Parents evenings

Administrators, staff and parents have different access to Parents Evenings in Insight.

Administrators and staff have access to manage individual Parents Evenings, schedule bookings and produce reports, whereas parents can only make and remove bookings on their own behalf.

You do not have to provide access to all Role types, for example you could run a system by which Staff are responsible for making bookings without parents actively making selections.

Administrative screen

There are three states to which a Parents Evening can belong. These are:

• Design

Changes can be made to the date, year groups, times and slot length, but bookings cannot yet be taken.

• Booking

Bookings are able to be scheduled and you should not now change any details of the event. However, if you do need to amend any event design details you can do so until the first booking is made, after which you will not be able to change back to Design status.

• Closed

Bookings are no longer being taken. You should close events when they have passed.

• Closed to parents

This state allows you to close off the parents evening event to parents whilst it still remains open to staff and admin users to make any necessary adjustments.

Adding a parents evening - Design status

To create a Parents Evening, click on the "Add" tool bar button and complete the pop up box as follows:

1. Add a name for your parents evening in the 'description' box, (choose something that is not likely to be confused with another Parents Evening).
2. Select the 'date' for the event
3. Select the curriculum 'years' to which it applies
4. Select a 'start time' and 'end time' for the parents evening
5. Select a 'slot length' for individual bookings
6. Upon saving you will be shown a list of the staff members who have been selected as part of the event.

Edit and delete parents evenings using the appropriate tool bar buttons.

Bookings

To make bookings, click on the "Schedule" tool bar button. The view will change so that a grid is displayed with relevant staff members are listed down the left hand side, and slot times across the top.

To make bookings, first select the student from the list available by clicking on the "..." tool bar button, then clicking within once of the grid cells. Having made a booking you can also add a comment by clicking on the speech bubble. Existing comments are viewable by hovering over the cell.

To clear a previously made booking, click on the cell again.

Click the "Close" tool bar button to go back to this list page.

Reports

To generate a report of a Parents Evening, first select it from the list and then click on the "Report" tool bar icon. You will be asked if you want to include photographs. The report will be displayed in a new browser window showing only those staff with bookings.

More detailed reports are available in the Reports menu.

You can email staff a copy of their section by clicking on the "Email" tool bar icon.

If you would like to perform further actions on the booking data, you can click on the "Export" tool bar icon to produce the data in a spreadsheet format.

Staff

The staff view is similar to an administrators, but lacks the facility to modify events themselves. Instead, only the options to schedule bookings and report are available.

Making bookings as a staff users differs from that of an administrator too, in that bookings can only be made or amended for the current user. The method of choosing a student by using the "..." button and clicking to make or clear bookings is the same. Rather than having a symbol to allow you to add notes, instead there is a dedicated cell.