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Making Parent Appointments

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 — you'll need to book the appointment manually through the Admin UI.

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

Making Parent Appointments in the Admin UI

  1. Select the Appointments tab.
  2. Select the correct date on the calendar (left-hand side).
  3. Select the correct teacher, then click the time slot where you'd like to schedule the appointment.
  4. Click the green plus sign. This opens the Select Person dialog.
  5. Select the student:
    • If the student is on the teacher's roster, select their name from the list on the right and click OK.
    • If the student is not on the teacher's roster, uncheck "Students of [Teacher Name]", search for the student by name, select them, and click OK.
  6. This opens the Create Appointment dialog.

Now, link the parent:

  • If the parent is already associated with the student: Their name will display automatically. Select the correct class (if more than one), then click OK.
  • If the parent is not yet associated with the student: Click the green + button to open the Select Person dialog. Search for the parent by name in the upper-left search boxes. If found, select their name and click OK, then select the correct class and click OK.
  • If the parent is not found at all: On the left-hand side, enter the parent's First Name, Last Name, and Email (if available), then click Add Contact → OK. Select the correct class and click OK.

Once complete, the appointment box will display both the parent's and student's names.

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

Other Appointment Options

Click on any existing appointment on the Appointments page, 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 fields 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

To book as a Parent on through the CUI (parent-facing scheduler)

Go to the Contacts section and locate the parent. Click on their name and then click the 'Log in as' button.

If a parent is not in our system you can manually add them, by filling out the Contact form.

Passwords are not needed to masquerade as a parent.

You will then be sent to the CUI where you can book as a parent. 

Step 1: Locate Your Student(s)
  1. Enter the required information to find your student(s), then click Proceed.
  2. Confirm your student(s) appear in the list, check the box next to their name(s), and click Next Step.
Step 2: Select Teachers

By default, all of your child's teachers are selected.

  • To exclude a teacher: Uncheck the box next to their name.
  • When ready: Click Filter Slots.
Step 3: Book Appointments

The scheduling grid displays available times as squares with a plus sign (+).

  1. Click your preferred time square.
  2. Click Create Appointment.
  3. A confirmation message will briefly appear at the top of the screen.
  4. Repeat for each teacher you'd like to visit.

After you book appointments on behalf of a parent, the parent can still log in and change or cancel the appointment.

When booking on behalf of a parent, other admins will be able to see which admin booked for that parent within the parent's log in Contacts.

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