PTC - Creating Events/Meetings

Creating Events is where you define the meeting schedule, including the start and end times, meeting duration, and intervals between meetings.

1. Click Create Meetings and Add New.
2. Fill in the information:
   • Title: You can simply leave this as Meeting, or make it more specific, such as In-Person Meeting or Online Meeting.
   • Vital Information: Add any important details parents and teachers need to know about the meeting.
   • Bookings per meeting slot: This defines how many parents can book each time slot. In most cases, this is set to 1, but it can be adjusted based on your school’s setup. For example, you may allow more than one booking per slot for student-led conferences where multiple students (and their parents) attend together.
3. If you wish to create the conference for every teacher/registration/subject class, click Select All in Create for Teachers. Alternatively you can select individual teacher groups - do this if you are scheduling different teachers at different times, for example subject class meetings on Monday, Counseling meetings on Tuesday.

4. Fill in the details:

   • Meeting Method: This cannot be changed because at the container level, the Meeting Format was set to Online (via default online method)
   • Location: This will be an Online meeting via URL
   • Frequency:  Select single day or multiple days. If your PTC runs over multiple days with different start and end times, we recommend setting each day up as a Single Day event and then creating additional events for the other days with different time slots.
   • Meeting date: Select the date(s) for the PTC.
     If you chose Multiple Days above, specify the From and To dates to cover the full PTC period.
   • Start time: Beginning of first time slot.
   • End Time: The end time of the last time slot.
   • Event time length in mins: The length of each time slot.
   • Interval time in mins: Add a time length if teachers need a break between every meeting.
   • End Meetings:

     • Automatic: The meeting ends automatically when the scheduled time is up.

     • Staff Control: Gives teachers flexibility to extend the meeting by up to 15 minutes.

   • Click Create Rule to finish.

    

5. The system creates a schedule template for every teacher group. These are editable by clicking Edit on the right-hand side.
   Review the setup carefully before proceeding to publish:
   

   Next step: Publish Events