To create an event for applicants or leavers, for information sessions, celebration evenings, tutor meet-and-greets, or other circumstances, go to Parents’ Evening and select ‘Add Event’.
Creating the Event
Name the event and include the date and time it will take place. Include the availability date for parents to register, and add the session length in ‘slot duration’. In the example below, both sessions would be 60 minutes.
For multiple sessions, list each teacher’s name alongside their assigned session in the Information section. Then add all applicants to both teachers so parents can choose their preferred time.
You can also use a form to gather session preferences before you create the applicant parents’ evening. This way you can assign applicants to the correct teacher and session based on the parents’ responses.
Adding the Learners
Next, add learners to the event by selecting the + button.
Then, change the ‘Current’ status, which is the default, to ‘Applicant’ or ‘Leaver’, depending on the event your school is hosting.
Select the applicable applicants and then press ‘Accept’.
Once you return to the event window, click ‘Next Step’ and then ‘Create’ in the Preview window. The event is now active.
Please note that because applicants are not yet enrolled and lack active timetables, Edulink One cannot automatically match them to staff as it does during standard setup. Administrators must manually assign teachers or form tutors to the event. This step must be completed after the initial event has been created.
Enabling the Video conference option allows you to run the event virtually through video calls rather than in person.
By setting the event timeframe (e.g., 15:30 to 18:30) and specifying short time slots (e.g., 5 or 10 minutes each), Edulink One automatically creates multiple appointment slots throughout that window. Parents of applicants can log in and pick a specific time slot that suits them to have an online meeting with their child’s assigned form tutor or teacher.
Manually Adding Teachers and Students to the Event
After creating the event for your applicants (or leavers), select ‘Details’ to add teachers and learners to the parents’ evening.
Firstly, go to + Teachers and select the teachers to add to the event. The teachers will appear in the table once added.
Next, add the students to the teachers by selecting the pen icon under the Learners column in the table.
Change the status to applicant and select the learners required for this teacher. Adding them directly means the parents can only select the session for this teacher. You will need to manually add the students to every teacher you would like them to be able to meet with.
If you are running two or more longer sessions parents could attend (e.g., an information session in the theatre), add the learners to all possible teachers running the sessions, so they can select the session they prefer.
Click ‘Save’ and add a subject to update the learners assigned to that teacher.
The number of students assigned to the teacher will appear under the ‘Learners’ column.
The parents will now be able to log in to Edulink One (if you have set up applicant parent accounts) and book appointments or sessions for the Parent Event.
The information in this article can be applied to school leavers as well, as long as they are still active in Edulink One.
MIS Compatibility
