Firstly, you need to access PEMS as an Admin:
1) Log in to ReachMoreParents.
2) Click on the Parent Meetings icon
Editing an Event
In order to edit a Parent Event, you will need to first click on the Event Title where you need to make some changes, then click on the "Edit Event" button. For full details on the steps to take to edit your event, click on the link here to see how.
Event Summary
Once you have clicked on the Event Title you need to review, you can see the high level information about that event in the "Event Summary" block.
In this block, you will see the below information and access to several reports:
- Event Status - there are four event statuses for your Parent Events:
-
- "Pending" - Will show on an Event Summary when an event has been added but hadn't reached the start date/time for the booking window
- "Open for bookings" - Will show on an Event Summary when an event has been added and the start date/time for the booking window has been reached
- "Bookings closed" - Will show on an Event Summary when an event has been added and the end date/time has been reached
- "Completed" - Will show on an Event Summary when an event has passed all it's Event Dates
-
- Students - Displays the total count of students whose parents were invited to the Parent Event. with a bracketed break down
- Event Timings - Shows the date(s) and times that the event is taking / has taken place
- Appointment Information - The default duration of the Parent Event appointments
- Event Coverage - This shows the percentage of invited parent / carers have appointments booked on behalf of their child(ren)
- Appointments Booked - This shows the percentage of appointments that have been booked of how many were available to book
- Teacher Schedules - This displays a count of the total number of appointments that are still available
- Event Attendance - This displays a percentage of the appointments that were attended versus how many were booked
- Attendance Recording Tracker - This is a report that details which appointments haven't been flagged as Attended or Missed by the teachers yet, you can message these teachers "en masse" or individually
- View Audit Logs - This opens the report that tracks all changes to the event and the appointments booked in for that event
- Publish / Move to Drafts - If the event hasn't been published yet, this will be a "Publish" function, when it has been published, this will be a "Save to drafts" function
Managing appointments
Within PEMS it is possible for an Administrator to book, amend and cancel any appointments within the Parent Event. We have given the School / System Admins this over-riding control of the Event appointments to ensure that there is a "birds eye" view of the event and always someone able to manage the trickier appointment situations.
For an admin, the the primary port of call is the "Add / Edit Appointment" screen which can be accessed from the Event Summary block. Within this menu, you can choose to auto-generate appointments on behalf of a Parent / Carer. You can create appointments for a specific Parent / Carer in tricky situations with difficult parental relationships. It's also possible for you to edit appointment times, attendees and cancel individual appointments.
For further detail and steps to managing appointments, please follow the link here to see how.
Making changes to an event
When you have created a Parent Event in the ReachMoreParents PEMS system, there are several key areas where you may need to make amendments prior to publishing the event for your Parents. These are listed for you here:
- Basic Event Information - Amend the title, the description, which year groups should be invited and how long the appointments should last
- Changing Event Date & Times - Re-schedule the event, add another date or add an extra teacher break
- Changing Appointment Booking Settings - Amend the Booking Window Start Date / Time and the Booking Window End Date / Time and change the setting for gaps between appointments. If you need fewer or more appointments per child, amend the "Maximum appointments per child" setting to reflect the new appointment limit. If you want to enable / disable Parental ability to add notes to appointments, turn this off or on in this screen.
- Classes & Teacher Settings - Have different settings for your classes and teachers dependant on the Event Date (if it spans more than one date), replace the default teachers for a class group or add additional teaching staff to them, create or amend custom classes (including your SEND pupils).
- Set Reminders - Keep your parents informed about the Parent Event automatically using our handy notifications which you can configure as required in this screen. Add your own custom notification(s) if you want to add an additional reminder to book appointments before the window closes.
Exporting information
Reporting on your event is simple, as is monitoring it on the day, by having your event data available without having live access to the ReachMoreParents Online Portal. We have created several exports that output to excel for reporting and offline attendance tracking purposes.
- 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 and steps on how to export data for your Parent Event, please follow the link here.
Managing notifications
In order to make communications as simple as possible around your Parent Event, we have created automatic notifications which will communicate with your invitees at specific steps in the Parent Event process.
These notifications are:
- Send a notification to parents 2 hours before the booking window opens - Set this to true if you want to forewarn parents when they will be able to start making bookings
- Send a notification to parents the day before the booking window closes to remind them to book or edit any existing appointments - Set this to true to notify parents automatically when the booking window is due to close
- Send a booking reminder notification to parents with no appointments on the following date/time(s) - Set this to true if you want to add more specifically dated and timed notification(s), click on the + (add) button if you want to add another notification. Click on delete if you no longer want this custom notification.
- Send an attendance reminder notification to parents with appointments the day before the event - Set this to true if you want to remind parents with appointments that they have bookings for the event in question.
Accessing your Notification types is easy, straight from the Event Summary screen by clicking on the "Set Reminders" button.
For further detail, please follow the link here to a step by step on setting up these notifications.
Deleting an event
When the unforeseen arises and you need to cancel all the appointments booked for a Parent Event and subsequently, delete the event itself. We have made this easy with deletion routines accessible from the Event Summary screen.
Firstly, you need to cancel all the appointments before you can cancel a Parent Event. To do so, you need to click on the "Delete event or a user's appointments" option then choose the "Cancel all appointments for an Event" option within the screen. You'll be asked to provide a reason, then confirm before doing so but when you've accepted the cancellation, all Parent Attendees will be notified with a Push and Bell notification in the ReachMoreParents App automatically.
For steps on how to cancel all appointments for a Parent Event please follow the link here.
Once you have cancelled all of the appointments for your event, the next step is to delete the event itself. Refresh the PEMS system, then open the "Delete event or a user's appointments" menu once again. Choose the "Delete event" option this time, confirm your choice and the event will be deleted.
For steps on how to delete an event in detail, follow the link here.