PTC- The Creation Flow for a PTC Signup

In this article, we’ll walk you through the workflow of a Parent-Teacher Conference (PTC) in SchoolsBuddy. 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.

Key Terminology

• Container:
  Think of the Container as the master folder, for example, Term 1 PTC. It stores the high-level rules such as the signup window (when booking opens/closes), cancellation rules, and the overall start and end dates.

• Teacher Group:
  This defines the “what” and “who” of the setup. A Teacher Group specifies the teachers hosting the PTC and the classes they are responsible for. Classes are imported 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.

The Flow of a PTC Signup:

1. Set up a Container
   • Define the container name and description
   • Set the date range for the PTC program
   • Set the signup open/close dates
   • Terms and conditions
2. Create the Groups
   • Create the Teacher Groups for the PTC
   • Define who is eligible to sign up
   • Select the lead teacher for each group
3. Create Events / Meetings
   • Create the individual meeting sessions
   • Define the specific date, time, length, and interval for each meeting
   • Specify any relevant location or place limits

4. Publish Events

   • Finalise and communicate the outcome:
     • Confirm all meeting details and make them visible and bookable for parents/students
     • Manual booking for pre-bookings (if needed)

   ⚠️ 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.

5. Bookings Open
   • Parents and students make bookings for the PTC sessions
6. Manage Bookings
   • Handle billing and payments:
     • Delete bookings for students/parents when needed
     • Handle refunds according to school policy

Now that you know the full flow, you’re ready to begin.

👉 See this article for the first step – PTC: Creating a Container