Video Walkthrough
Within this video you will be taken through the full process of creating an Event within PEMS. Feel free to follow along and pause this video as you create your first event and revisit as you need to, as often as you like.
Guide
Starting the process
Below is your step-by-step guide on navigating to the start of the process from logging in to clicking create a new event.
1) Log in to ReachMoreParents.
2) Click on the Parent Meetings icon
To create the event, carry out this step
3) Click the "+" icon at the top of the Draft Events block to being creating your event
We then proceed through a step by step per page
Screen 1: Basic Event Information
On this screen of the "Create New Parents Evening" process, you will be defining the Basic Information for your event.
For example, if you're hosting an Spring Term Year 7 Parents Evening to inform parents how their children are settling into their secondary school classes; you would be defining the "Name of the event", "Event Description", applying the Year 7 group to the "Who is the Event For?" select picker and setting the "Appointment Duration".
A step by step guide can be found in the link below:
Configuring Basic Event Information for a Parent Meetings Event
Screen 2: Event Date & Time
In this screen, you will be defining the date that your event is set to take place on, when the event starts and ends, when the teachers' break starts and ends and any additional dates for the Parent Meetings Event if you need more than one day to complete it.
A step by step guide can be found in the link below:
Configuring Event Date & Time Information for a Parent Meetings Event
Screen 3: Appointment Settings
On this page of the "Create New Parents Evening" process you will be setting the date and time the event becomes open for bookings, when the event closes for bookings, whether you allow travel time or if the appointments are back-to-back, how many appointments can be booked per child and whether you want parents to be able to leave a note for their child's teachers when they book their appointments.
A step by step guide can be found in the link below:
Configuring Appointment settings for a Parent Meetings Event
Screen 4: Classes & Teacher Settings
On this page of the "Create New Parents Evening" process, you will be able to select which subjects each year group invited to the Parents evening should be permitted to book appointments for. You can even make staff substitutions if you're aware of any staff absences for the proposed Parents Evening Event. There's an option to have all teachers for a subject attend the one appointment booking, or if they need to book an appointment with each teacher for the subject separately.
Do you have SEND children who would need a separate appointment with their SENDCO? That's accounted for here too, where we default in the SEND groups for children either with an EHCP or without an EHCP, all you need to do is assign the right SENCO staff member to the evening right SEND group. This works for other groups such as the Chess club for example if you wanted to have a separate appointment for that during your event.
A step by step guide can be found in the link below:
Configuring Classes and Teacher Settings for a Parent Meetings Event
Screen 4: Set Reminders
On this page of the "Create New Parents Evening" process, there are several notification types you can configure to keep your parents informed of the event without you having to do anything else manually, taking a weight off your shoulders when it comes to getting great attendance to your Parents Evening Event.
These are:
- Send a notification to parents 2 hours before the booking window opens.
- Send a notification to parents the day before the booking window closes to remind them to book or edit any existing appointments.
- Send a booking reminder notification to parents with no appointments on the following date/time(s) (you can add multiple reminders on dates and times of your choosing additionally to our standard ones)
- Send an attendance reminder notification to parents with appointments before the event.
A step by step guide can be found in the link below:
Configuring Notification settings for a Parent Meetings Event
Saving your event
We've taken some of the worry out of your Parents Evening Management processes by making a "background" save of the event as you click "Next" through the pages of the PEMS - "Create New Parents Evening" journey.
If you've populated everything on the Basic Event Information and Appointment Settings pages, you can carry out a "Save to Drafts" from this page onwards so you can continue the process at a later time.
Even when you've progressed all the way through to the Notifications Settings and you're finished with the configuration but aren't quite ready to publish just yet, you can Save to Drafts on this final page, publishing from here when you edit the event later or when in the "Manage Events" screen within the PEMS dashboard whenever you're happy to publish your event.
1) Click on "Next" just here to carry out your background saves
2) On the "Event Dates & Times", "Booking Settings" and the "Classes and Teacher Settings" pages you'll see the "Save To Drafts" icon to save you progress to drafts
3) On the final page where you configure the notification settings, this "Save" icon will finalise the configuration for the event as a whole and return you to the Manage Events screen