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| − | Parents Evening is an Additional Module within Insight, which allows parents to book appointments online for Parents Evenings at school. <br> <br>
| + | =Parent Account not being Created= |
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| − | =Configuration=
| + | In order for an account to be created for a parent, the parent must have a valid link to at least one child at school according to the SYNC RULES. There are also a number of preferences |
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| − | The following role options are required to configure a parents evening: <br>
| + | There are four reasons an account might not be created: |
| − | ''Manage > Parents Evening'' (On) <br>
| + | *Not meeting sync rules |
| − | ''Manage > Parents Evening > Allow access to event management'' (On) <br> <br>
| + | *Not having an email address |
| | + | *More than one cohabitee |
| | + | *Leaving date / grace days |
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| − | ==Creating a Parents Evening==
| + | Go to Reports > SIMS Synchronisation. Find the student whose parent(s) are missing from the list of Users. You can use Ctrl+F to search the page. <br> <br> |
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| − | To create a new parents evening go to: <br>
| + | If the student is missing from the report then the student is off roll. You can use grace period. <br> <br> |
| − | '''Manage > Parents Evening''' <br> <br>
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| − | Click the '''Add''' button at the top of the page. A new page will open with four tabs. <br> <br> <br>
| + | If the student appears in the report, but the parent does not appear underneath the student, then the parent has not been linked to the student in SIMS. Check section 5 family and home. <br> <br> |
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| − | <span style="font-size: 120%;">'''Details Tab'''</span> <br> | + | In any other case you will see a warning (or several warnings) on the report. <br> <br> |
| − | [[Image:parents_evening_details_tab.jpg|thumb|The Details Tab. Click to expand]]
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| − | Enter the name of the Parents Evening in the '''Description''' field. The '''Status''' should remain set to Design for now. Do not select the '''Relax During''' option for now either. See the '''Advanced Configuration''' section below for information regarding this setting. <br> <br>
| + | WARNING 1 <br> |
| | + | The user does not meet the sync rules <br> <br> |
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| − | Enter the '''Date''' for the Parents Evening. By default, Insight will use this date to determine which classes the pupils are in. <br> <br>
| + | WARNING 4b <br> |
| | + | Only one account is allowed per household. Change the preferences if needed <br> <br> |
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| − | 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. <br> <br>
| + | WARNING 3a or WARNING 4a <br> |
| | + | The parent does not have a valid email address in SIMS. Can change preferences <br> <br> |
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| − | 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. <br> <br>
| + | =Parent Account not linked to one or more students= |
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| − | 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. <br> <br>
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| − | 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. <br> <br>
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| − | 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. <br> <br> <br>
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| − | <span style="font-size: 120%;">'''Students Tab'''</span> <br>
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| − | Select the year group(s) of students who will be attending the Parents Evening. <br> <br> <br>
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| − | <span style="font-size: 120%;">'''Staff Tab'''</span> <br>
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| − | 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). <br> <br>
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| − | 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. <br> <br>
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| − | 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. <br> <br>
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| − | 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. <br> <br> <br>
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| − | <span style="font-size: 120%;">'''Exclusions Tab'''</span> <br>
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| − | 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. <br> <br>
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| − | ==Excluding Classes / Subjects / Teachers==
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| − | <span style="font-size: 120%;">'''Excluding Subjects'''</span> <br>
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| − | Entire subjects can be excluded from Parents Evenings if desired. To do this, go to: <br>
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| − | '''Manage > Preferences > Parents Evening''' <br> <br>
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| − | 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. <br> <br>
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| − | Once you have done the above, go to: <br>
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| − | '''Manage > Parents Evenings''' <br> <br>
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| − | 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. <br> <br> <br>
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| − | <span style="font-size: 120%;">'''Excluding Individual Classes'''</span> <br>
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| − | 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. <br> <br>
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| − | You will now be back on the Manage Parents Evening page. Select the Parents Evening and click the dropdown next to the '''Edit''' button. <br> <br>
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| − | [[Image:parents_evening_edit_dropdown.jpg]] <br> <br>
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| − | 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. <br> <br>
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| − | ''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:'' <br>
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| − | ''Manage > Parents Evenings'' (On) <br>
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| − | ''Manage > Parents Evenings > Allow unavailable and break booking'' (On) <br>
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| − | ''Manage > Parents Evenings > Allow access to multiple staff'' (Off) <br> <br> <br>
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| − | <span style="font-size: 120%;">'''Excluding Teachers'''</span> <br>
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| − | 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. <br> <br>
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| − | ==Making Bookings for Students==
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| − | 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. <br> <br>
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| − | 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. <br> <br>
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| − | Columns will be coloured grey if the student already has a booking in that timeslot. <br> <br>
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| − | [[Image:parents_evening_admin_schedule.jpg]] <br> <br>
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| − | 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. <br> <br>
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| − | ==Advanced Configuration==
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| − | ===Force a Break Between Parents' Appointments===
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| − | You can force parents to have a break before and after each of their appointments. Each break will last the same amount of time as the appointments do. To enable this, go to: <br>
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| − | '''Manage > Preferences > Parents Evening''' <br> <br>
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| − | The preference called '''Force a break between parents appointments''' must be turned on. <br> <br> <br>
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| − | ===Assign Breaks for Staff===
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| − | [[Image:parents_evening_stagger.jpg|thumb|Staggered breaks for a Parents Evening]]
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| − | The following role options are required to add breaks to a parents evening: <br>
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| − | ''Manage > Parents Evening > Allow unavailable and break booking'' (On) <br> <br>
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| − | 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. <br> <br>
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| − | 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. <br> <br>
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| − | 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. To do this, first click on '''Break''' (from the list of students on the left) then click on a column header. Select '''Stagger''' in the next window. <br> <br>
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| − | 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). <br> <br> <br>
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| − | ===Allow Parents to Make Bookings Only During Certain Dates (the Relax During setting)=== | |
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| − | 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. <br> <br>
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| − | 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. <br> <br> <br>
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| − | ===Changing the Icons Used for Subjects on the Booking Page===
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| − | 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). <br> <br>
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| − | 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 <br> <br>
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| − | =Staff / Teacher Usage=
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| − | Staff require the following [[role options]]: <br>
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| − | ''Manage > Parents Evening'' (On) <br> <br>
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| − | ==Making Bookings for Students==
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| − | To make bookings for students, go to: <br>
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| − | '''Manage > Parents Evenings''' <br> <br>
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| − | 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. <br> <br>
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| − | 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. <br> <br>
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| − | Click '''Close''' at the top-right when done. <br> <br>
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| − | [[Image:parents_evening_staff_schedule.jpg]] <br> <br>
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| − | ==Download a List of Appointments==
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| − | 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. <br> <br>
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| − | 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'''. <br> <br>
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| − | ==Mark Attendance==
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| − | 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. <br> <br>
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| − | 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). <br> <br>
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| − | =Parental Usage=
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| − | To book Parents Evenings appointments, users require the following [[role options]]: <br>
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| − | ''General > Parents Evenings'' (On) <br>
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| − | ''General > Parents Evenings > Allow Non-Teachers'' (Off) <br>
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| − | ''General > Parents Evenings > Allow User Bookings'' (On) <br> <br>
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| − | ==Making Bookings==
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| − | [[Image:parents_evening_booking_page.jpg|thumb|The Parents Evening booking page]]
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| − | Users access the Parents Evening page via: <br>
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| − | '''General > Parents Evening''' <br> <br>
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| − | 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. <br> <br>
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| − | 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. <br> <br>
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| − | 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. <br> <br>
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| − | ==Downloading Documents==
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| − | Users can download a list of their appointments by clicking the '''Download''' button at the top right of the page and selecting '''Bookings'''. <br> <br>
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| − | 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'''. <br> <br>
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| − | =Additional Features=
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| − | ==Sending Appointment Lists via Email==
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| − | To email appointment lists, go to: <br>
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| − | '''Manage > Parents Evenings''' <br> <br>
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| − | 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. <br> <br>
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| − | ''Note that Insight can only send emails if the settings in the '''Manage > Preferences > Email''' section have been entered correctly.'' <br> <br>
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| − | ==Reporting on Attendance==
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| − | To email appointment lists, go to: <br>
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| − | '''Manage > Parents Evenings''' <br> <br>
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| − | 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. <br> <br>
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| − | 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. <br> <br>
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| − | [[Image:parents_evening_attendance.jpg]] <br> <br>
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