointments was attended. This obviously can not be done for Parents Evenings that have not happened yet. 

First go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Schedule'''. The furthest right column is used to record whether each appointment was attended. Click the button to toggle between Not Attended (the cross) and Attended (the tick). 

It is possible to enter the attendance for a Parents Evening until 3 days after the date of the parents evening. At that time, no further attendance marks can be recorded. 

=Parental Usage=

To book Parents Evenings appointments, users require the following [[role options]]: 
''General > Parents Evenings'' (On) 
''General > Parents Evenings > Allow Non-Teachers'' (Off) 
''General > Parents Evenings > Allow User Bookings'' (On) 

==Making Bookings==

[[Image:parents_evening_booking_page.png|thumb|The Parents Evening booking page]]

Users access the Parents Evening page via: 
'''General > Parents Evening''' 

Users will see a list of available staff on the right of the page and a list of their own bookings on the left. A list of available appointments will appear next to each staff member's name. Users click on an appointment to reserve it. A green tick will appear next to each staff member that the user has an appointment with. 

If a booking has been made by a staff member on behalf of the user, a '''Confirm This booking?''' option will appear beneath the appointment. 

If the ''Allow Parental Agenda Setting'' option was enabled (see the Configuration section above) then users will see an '''Agenda''' button. Clicking this allows the user to type a comment which will be visible to the staff member. 

==Video Appointments==

Video appointments are only available if the status of the Parents Evening is set to '''Closed to Parents'''. Video appointments can be started until the date of the parents evening. 

First go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Schedule'''. There will be a video icon next to each appointment. Parents will have a corresponding icon when they view their bookings. When both the parent and the staff member have clicked their video icon, a '''Connect''' button will appear which will start the video meeting in a new tab. 

==Downloading Documents==

Users can download a list of their appointments by clicking the '''Download''' button at the top right of the page and selecting '''Bookings'''. 

If a supporting document was attached to the Parents Evening (see Configuration section, above) then users can download the document by clicking '''Download''' then '''Guidance'''. 

=Additional Features=

==Sending Appointment Lists via Email==

To email appointment lists, go to: 
'''Manage > Parents Evenings''' 

Select the Parents Evening and click the '''Share''' button, then '''Email'''. A window will appear in which you can select the recipients. Once you have selected the recipients, click '''OK''' to send the emails. Each recipient will receive a PDF document showing their appointments. 

{{Note|Insight needs to be configured in order to send emails. See the '''[[communication setup]]''' page for further information.}} 

==Reporting on Attendance==

[[Image:parents_evening_attendance.jpg|thumb|An attendance report for a Parents Evening]]

To view the Attendance of a Parents Evening, go to: 
'''Manage > Parents Evenings''' 

Select the Parents Evening and click the '''Share''' button, then '''Attendance'''. This will open a report giving figures regarding the attendance to the selected Parents Evening. 

The report has two sections, one for bookings by parents and the other for bookings by students. Bookings made by staff members are recorded against the student, therefore these bookings will not appear in the Parents Section.

Parents evenings

2020-12-08T17:01:03Z

LiamBell: /* Advanced Configuration */

Parents Evening is an additional module in Insight. It allows users to make bookings with staff for parents evening on a first-come first-serve basis. The parents evening additional module is a bundle, which also includes '''[[events]]''' and '''[[student events]]'''. 

As Parents Evening is an additional module of Insight, a separate charge applies. Please contact [mailto:sales@tascsoftware.co.uk sales@tascsoftware.co.uk] for further information. 

=Configuration=

The following '''[[role options]]''' are required to configure a parents evening: 
''Manage > Parents Evening'' (On) 
''Manage > Parents Evening > Allow access to event management'' (On) 

==Creating a Parents Evening==

To create a new parents evening go to: 
'''Manage > Parents Evening''' 

Click the '''Add''' button at the top of the page. A new page will open with four tabs. 

'''Details Tab''' 
[[Image:parents_evening_details_tab.png|thumb|The Details Tab. Click to expand]]

Enter the name of the Parents Evening in the '''Description''' field. The '''Status''' should remain set to Design for now. You should change this to Booking after you have finished configuring the Parents Evening and are ready for parents to make bookings. 

Do not select the '''Relax During''' option for now either. See the '''Advanced Configuration''' section below for information regarding this setting. 

Enter the '''Date''' for the Parents Evening. By default, Insight will use this date to determine which classes the pupils are in. 

In some cases you may want to use a different date to determine which classes the students are in. For example, if the parents evening takes place soon after the students have rotated technology classes, then you may wish to use a date earlier than the Parents Evening so that parents make bookings with the students' previous teacher. If this is the case, enter the date you wish to use in the '''Academic Date''' field and Insight will use this to determine which classes the students are in. Otherwise, leave the '''Academic Date''' field empty. 

Enter the '''Start Time''' and '''End Time''' for the Parents Evening. The '''Slot Length''' is the number of minutes that each appointment will last. If you want to force parents to have a break immediately before and after each appointment, see the '''Advanced Configuration''' section below. 

The '''Limit Number Of User Bookings To''' will prevent a parent making more than this number of bookings, even if their child has more classes than this. Leave the '''Sort Bookings List By Relationship''' option unticked. '''Insist Priority 1s Make Bookings''' means that only Priority 1 contacts will be able to make bookings for the Parents Evening. 

The '''Allow Parental Agenda Setting''' will allow parents to type a note when they are making a booking. Staff members will be able to see these notes on their list of bookings prior to the Parents Evening. 

'''Event notes''' will appear in a window for parents when they access the parents evening. You can set different notes for each Parents Evening using this feature. 

Upload a '''Guidance Document''' if required. Many schools will upload a Floor Plan for parents to download. This can be done at a later point. 

'''Students Tab''' 

Select the year group(s) of students who will be attending the Parents Evening. 

'''Staff Tab''' 

Select '''Academic Supervisors''' if you want parents to be able to make bookings with class teachers. When this option is enabled you can also use the '''Restrict To Main Class Teachers''' option, which means that parents can only make bookings with the "Main Class Teacher" for each class. (Note the Main Class Teacher is defined in SIMS and is not necessarily the teacher who takes the class most often). 

Use the '''Include Tutors''' option to allow parents to make bookings with the students' form tutors. Similarly, use the '''Include House Supervisors''' to allow parents to make bookings with the Heads of House. 

The '''Include SIMS User Defined Groups''' option will display a list of User Defined Groups from SIMS. Select any groups to include in the Parents Evening. The parents of the students in that group will be able to make bookings with the supervisor of the group, just like an academic class. 

On the right side of the page Insight will display a list of the staff who will be available during the evening. If you do not see a list of staff, check that the '''[[Insight SIMS User]]''' has the correct academic year set in SIMS. 

'''Exclusions Tab''' 

This tab is used to exclude registration groups from the Parents Evening. This is typically used by large schools that have two separate evenings for each year group. Click '''Select Some Options''' to see a dropdown and select the registration group(s) to exclude. 

==Excluding Classes / Subjects / Teachers==
 
'''Excluding Subjects''' 

Entire subjects can be excluded from Parents Evenings if desired. To do this, go to: 
'''Manage > Preferences > Parents Evening''' 

There is a setting here called '''Do not use these subjects in parents evenings'''. Type the name(s) of the subjects that you want to exclude from your Parents Evening. If there are multiple subjects, separate them with a plus symbol. 

Once you have done the above, go to: 
'''Manage > Parents Evenings''' 

Select your Parents Evening and click '''Edit'''. Then click '''Save''' at the top right. This is required after you have made any changes to the list of excluded subjects on the '''Preferences''' page. 

'''Excluding Individual Classes''' 

This is done on the Manage Parents Evening page ('''Manage > Parents Evening'''). To exclude individual classes, the Parents Evening cannot be in Design mode. If the '''Status''' of the Parents Evening is Design, select the Parents Evening and click '''Edit'''. Change the '''Status''' to '''Closed To Parents''' then click '''Save'''. This means parents will be able to see the Parents Evening, but not make any bookings. 

You will now be back on the Manage Parents Evening page. Select the Parents Evening and click the dropdown next to the '''Edit''' button. 

[[Image:parents_evening_edit_dropdown.jpg]] 

Click '''Schedule''' and you will be taken to a new page. There is a dropdown at the top-left of the page that currently reads "All Students". Click on this and select the class you want to exclude. A button will appear next to the name of the class. If the button shows a '''Thumbs Up''' then the class is available for the Parents Evening, if the button shows a '''Thumbs Down''' then the class is excluded. Click the button to toggle between available and excluded. Click '''Close''' at the top-right when you are done. 

An individual staff member can exclude themselves from a class without excluding the class for other teachers. To do this, they must log in to Insight and follow the steps above, while they have the following Role Options enabled: 
''Manage > Parents Evenings'' (On) 
''Manage > Parents Evenings > Allow unavailable and break booking'' (On) 
''Manage > Parents Evenings > Allow access to multiple staff'' (Off) 

'''Excluding Teachers''' 

Teachers can be removed via the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Edit'''. Go to the '''Staff Tab''' and click on a staff member's name to exclude them. Click '''Save''' at the top-right when done. 

If a staff member already has bookings hen you exclude them, then the bookings will be cancelled. An email will be sent to parents explaining that their booking has been cancelled and you will have the option to type additional information to appear in this email. 

{{Note|Insight needs to be configured in order to send emails. See the '''[[communication setup]]''' page for further information.}} 

==Advanced Configuration==

===Allow Video Appointments===

Insight can be configured so that parents evening appointments take place in a video conference, rather than face-to-face. To enable this, turn on the following preference: 
''Preferences > Parents Evening > Allow video meetings'' 

The Insight IIS server also needs to have websockets configured and enabled. The following link gives further information about this: 
[https://docs.microsoft.com/en-us/iis/configuration/system.webserver/websocket Microsoft Websocket Docs]
 

===Automatically Cut Off Video Appointments===

Video appointments can automatically cut off at the end of the appointment time. The alternative is that appointments are allowed to overrun. The setting to automatically cut off appointments is: 
''Preferences > Parents Evening > Automatically terminate video meetings'' 

===Allow Staff to Record Video Appointments===

Insight supports recording video appointments. This feature is only available for staff; parents cannot record appointments. When this feature is enabled, parents will see a warning that meetings may be recorded, and will be notified when staff choose to begin recording. 

This feature is controlled using: 
''Preferences > Parents Evening > Allow recording'' 

===Force a Break Between Parents' Appointments===

You can force parents to have a break before and after each of their appointments. The following preference is used to enable breaks between appointments: 
''Preferences > Parents Evening > Force a break between parents appointments'' 

You can lift this requirement for parents who are making bookings with the same member of staff. Parents may be allowed to make bookings with the same member of staff if they have more than one child at the parents evening, or if a staff member teaches multiple subjects. There are preferences to lift the requirement for breaks between bookings in these situations: 
''Preferences > Parents Evening > Relax breaks for siblings'' 
''Preferences > Parents Evening > Relax limit for staff with multiple subjects'' 

By default each break will last the same amount of time as the appointments do. However the breaks can be double the length of time of the appointments if required, depending on the following preference: 
''Preferences > Parents Evening > Breaks between parents appointments are two slots wide'' 

===Assign Breaks for Staff===

[[Image:parents_evening_stagger.jpg|thumb|Staggered breaks for a Parents Evening]]

The following role options are required to add breaks to a parents evening: 
''Manage > Parents Evening > Allow unavailable and break booking'' (On) 

Go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening then click the dropdown next to the '''Edit''' button. Click '''Schedule''' and you will be taken to a new page. 

To add an individual break for a staff member, first click on '''Break''' (from the list of students on the left) then click on the slot where you would like to add a break. 

Breaks can also be added in bulk. These breaks can be staggered so that 5 staff have a break during one slot, another 5 staff have a break during the next slot and so on. Alternatively breaks can be added for a single timeslot during the event. 

To add staggered breaks, first click on '''Break''' (from the list of students on the left) then click on a column header. Select '''Stagger''' in the next window. Choose the slots for which you would like the breaks to begin and end (e.g. breaks begin during the 5th appointment and finish by the 10th). 

To add breaks for all staff for a single timeslot, click '''Break''' (from the list of students on the left) then click on a column header and select '''Yes''' when prompted. You can remove these breaks by clicking the column header again. 

===Allow Parents to Make Bookings Only During Certain Dates (the Relax During setting)===

You can configure Parents Evenings so that users can only make bookings during a specified date range. This is often used by schools to make bookings on behalf of 'high priority' students/parents, before any other users have reserved any of the appointments. 

Go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Click on the Parents Evening and click '''Edit'''. Set the '''Status''' of the Parents Evening to '''Closed to parents'''. Enable the '''Relax during''' option, then enter the date range between which you would like users to be able to make bookings. Click '''Save''' when done. 

===Changing the Icons Used for Subjects on the Booking Page===

When users are making bookings, they will see an icon for the subject of each class. These can be changed if desired. To do this, log on to the IIS server that hosts in Insight and go to the Insight installation folder (typically C:\inetpub\wwwroot\INSIGHT). 

Open the '''_Personalisation''' folder and look for a file called '''builtInIcons.txt'''. Open this text file to see a list of the names that Insight uses for icons e.g. the name of the icon shown for Maths is "calculator". To replace the default icon used by Insight, copy a 32x32 png file into the '''_Personalisation''' folder using the name of the icon you want to replace e.g. calculator.png 

=Staff / Teacher Usage=

Staff require the following '''[[role options]]''': 
''Manage > Parents Evening'' (On) 

The following settings are also recommended for staff: 
''Manage > Parents Evenings > Allow access to multiple staff'' (Off) 
''Manage > Parents Evenings > Allow access to event management'' (Off) 
''Manage > Parents Evenings > Allow over booking'' (Off) 

{{Note|The Allow over booking option gives staff the ability to double-book students for appointments}}

==Making Bookings for Students==

[[Image:parents_evening_staff_schedule.jpg|thumb|Making a booking for a student]]

To make bookings for students, go to: 
'''Manage > Parents Evenings''' 

Select the Parents Evening and click '''Schedule'''. You will be taken to a new page. On the left side of the page you will see a list of all of the students. Select the student you would like to make a booking with, then click next to the time that you want the appointment. 

You can click in the '''Notes''' column to add notes to any appointment. When doing so, you have the option to '''Share With Parents'''. If you do not select this option, the notes will be visible only to you and admin staff. 

[[Image:parents_evening_admin_schedule.jpg|thumb|The Schedule screen when the ''Allow access to multiple staff'' Role Option has been given to staff]]

If staff have been given the following '''[[Roles|Role Option]]''' they will see a slightly different view: 
''Manage > Parents Evenings > Allow access to multiple staff'' (On) 

In this case, after selecting a Parents Evening and clicking '''Schedule''' staff will be taken to a new page, but the view will be different.

You will see a list of students on the left side of the page. Click on the student's name, for whom you want to make a booking. The grid on the right of the page will then highlight the teachers of that student. Find the teacher that you want to make the booking with and click in the column for the desired time. 

Columns will be coloured grey if the student already has a booking in that timeslot. 

Alternatively, click the '''grey circular button''' towards the bottom right of the page (after selecting a student). This will open a window showing all of the timeslots available for a student, with a dropdown next to each timeslot. Use the dropdowns to select a staff member with whom the student will have an appointment. This window will not tell you which staff members teach the student. 

==Download a List of Appointments==

This is done via the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening then click the '''Share''' button at the top-right then select '''Report'''. Decide whether you want to see student photos or not, then the report will open. If the report does not open, you need to disable your pop-up blocker. 

To download the bookings as an iCal file (to import into a calendar, such as Google) click '''Share''' then '''Calendar'''. 

You can also have Insight email the bookings to you. To do this, follow the same steps as above, but click '''Email''' rather than '''Report'''. 

==Video Appointments==

In order to conduct appointments via online video, staff must have the following '''[[role options]]''' turned off: 
''Manage > Parents Evening > Allow access to multiple staff'' (Off) 

Video appointments cannot be started until the date of the parents evening. The status of the Parents Evening must be set to '''Closed to Parents'''. 

First go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Schedule'''. There will be a video icon next to each appointment. Parents will have a corresponding icon when they view their bookings. When both the parent and the staff member have clicked their video icon, a '''Connect''' button will appear which will start the video meeting in a new tab. 

==Mark Attendance==

You can use Insight to record whether each of your appointments was attended. This obviously can not be done for Parents Evenings that have not happened yet. 

First go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Schedule'''. The furthest right column is used to record whether each appointment was attended. Click the button to toggle between Not Attended (the cross) and Attended (the tick). 

It is possible to enter the attendance for a Parents Evening until 3 days after the date of the parents evening. At that time, no further attendance marks can be recorded. 

=Parental Usage=

To book Parents Evenings appointments, users require the following [[role options]]: 
''General > Parents Evenings'' (On) 
''General > Parents Evenings > Allow Non-Teachers'' (Off) 
''General > Parents Evenings > Allow User Bookings'' (On) 

==Making Bookings==

[[Image:parents_evening_booking_page.png|thumb|The Parents Evening booking page]]

Users access the Parents Evening page via: 
'''General > Parents Evening''' 

Users will see a list of available staff on the right of the page and a list of their own bookings on the left. A list of available appointments will appear next to each staff member's name. Users click on an appointment to reserve it. A green tick will appear next to each staff member that the user has an appointment with. 

If a booking has been made by a staff member on behalf of the user, a '''Confirm This booking?''' option will appear beneath the appointment. 

If the ''Allow Parental Agenda Setting'' option was enabled (see the Configuration section above) then users will see an '''Agenda''' button. Clicking this allows the user to type a comment which will be visible to the staff member. 

==Video Appointments==

Video appointments are only available if the status of the Parents Evening is set to '''Closed to Parents'''. Video appointments can be started until the date of the parents evening. 

First go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Schedule'''. There will be a video icon next to each appointment. Parents will have a corresponding icon when they view their bookings. When both the parent and the staff member have clicked their video icon, a '''Connect''' button will appear which will start the video meeting in a new tab. 

==Downloading Documents==

Users can download a list of their appointments by clicking the '''Download''' button at the top right of the page and selecting '''Bookings'''. 

If a supporting document was attached to the Parents Evening (see Configuration section, above) then users can download the document by clicking '''Download''' then '''Guidance'''. 

=Additional Features=

==Sending Appointment Lists via Email==

To email appointment lists, go to: 
'''Manage > Parents Evenings''' 

Select the Parents Evening and click the '''Share''' button, then '''Email'''. A window will appear in which you can select the recipients. Once you have selected the recipients, click '''OK''' to send the emails. Each recipient will receive a PDF document showing their appointments. 

{{Note|Insight needs to be configured in order to send emails. See the '''[[communication setup]]''' page for further information.}} 

==Reporting on Attendance==

[[Image:parents_evening_attendance.jpg|thumb|An attendance report for a Parents Evening]]

To view the Attendance of a Parents Evening, go to: 
'''Manage > Parents Evenings''' 

Select the Parents Evening and click the '''Share''' button, then '''Attendance'''. This will open a report giving figures regarding the attendance to the selected Parents Evening. 

The report has two sections, one for bookings by parents and the other for bookings by students. Bookings made by staff members are recorded against the student, therefore these bookings will not appear in the Parents Section.

File:Activity details2.jpg

2020-12-08T16:50:05Z

LiamBell:

Activity

2020-12-08T16:49:39Z

LiamBell:

The activity report records everyone who logs on, their IP address, the areas of INSIGHT they visit and the students they view. the activity report is run over a selected date range and can be filtered by IP address, Username, the page the user viewed or the role of the user. 

<div>[[Image:activity_report1.jpg]]</div> 

The report will be grouped by default. Each day's activities will be grouped together and within each day, each user's activities will be grouped together. 

The report will show the username of the user that logged in, their IP address, their [[role options|role]] and the time they logged in. The scope and scope year columns will give information about the pupils that the user was viewing whilst logged in. 

<div>[[Image:activity_details2.jpg]]</div> 

[[Category:Reports]]

Parents evenings

2020-11-09T16:42:53Z

LiamBell: /* Download a List of Appointments */

Parents Evening is an additional module in Insight. It allows users to make bookings with staff for parents evening on a first-come first-serve basis. The parents evening additional module is a bundle, which also includes '''[[events]]''' and '''[[student events]]'''. 

As Parents Evening is an additional module of Insight, a separate charge applies. Please contact [mailto:sales@tascsoftware.co.uk sales@tascsoftware.co.uk] for further information. 

=Configuration=

The following '''[[role options]]''' are required to configure a parents evening: 
''Manage > Parents Evening'' (On) 
''Manage > Parents Evening > Allow access to event management'' (On) 

==Creating a Parents Evening==

To create a new parents evening go to: 
'''Manage > Parents Evening''' 

Click the '''Add''' button at the top of the page. A new page will open with four tabs. 

'''Details Tab''' 
[[Image:parents_evening_details_tab.png|thumb|The Details Tab. Click to expand]]

Enter the name of the Parents Evening in the '''Description''' field. The '''Status''' should remain set to Design for now. You should change this to Booking after you have finished configuring the Parents Evening and are ready for parents to make bookings. 

Do not select the '''Relax During''' option for now either. See the '''Advanced Configuration''' section below for information regarding this setting. 

Enter the '''Date''' for the Parents Evening. By default, Insight will use this date to determine which classes the pupils are in. 

In some cases you may want to use a different date to determine which classes the students are in. For example, if the parents evening takes place soon after the students have rotated technology classes, then you may wish to use a date earlier than the Parents Evening so that parents make bookings with the students' previous teacher. If this is the case, enter the date you wish to use in the '''Academic Date''' field and Insight will use this to determine which classes the students are in. Otherwise, leave the '''Academic Date''' field empty. 

Enter the '''Start Time''' and '''End Time''' for the Parents Evening. The '''Slot Length''' is the number of minutes that each appointment will last. If you want to force parents to have a break immediately before and after each appointment, see the '''Advanced Configuration''' section below. 

The '''Limit Number Of User Bookings To''' will prevent a parent making more than this number of bookings, even if their child has more classes than this. Leave the '''Sort Bookings List By Relationship''' option unticked. '''Insist Priority 1s Make Bookings''' means that only Priority 1 contacts will be able to make bookings for the Parents Evening. 

The '''Allow Parental Agenda Setting''' will allow parents to type a note when they are making a booking. Staff members will be able to see these notes on their list of bookings prior to the Parents Evening. 

'''Event notes''' will appear in a window for parents when they access the parents evening. You can set different notes for each Parents Evening using this feature. 

Upload a '''Guidance Document''' if required. Many schools will upload a Floor Plan for parents to download. This can be done at a later point. 

'''Students Tab''' 

Select the year group(s) of students who will be attending the Parents Evening. 

'''Staff Tab''' 

Select '''Academic Supervisors''' if you want parents to be able to make bookings with class teachers. When this option is enabled you can also use the '''Restrict To Main Class Teachers''' option, which means that parents can only make bookings with the "Main Class Teacher" for each class. (Note the Main Class Teacher is defined in SIMS and is not necessarily the teacher who takes the class most often). 

Use the '''Include Tutors''' option to allow parents to make bookings with the students' form tutors. Similarly, use the '''Include House Supervisors''' to allow parents to make bookings with the Heads of House. 

The '''Include SIMS User Defined Groups''' option will display a list of User Defined Groups from SIMS. Select any groups to include in the Parents Evening. The parents of the students in that group will be able to make bookings with the supervisor of the group, just like an academic class. 

On the right side of the page Insight will display a list of the staff who will be available during the evening. If you do not see a list of staff, check that the '''[[Insight SIMS User]]''' has the correct academic year set in SIMS. 

'''Exclusions Tab''' 

This tab is used to exclude registration groups from the Parents Evening. This is typically used by large schools that have two separate evenings for each year group. Click '''Select Some Options''' to see a dropdown and select the registration group(s) to exclude. 

==Excluding Classes / Subjects / Teachers==
 
'''Excluding Subjects''' 

Entire subjects can be excluded from Parents Evenings if desired. To do this, go to: 
'''Manage > Preferences > Parents Evening''' 

There is a setting here called '''Do not use these subjects in parents evenings'''. Type the name(s) of the subjects that you want to exclude from your Parents Evening. If there are multiple subjects, separate them with a plus symbol. 

Once you have done the above, go to: 
'''Manage > Parents Evenings''' 

Select your Parents Evening and click '''Edit'''. Then click '''Save''' at the top right. This is required after you have made any changes to the list of excluded subjects on the '''Preferences''' page. 

'''Excluding Individual Classes''' 

This is done on the Manage Parents Evening page ('''Manage > Parents Evening'''). To exclude individual classes, the Parents Evening cannot be in Design mode. If the '''Status''' of the Parents Evening is Design, select the Parents Evening and click '''Edit'''. Change the '''Status''' to '''Closed To Parents''' then click '''Save'''. This means parents will be able to see the Parents Evening, but not make any bookings. 

You will now be back on the Manage Parents Evening page. Select the Parents Evening and click the dropdown next to the '''Edit''' button. 

[[Image:parents_evening_edit_dropdown.jpg]] 

Click '''Schedule''' and you will be taken to a new page. There is a dropdown at the top-left of the page that currently reads "All Students". Click on this and select the class you want to exclude. A button will appear next to the name of the class. If the button shows a '''Thumbs Up''' then the class is available for the Parents Evening, if the button shows a '''Thumbs Down''' then the class is excluded. Click the button to toggle between available and excluded. Click '''Close''' at the top-right when you are done. 

An individual staff member can exclude themselves from a class without excluding the class for other teachers. To do this, they must log in to Insight and follow the steps above, while they have the following Role Options enabled: 
''Manage > Parents Evenings'' (On) 
''Manage > Parents Evenings > Allow unavailable and break booking'' (On) 
''Manage > Parents Evenings > Allow access to multiple staff'' (Off) 

'''Excluding Teachers''' 

Teachers can be removed via the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Edit'''. Go to the '''Staff Tab''' and click on a staff member's name to exclude them. Click '''Save''' at the top-right when done. 

If a staff member already has bookings hen you exclude them, then the bookings will be cancelled. An email will be sent to parents explaining that their booking has been cancelled and you will have the option to type additional information to appear in this email. 

{{Note|Insight needs to be configured in order to send emails. See the '''[[communication setup]]''' page for further information.}} 

==Advanced Configuration==

===Allow Video Appointments===

Insight can be configured so that parents evening appointments take place in a video conference, rather than face-to-face. To enable this, turn on the following preference: 
''Preferences > Parents Evening > Allow video meetings'' 

The Insight IIS server also needs to have websockets configured and enabled. The following link gives further information about this: 
[https://docs.microsoft.com/en-us/iis/configuration/system.webserver/websocket Microsoft Websocket Docs]
 

===Force a Break Between Parents' Appointments===

You can force parents to have a break before and after each of their appointments. The following preference is used to enable breaks between appointments: 
''Preferences > Parents Evening > Force a break between parents appointments'' 

You can lift this requirement for parents who are making bookings with the same member of staff. Parents may be allowed to make bookings with the same member of staff if they have more than one child at the parents evening, or if a staff member teaches multiple subjects. There are preferences to lift the requirement for breaks between bookings in these situations: 
''Preferences > Parents Evening > Relax breaks for siblings'' 
''Preferences > Parents Evening > Relax limit for staff with multiple subjects'' 

By default each break will last the same amount of time as the appointments do. However the breaks can be double the length of time of the appointments if required, depending on the following preference: 
''Preferences > Parents Evening > Breaks between parents appointments are two slots wide'' 

===Assign Breaks for Staff===

[[Image:parents_evening_stagger.jpg|thumb|Staggered breaks for a Parents Evening]]

The following role options are required to add breaks to a parents evening: 
''Manage > Parents Evening > Allow unavailable and break booking'' (On) 

Go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening then click the dropdown next to the '''Edit''' button. Click '''Schedule''' and you will be taken to a new page. 

To add an individual break for a staff member, first click on '''Break''' (from the list of students on the left) then click on the slot where you would like to add a break. 

Breaks can also be added in bulk. These breaks can be staggered so that 5 staff have a break during one slot, another 5 staff have a break during the next slot and so on. Alternatively breaks can be added for a single timeslot during the event. 

To add staggered breaks, first click on '''Break''' (from the list of students on the left) then click on a column header. Select '''Stagger''' in the next window. Choose the slots for which you would like the breaks to begin and end (e.g. breaks begin during the 5th appointment and finish by the 10th). 

To add breaks for all staff for a single timeslot, click '''Break''' (from the list of students on the left) then click on a column header and select '''Yes''' when prompted. You can remove these breaks by clicking the column header again. 

===Allow Parents to Make Bookings Only During Certain Dates (the Relax During setting)===

You can configure Parents Evenings so that users can only make bookings during a specified date range. This is often used by schools to make bookings on behalf of 'high priority' students/parents, before any other users have reserved any of the appointments. 

Go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Click on the Parents Evening and click '''Edit'''. Set the '''Status''' of the Parents Evening to '''Closed to parents'''. Enable the '''Relax during''' option, then enter the date range between which you would like users to be able to make bookings. Click '''Save''' when done. 

===Changing the Icons Used for Subjects on the Booking Page===

When users are making bookings, they will see an icon for the subject of each class. These can be changed if desired. To do this, log on to the IIS server that hosts in Insight and go to the Insight installation folder (typically C:\inetpub\wwwroot\INSIGHT). 

Open the '''_Personalisation''' folder and look for a file called '''builtInIcons.txt'''. Open this text file to see a list of the names that Insight uses for icons e.g. the name of the icon shown for Maths is "calculator". To replace the default icon used by Insight, copy a 32x32 png file into the '''_Personalisation''' folder using the name of the icon you want to replace e.g. calculator.png 

=Staff / Teacher Usage=

Staff require the following '''[[role options]]''': 
''Manage > Parents Evening'' (On) 

The following settings are also recommended for staff: 
''Manage > Parents Evenings > Allow access to multiple staff'' (Off) 
''Manage > Parents Evenings > Allow access to event management'' (Off) 
''Manage > Parents Evenings > Allow over booking'' (Off) 

{{Note|The Allow over booking option gives staff the ability to double-book students for appointments}}

==Making Bookings for Students==

[[Image:parents_evening_staff_schedule.jpg|thumb|Making a booking for a student]]

To make bookings for students, go to: 
'''Manage > Parents Evenings''' 

Select the Parents Evening and click '''Schedule'''. You will be taken to a new page. On the left side of the page you will see a list of all of the students. Select the student you would like to make a booking with, then click next to the time that you want the appointment. 

You can click in the '''Notes''' column to add notes to any appointment. When doing so, you have the option to '''Share With Parents'''. If you do not select this option, the notes will be visible only to you and admin staff. 

[[Image:parents_evening_admin_schedule.jpg|thumb|The Schedule screen when the ''Allow access to multiple staff'' Role Option has been given to staff]]

If staff have been given the following '''[[Roles|Role Option]]''' they will see a slightly different view: 
''Manage > Parents Evenings > Allow access to multiple staff'' (On) 

In this case, after selecting a Parents Evening and clicking '''Schedule''' staff will be taken to a new page, but the view will be different.

You will see a list of students on the left side of the page. Click on the student's name, for whom you want to make a booking. The grid on the right of the page will then highlight the teachers of that student. Find the teacher that you want to make the booking with and click in the column for the desired time. 

Columns will be coloured grey if the student already has a booking in that timeslot. 

Alternatively, click the '''grey circular button''' towards the bottom right of the page (after selecting a student). This will open a window showing all of the timeslots available for a student, with a dropdown next to each timeslot. Use the dropdowns to select a staff member with whom the student will have an appointment. This window will not tell you which staff members teach the student. 

==Download a List of Appointments==

This is done via the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening then click the '''Share''' button at the top-right then select '''Report'''. Decide whether you want to see student photos or not, then the report will open. If the report does not open, you need to disable your pop-up blocker. 

To download the bookings as an iCal file (to import into a calendar, such as Google) click '''Share''' then '''Calendar'''. 

You can also have Insight email the bookings to you. To do this, follow the same steps as above, but click '''Email''' rather than '''Report'''. 

==Video Appointments==

In order to conduct appointments via online video, staff must have the following '''[[role options]]''' turned off: 
''Manage > Parents Evening > Allow access to multiple staff'' (Off) 

Video appointments cannot be started until the date of the parents evening. The status of the Parents Evening must be set to '''Closed to Parents'''. 

First go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Schedule'''. There will be a video icon next to each appointment. Parents will have a corresponding icon when they view their bookings. When both the parent and the staff member have clicked their video icon, a '''Connect''' button will appear which will start the video meeting in a new tab. 

==Mark Attendance==

You can use Insight to record whether each of your appointments was attended. This obviously can not be done for Parents Evenings that have not happened yet. 

First go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Schedule'''. The furthest right column is used to record whether each appointment was attended. Click the button to toggle between Not Attended (the cross) and Attended (the tick). 

It is possible to enter the attendance for a Parents Evening until 3 days after the date of the parents evening. At that time, no further attendance marks can be recorded. 

=Parental Usage=

To book Parents Evenings appointments, users require the following [[role options]]: 
''General > Parents Evenings'' (On) 
''General > Parents Evenings > Allow Non-Teachers'' (Off) 
''General > Parents Evenings > Allow User Bookings'' (On) 

==Making Bookings==

[[Image:parents_evening_booking_page.png|thumb|The Parents Evening booking page]]

Users access the Parents Evening page via: 
'''General > Parents Evening''' 

Users will see a list of available staff on the right of the page and a list of their own bookings on the left. A list of available appointments will appear next to each staff member's name. Users click on an appointment to reserve it. A green tick will appear next to each staff member that the user has an appointment with. 

If a booking has been made by a staff member on behalf of the user, a '''Confirm This booking?''' option will appear beneath the appointment. 

If the ''Allow Parental Agenda Setting'' option was enabled (see the Configuration section above) then users will see an '''Agenda''' button. Clicking this allows the user to type a comment which will be visible to the staff member. 

==Video Appointments==

Video appointments are only available if the status of the Parents Evening is set to '''Closed to Parents'''. Video appointments can be started until the date of the parents evening. 

First go to the Manage Parents Evening page ('''Manage > Parents Evening'''). Select the Parents Evening and click '''Schedule'''. There will be a video icon next to each appointment. Parents will have a corresponding icon when they view their bookings. When both the parent and the staff member have clicked their video icon, a '''Connect''' button will appear which will start the video meeting in a new tab. 

==Downloading Documents==

Users can download a list of their appointments by clicking the '''Download''' button at the top right of the page and selecting '''Bookings'''. 

If a supporting document was attached to the Parents Evening (see Configuration section, above) then users can download the document by clicking '''Download''' then '''Guidance'''. 

=Additional Features=

==Sending Appointment Lists via Email==

To email appointment lists, go to: 
'''Manage > Parents Evenings''' 

Select the Parents Evening and click the '''Share''' button, then '''Email'''. A window will appear in which you can select the recipients. Once you have selected the recipients, click '''OK''' to send the emails. Each recipient will receive a PDF document showing their appointments. 

{{Note|Insight needs to be configured in order to send emails. See the '''[[communication setup]]''' page for further information.}} 

==Reporting on Attendance==

[[Image:parents_evening_attendance.jpg|thumb|An attendance report for a Parents Evening]]

To view the Attendance of a Parents Evening, go to: 
'''Manage > Parents Evenings''' 

Select the Parents Evening and click the '''Share''' button, then '''Attendance'''. This will open a report giving figures regarding the attendance to the selected Parents Evening. 

The report has two sections, one for bookings by parents and the other for bookings by students. Bookings made by staff members are recorded against the student, therefore these bookings will not appear in the Parents Section.