1. Home
  2. Parents Evening
  3. How Do I Modify a Parents’ Evening Event?

How Do I Modify a Parents’ Evening Event?

Administrators for Parents’ Evening Events have the ability to view events, modify existing events, modify learners/teachers in events, create events or delete events.

Configure your administrators for Parents’ Evening by selecting the Parent Event tab in Administration settings.

To get started, log in using your Edulink One credentials to access the app or website, locate and click the Parents’ Evening icon.

Parents' Evening Icon
Parents’ Evening Icon

The Parents’ Evening window will open— this is where you can view Active and Archived events.

To modify an existing event, you can select either the pen icon to modify the Name of the event, Information regarding the event, and the End time of the event.

You cannot modify the Date or Start time of your event. If this requires modification, contact Edulink One support to modify these variables.

View and Modify Parents' Evening Event: Pen icon and details
Active Events

It’s good practice to have the correct details regarding your event before you create it.

Modifying some details after creation can be difficult!

Details

Administrators can modify who is involved in the parents evening (teachers and learners), see statistics for the evening, delete the event and view contact options for parents of any learners who have not booked a time slot.

Review the details of your Parents’ Evening event in the Details window.

Select the Details button to view.

Details Window
Details Window

Available to parents: Select the pen icon to modify the booking from date and time and the booking to date and time available to parents. Click update once modified.

Modify Available to Parents Bookings
Modify Available to parents Bookings

Max Parent Bookings: Modify the maximum amount of bookings allocated to teachers by changing the number of Max parent bookings. Select the pen icon to modify this feature.

Modify Max Parent Bookings
Modify Max Parent Bookings

Location: You can include or modify the location of your teachers by selecting the pen icon next to Location in the details table.

Modify Parents' Evening location
Modify Location

Modifying Teachers

Add, remove, or switch teachers for your Parents’ Evening Event.

Teachers column: View the teachers allocated to your Parents’ Evening event in the far left column of the table. Scroll to see more teaching staff.

Add Teacher: Add a teacher to your event that is not currently in your teacher list.

Click the Teachers + button to add the teacher.

Modifying Teacher Features

Select the teacher(s) from the images on the right or type the name of the teacher you wish to allocate to the event. Click Add when complete.

Add Teacher Window
Add Teacher Window

Students will not be allocated to an added teacher automatically. You need to manually add learners by modifying Learners in the Details table. Select the pen icon to modify which students/parents have the added teacher for the event.

Delete Teacher: To delete a teacher from your event, select the bin icon. You must confirm if you would like to remove the teacher from the event.

Delete Teacher from Event
Delete Teacher from Event

Please note that deleting a teacher from an event will also delete all bookings for that teacher.

Remove Teacher Confirmation Message

Switch Teacher: If a teacher leaves the school or takes sick leave between the creation of the Parents’ Evening event and the date of the Parents’ Evening event, you may wish for their replacement to act as the class teacher for your event. This can be done using the switch teacher button. Only employees who are not already involved with the event can be selected.

Swap Teacher buttom
Swap Teacher
Swap Teacher Window
Swap Teacher Window

Modifying Learners

The pen icon at the end of a teacher row allows you to modify which learners/parents have that teacher as an option for the event.

Add Learners: You can add/ refresh learners by clicking on the Learner + button above the details table. This would be most suitable to use in the event of a new admission, to add a student missing from the event or to re-add a learner in the event their parents’ details have changed since the event’s creation.

Remove Learners: If a learner has left the school before the Parents’ Evening event takes place, you can remove the learner from the event by clicking on the Learner – button.

Modify Learners Features
Modifying Learners Features

You can also remove learners from individual teachers by clicking the pen icon, tick the Selected box, locate the learner’s image in the right hand and untick their image.

Select Save.

Modify Learners

Next, an update window opens. Type the subject(s) you wish to remove the learner/ parents from attending.

Click Update Learners.

Removing Learner from Subject (same process for adding)

Booking on behalf of a Parent

Administrators and/or teachers can book on behalf of a parent by selecting the Details section on the Parents’ Evening page.

Next, click on the image of the teacher the parent would like to book.

Book Teacher: Click on image
Booking Slots

Click the Book button.

Book Button
Book button

Select the learner and the parent you are booking for. Select Show Slots to reveal the available appointments.

Book Window
Book Window

Select from the slots available— any slots in red have been booked.

Once the slot has been selected, it will populate the teacher’s bookings.

Available Slots
Available Slots

Delete Booking: To cancel a booking, select the image of the teacher whose bookings you wish to modify. Confirm the cancellation of the booking to delete it.

Cancel This Booking
Delete Booking

Export: Click on the Export button to create a .csv file of individual teacher bookings.

Print: Click Print to print individual teacher bookings.

Export and Print Buttons

Parents Without Bookings

Message or export a .csv file with information regarding parents without Parents’ Evening appointments.

Print Without Bookings Options
Parents Without Booking Options

Message Parents Without Bookings: Clicking on Message redirects you to Communicator and automatically populates the parents without bookings into the Parent Recipient Type.

Click Next Step to compose your message.

Message Parents without bookings
Message Parents Without Bookings

Compose your message, including any variables you would like to add, and click Send.

For more information about composing messages, including creating Templates, see the following article on Creating Messages.

Parents without bookings message
Message Pane

To return to Parents’ Evening, exit Communicator and reopen Parents’ Evening in the home page.

Export Parents Without Bookings: To export Parents Without Bookings, click Export to create a .csv file with the information of parents that have not booked.

Print Without Bookings Options
Parents Without Booking Options
Parents without bookings .csv
Export: Parents Without Bookings

Remove Whole Event

To remove a whole event, select the Remove Whole Event button in red.

Remove Whole Event button

You must confirm this action to proceed. Select Yes or No to remove the event.

Remove whole event confirmation
Remove Whole Event

You will lose all bookings if you Remove Whole Event.

Export All Bookings

Select the Export All Bookings button to create a .csv file of all Parents’ Evening bookings.

Export Bookings
Export All Bookings

Attendance Overview

Attendance Overview is populated with the relevant data after an event takes place. However, if the Parents’ Evening event is via video, the Attendance Overview takes place automatically.

To view Attendance Statistics, click the Attendance Overview button.

The overview will show Learners, Number of Slots booked per learner, appointments Attended, appointments Not Attended and those with No Parents attending the Parents’ Evening event.

Attendance Overview
Attendance Overview

To exit Parents’ Evening and return to the main menu, click the back arrow on the Parents’ Evening icon.

Back button
Parents’ Evening Icon
Updated on 10 February 2022

Was this article helpful?

Related Articles