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Allow Teachers to Pre-Book Appointments

By default, teachers have Appointment Viewer access only — they can view their schedule but not make changes. Upgrading them to Resource Administrator/Appointment Maker access lets them book appointments on behalf of parents, before the scheduler opens to parents.

How to Upgrade Teacher Access

  1. Go to Global Setup / Contacts.
  2. Click Show Advanced Options.
  3. Click Modify Access Level.
  4. In the pop-up, select Appointment Maker as the new access level, then click OK.

All teachers currently set to Appointment Viewer will be upgraded to Appointment Maker, gaining the ability to book appointments on behalf of parents.

Each teacher will also have access to manage their own schedule.

Booking Appointments in the Admin UI

Booking through the CUI (parent-facing scheduler) respects all standard restrictions and limits. To override those restrictions — for example, giving a parent extra time with a teacher — book the appointment manually through the Admin UI instead.

For the PTA product, every appointment must have both a student and a parent associated with it.

How to Book an Appointment

  1. Select the Appointments tab and use the calendar on the left to select the correct day.
  2. Select the teacher on the right-hand side, then locate the slot you want to fill.
  3. Click the green plus sign (+).
  4. Select the student:
    • If the student appears in the list, select them directly.
    • If not, uncheck "Students of [Teacher Name]" and search for the student by name.
    • Click OK.
  5. The parent's name will display automatically. If multiple parents are found, select the correct one from the pull-down.
  6. The appointment box will now show both the student's and parent's names.
  7. Select the correct class, if more than one option is available, then click OK.

If the appointment has a red border: Click it to view the error message below the calendar. Click Cancel Appointment to remove it, or Confirm Appointment to force the booking and clear the red highlighting.

Other Appointment Options

Click any existing appointment, then open the Appointments drop-down to access:

Option What it does
Confirm Appointment Confirms a flagged (red) problem appointment
Cancel Appointment Cancels the appointment, with the option to send a cancellation email
Edit Appointment Edits appointment-specific details (e.g., custom info collected from parents)
Change Time Moves the appointment to a new time
Send Reminder Sends a reminder email to the parent
Customer Info Opens the Contact Information dialog for the parent

Adding a New Student/Parent

Step 1: Add the Student

  1. Go to Contacts.
  2. Search for the student by name.
  3. If not found, click Add → Student....
  4. Fill in the Student First Name and Student Last Name (the only required fields).
  5. Click Add.

Step 2: Add the Parent

  1. Search for the parent by name.
  2. If not found, click Add → Parent....
  3. Fill in First Name, Last Name, ParentID, and Email Address.
  4. Click Add.

Step 3: Connect the Student to the Parent

  1. Search for the student by name again.
  2. Select the student, then select the small Parent-Students Map tab.

Under Parent List, you'll only see parents already associated with this student.

  1. Click the green Add button under Parent List.
  2. In the Select Person dialog, choose the correct parent from the list of contacts without a Student ID, then click Add.

Step 4: Enroll the Student in Classes

  1. Go to Class Editor.
  2. Select the teacher, then the class.
  3. In the entry box above the student roster, type the student's name using your account's name format (Last, First or First Last).

Not sure which format your account uses? Check how other students are listed in the same class roster.

  1. Press Enter when the system finds a match.
  2. Repeat for each class the student should be enrolled in.
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