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Parents

A parent has forgotten her password

  1. In the Admin UI, select the Contacts tab.
  2. Search by name for the parent in the Search Control boxes.
  3. Select the parent's record — their email will display in the middle section.
  4. Click Reset PW.

A parent says they booked an appointment, but can't see it when they log in

  1. Go to Contacts and search for the parent by first or last name.
  2. Select the small Log tab to review their activity.

The log will help you identify what happened:

  • The parent booked with one email but is logging in with a different email
  • The parent booked, then cancelled, and never re-booked
  • The parent never actually booked an appointment

How do parents view and manage booked appointments on mobile?

  1. Tap the three-bar menu at the top of the page.
  2. Under Main Navigation, select My Appointments (shown in green).

This displays a list of all booked appointments.

  1. Next to each appointment, tap the three-bar menu to see up to four management options.

A parent wants a longer appointment than our standard 15-minute slots. How can I accommodate this?

You'll need to book this manually through the Admin UI, since it requires overriding the normal one-appointment-per-parent-per-teacher rule.

  1. In the Admin UI, schedule the appointment for the parent (see Making Parent Appointments, above).
  2. Since the parent needs more time, book a second, consecutive appointment with the same teacher.
  3. This second appointment will be flagged with a red box, since it breaks the one-appointment-per-parent-per-teacher rule.
  4. Select the flagged appointment and click Confirm Appointment to force it through.

How can I see the appointments my parents have made?

  1. Go to Contacts and search for the parent's name.
  2. Confirm you have the correct parent — check the name and email address shown on the right-hand side.
  3. Select the Appointments tab.

This displays a list of all appointments the parent has made. From here, you can print or email the schedule directly to the parent.

Is there a way to see when a conference was scheduled (not the conference time, but when the booking was made)?

Option 1: Add the field to a report

  1. Go to Reports.
  2. Click Additional Report Fields.
  3. Select Appointment Fields.
  4. Check the box next to Created Date.

Option 2: Check an individual contact's log

  1. Go to Contacts.
  2. Locate the contact.
  3. Select the small Log tab.

How can I log in as if I were the parent?

  1. Go to Contacts.
  2. Locate and select the parent's name.
  3. Click Login As.

This logs you in as the parent from your administrative account, without needing their password.

From here, you can:

  • View any appointments the parent has already booked
  • Make, change, or cancel appointments on their behalf

Note: The parent will still receive confirmation/reminder emails for any bookings made this way. The system logs the action in the Log section of the parent's contact record, noting that an admin booked on their behalf.

 

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