In this article, we’ll walk you through the workflow of a Parent-Teacher Conference (PTC) in SchoolsBuddy. Understanding this process ensures that the communication between school and home is seamless and organized.

Below, we explain the key terminology and actions you will encounter when using the PTC module. This guide is essential for anyone new to setting up events or activities within the platform.

Overview

The PTC workflow is designed to handle the complex logistics of school-wide meetings. It moves from high-level administrative setup (Containers) to specific meeting logistics (Events), finally opening for parent interaction. Following the steps in order ensures that MIS data is correctly utilized and scheduling conflicts are minimized.

Key Concepts

• Container: Think of the Container as the master folder (e.g., Term 1 PTC). It stores high-level rules such as the signup window (when booking opens/closes), cancellation rules, and overall start and end dates.
• Teacher Group: This defines the “who” and “what” of the setup. A Teacher Group specifies the teachers hosting the PTC and the classes they are responsible for. Classes are imported directly from your MIS.
• Event / Meeting: An Event is the actual session of a meeting. This is where you define the start and end times, as well as the length and interval of each meeting.
• Publish: The step where you confirm all events and make them visible and bookable for parents and students.

Step-by-Step Navigation

1. Set up a Container

1. Define the container name and description.
2. Set the date range for the PTC program.
3. Set the signup open/close dates.
4. Configure terms and conditions.

2. Create the Groups

1. Create the Teacher Groups for the PTC.
2. Define who is eligible to sign up.
3. Select the lead teacher for each group.

3. Create Events / Meetings

1. Create the individual meeting sessions.
2. Define the specific date, time, length, and interval for each meeting.
3. Specify any relevant location or place limits.

4. Publish and Manage Bookings

1. Publish Events: Confirm all meeting details and make them bookable for parents/students. This is also where you perform manual pre-bookings if needed.
2. Bookings Open: Parents and students make bookings for the PTC sessions via their portal.

Tips & Best Practices

Always verify your Teacher Groups against your MIS data before moving to the Event creation stage. Ensuring the correct classes are linked early prevents having to recreate events later in the process.

Warnings & Important Notes

⚠️ Note: After publishing, you can still make changes, but some details—such as the day of the week and event times—cannot be updated in bulk. Careful planning of the meeting schedule is recommended before the final publish step.

Related Articles

• PTC: Creating a Container
• PTC: Creating Teacher Groups
• PTC: Publish Events/Meetings

Frequently Asked Questions

Can I edit the meeting length after publishing?

While you can make certain edits, changing the length and interval of meetings in bulk is restricted after publishing. It is best to finalize these details during the "Create Events" stage.

What happens if a parent needs a manual booking?

Staff can perform manual bookings for parents who may need assistance or for pre-scheduled appointments before the general booking window opens.

In Summary

• Containers act as the master folder for all PTC rules.
• Teacher Groups define the staff and classes involved.
• Publishing is the essential final step to make meetings bookable.

With this workflow understood, you are now ready to begin setting up your conferences in SchoolsBuddy.