Your first step in managing the appointments for your Parents Event is to access PEMS via your ReachMoreParents online portal by following the steps below:
1) Log in to ReachMoreParents.
2) Click on the Parent Meetings icon
Viewing Appointments Booked Per Pupil
Once within PEMS as an Administrator, you may want to view the number of appointments booked per pupil. In order to do this, you need to carry out the below steps:
1) Click on the event you're interested in within the "Published Events" block
2) Click on the "Appointments Booked" heading in the Event Summary block
3) Only interested in those who haven't attended any of their appointments? Click on the "Show non- attendance?" check box
4) Only interested in those who haven't booked any appointments yet? Click on the "Show no appointments?" check box
5) Need to filter by one of the Group Types in your event? Filter by one or more of the Group types listed here; Years, Class Groups, Registration Groups, House Groups and Custom Groups.
6) Click "Search" when you're happy with your filter choices
7) Clear your filter(s) with two click(s) here
8) Only interested in a specific student? Search for them in the search bar and click on "Search"
9) Clear your student filter by deleting the student's name and clicking on "Search" again
10) At any time, you can compose a mass message to all or selected students by ticking the relevant boxes and clicking on the Message Selected Accounts (please note, if wanting to select all, you will need to click onto each page using the page numbers at the bottom of the screen and select all for each page)
11) Message a single account by clicking on the message beside the pupil name
Adding Appointments
As a School Administrator managing a Parents Evening Event, there may be an occasion where you need to book appointments on behalf of a parent or teacher. To do this, you can add appointment(s) from the Event Summary screen.
Auto Generate Appointments
1) Click on the event you're interested in within the "Published Events" block
2) Click on "Add / Edit Appointment" in the Event Summary block
3) Type the name for the Student you need to book the appointment for in the Student field
4) Click on "Search"
5) Choose who you need to see appointments for: view appointments "visible to all carers" or choose the parent from the select picker
6) Click on "Auto Generate Appointments" and complete the form for who the appointments should be for and their availability window
7) Click on "Select All" if you want to generate appointments for all the available subjects and teachers
8) Or tick the box(es) against the relevant teacher(s) and their subjects if they only want to see certain teachers
9) Click on "Generate Appointments" and the system books all the selected teacher / subjects appointments within the parent(s) availability window on your behalf
Add a Single Appointment
1) Click on the event you're interested in within the "Published Events" block
2) Click on "Add / Edit Appointment" in the Event Summary block
3) Type the name for the Student you need to book the appointment for in the Student field
4) Click on "Search"
5) Choose who you need to see appointments for: view appointments "visible to all carers" or choose the parent from the select picker
6) Filter by the specific Teacher you need to see the schedule for
7) Their available slots are shown in green, their unavailable slots are shown in red, staff breaks are shown in grey
8) Click on the "+" to add an appointment in that time slot
9) Choose whether the appointment is "Visible for all carers" or one of the parent / carer(s)
10) Click on "Save" and you will see the appointment added for the chosen parent / carer(s)
Editing Appointments
When plans change, you may need to edit an appointment on behalf of a parent or a teacher. To do this, follow the steps below:
1) Click on the event you're interested in within the "Published Events" block
2) Click on "Add / Edit Appointment" in the Event Summary block
3) Type the name for the Student you need to edit the appointment for in the Student field
4) Click on "Search"
5) Choose who you need to see appointments for: view appointments "visible to all carers" or choose the parent from the select picker
6) If there's only one appointment for a subject to amend, filter by that teacher's name
7) Locate the appointment and click on the eye icon to edit the appointment
8) Here you can amend the time, who the appointment is for or add the parent's comments to the
appointment so the teacher can see the reason for the appointment or why the changes have occurred
9) When you're finished, click on "Save" and you have amended the appointment
Cancelling Appointments
Cancel All Appointments For An Individual Student
In the situation where you have a Parent / Carer who needs to cancel all their appointments for a child, the steps to take are below:
1) Click on the Event which you need to cancel the appointments for
2) In the Event Summary block, click on the delete icon
3) Click on "Cancel all appointments by user"
4) In the Search field, type the name of the Student you're looking for
5) Click on the name of the Student from the results of your search
6) Choose whether you'd like the deletion to be "visible to all carers" or to a specific Parent / Carer using the selector
7) Choose a reason for the cancellation of the appointments
8) If you choose "Other" you can populate the reason text in the "Other" field
9) Click out of the "Other" text field
10) Now the "Cancel all appointments for" button is active and you can click on this to remove those appointments
Cancel a Specific Appointment for an Individual Student
1) Click on the Event which you need to cancel the appointment for
2) In the Event Summary block, click on the "Add / Edit Appointment" button
3) Search for the Student you need to cancel an appointment for
4) Filter by the required Teacher
5) Locate the appointment to cancel and click on the "Remove Appointment" button
6) On the confirmation message, click on "Remove" to cancel that appointment
Cancel All Appointments for an Event
In the situation where you need to cancel all the Appointments in an Event, please follow the steps below:
1) Click on the Event which you need to cancel the appointments for
2) In the Event Summary block, click on the delete icon
3) Choose the "Cancel All Appointments for Event" button
4) Choose the reason for cancelling all appointments
If selecting "Other," type the reason in the "Other" text field, then click out of the "Other" text field.
5) Click on "Cancel All Appointments" to cancel all the appointments. This will show a green confirmation message when complete
Viewing Appointment Schedules
Within PEMS, in the "Published Events" block you will see all the events which are published that haven't been archived yet. To view the Appointment Schedules for an event carry out the below steps:
1) Click on the Event which you need to view the appointments for
2) Click on the heading "Teacher Schedules" within the Event Summary block
3) Amend the Event Date to view other Event dates (if applicable)
4) Apply a filter to the appointments schedule for any of the Group Types listed here; Years, Class Groups, Registration Groups, House Group or Custom Groups
5) Search for a specific Teacher by typing their name into the search field and clicking on "Search"
Measuring Appointment Attendance
So, you've had a Parents Evening event finish and you want to measure it's success. Within PEMS, you can see the Event Attendance as a percentage with a quick glance at the Event Detail block or you can dive into the details of who missed their appointments by following the below steps:
1) Click on the Event which you need to view the Event Attendance for
2) In the Event Summary block, you will see the heading "Event attendance" with a top level total percentage listed for the whole event. Click on the "Event attendance" heading and the full details of the event are visible
3) Did your event span several days? Review a specific date in the event by choosing it from the "Event Date" select picker
4) Need to filter by one of the Group Types in your event? Filter by one or more of the Group types listed here; Years, Class Groups, Registration Groups, House Groups and Custom Groups.
5) Only interested in a specific student? Search for them in the search bar and click on "Search"
6) Clear your student filter by deleting the student's name and clicking on "Search" again
7) Understanding your data is simple. Per student you have the Attendance as a percentage in the first column.
Per Appointment block, you will clearly see the time stamp for the start of the appointment with the below colour coding system:
- Appointment Booked
- Appointment Attended
- Appointment Missed
8) Export the data to excel for any reporting requirements you have from this tabled data by clicking on Export