(PEMS) Exporting Information about an event as an Admin

Exporting a summary of the event

The first export in our list is the "Event Summary". In this export you will be downloading an excel document which details the:

• Event Status - This is whether the event is a Draft, Published (Pending) or Archived
• Student (count) - This is how many students the groups booked into the Event have been invited
• Event timings - The event start and end date time(s)
• Appointment length - The duration of the appointments as configured at event creation
• Appointment time between - The time between each appointment (if there is one)
• Appointments booked (%) - Of the total number of appointments that could be booked, how many have been booked displayed as a percentage
• Remaining appointments (count) - Of the total number of appointments that could be booked, how many are still remaining open as just a count
• Students with/without an appointment - How many students who have an appointment and how many don't
• Total attendance (%) - How many appointments booked were attended as a percentage

For further detail on how to export the "Event Summary" report, follow this link for the steps on how to do so.

How to export a summary of an event as an admin

 

Exporting the appointments booked

The second export we provide is the "Appointments booked" report, this will detail, per time slot for the event date(s), the appointments booked with the parent/carers of your students. The format of this report is detailed below:

• Student - The name of the student the appointment has been made for
• Appointment count - How many appointments the student has booked for them
• Appointment Percentage (%) - Of the total number of appointments
• Attendance Count - How many appointments did the Parent / Carers attend
• Attendance Percentage (%) - The total number of attended appointments / total number of appointments booked to calculate the attendance percentage

For further detail on how to export the "Appointments booked" report, follow this link for the steps on how to do so.

Link to Exporting Appointments Booked

 

Exporting all teacher's appointment schedules

The third export that we provide is the "Teacher Schedules (All)" report, this will detail, per teacher and  time block who is due to attend a Parent Event appointment. This is really handy to provide to teachers and have a record for yourself which is offline for the day(s) of the Parent Event. Each Teacher will have a separate, clearly labelled, row in the excel export.

The format of this report is detailed below:

• Event Date - The date the appointment is taking place on
• Teacher - The Teacher conducting the Appointment
• Time slots - The time slots per appointment in individual columns
• Pupil Name & Registration Group - In the body of the table the pupils name with a bracketed copy of their Registration Group is displayed in the correct time slot for their appointment

For further detail on how to export the Teacher Schedules (All) report, follow this link for the steps on how to do so.

How to export all teacher schedules for an event as an admin

Exporting a teacher's appointment schedules

When you need to provide a more detailed export of the Appointments that a Teacher has with an individual output for their use "offline" on the day of the Parent Event, you will use this export to do so. There is a separate, clearly named tab for each teacher within this export.

The format of this report is detailed below:

• Event Date - The date the appointment is taking place on
• Appointment Times - The start time of the appointment
• Student - The Student's full name
• Assigned Parent(s) - The Parent/Carer(s) who will be attending the appointment
• Class (Subject) - The Subject the appointment has been made for
• Teacher Notes - Any notes that the teacher has applied to the appointment
• Parent Notes - Any notes that the Parent/Carer(s) has(ve) applied to the appointment 
• Parent Attended - If the attendance status has been recorded in the portal, that status will be displayed here

For further detail on how to export the Teacher Schedules (individual) report, follow this link for the steps on how to do so.

How to export a teacher's schedule for an event as an admin

Exporting event attendance statistics

After a Parent Event, it may be useful to report on the attendance statistics from that event so you can gauge it's performance from the event date(s) and how well attended it was. In the Event Attendance Statistics export, we allow you to capture all the attendance data you would need to generate graphs and charts to confirm the glowing success of your Parent Event.

The format of this report is detailed below:

• Student - The student's full name
• Attendance - The attendance of the appointments as a percentage of their overall booked appointments
• Time Slots - Per column, the appointment start time will be listed in the header of the export
• Appointment Status - In the body of the table, within the correct start time column, the Appointment status will be displayed

For further detail on how to export the Event Attendance report, follow this link for the steps on how to do so.

How to export attendance statistics for an event as an admin

Exporting attendance recording tracker

This export gives you a clear indication of which teachers have been logging the attendance for the Parent Event. This file will display per teacher, how many appointments were booked, how many appointments have had attendance recorded and how many haven't

The format of this report is detailed below:

• Teacher - The teacher's full name
• Appointment Count - The total number of appointments booked for that teacher
• Recorded - The total number of appointments where the teacher has recorded the attendance
• Not Recorded - The total number of appointments where the teacher hasn't recorded the attendance

For further detail on how to export the Attendance Recording Tracker, follow this link for the steps on how to do so.

 

Exporting an audit of changes

This export details the changes that have been made to the appointments booked for your Parent Event as well as any changes made to the event itself. Within PEMS we track the creation of appointments, the editing of appointments, as well as the event changes including who did what and when and this export lets you audit those changes in detail.

The format of this report is detailed below:

• Date - The date that the change was carried out in PEMS
• Time - The time that the change was carried out in PEMS
• Status - The Status (action) of the change that was carried out
• Action By - Who carried out the change in PEMS
• Relates To - Which Student was the change carried out for (this will be blank for an event change)
• Subject - The Subject (or other group type) that the change was carried out for (this will be blank for an event change)
• Teacher - The Teacher that the change was carried out for (this will be blank for an event change)
• Appointment Date - The date for the appointment (this will be blank for an event change)
• Appointment Time - The date for the appointment (this will be blank for an event change)
• Change Log - The change that was carried out at the time

For further detail on how to export the Audit Log, follow this link for the steps on how to do so.

How to export an audit log of appointment changes for an event as an admin