Maintaining Your Appointment Schedule

Subjects

Enter the Subject priority, request interviews with specific parents, or delete the Subject from the conference.

For more information, refer to the TASS Knowledge Base article on ‘Maintaining Your Subject Preferences.'

Bulk Assign Meeting Link

Set the meeting link for appointments. Like with any other grid program in TASS, you can fill down or drag from the lower right corner to speed up data entry.

Teachers can edit or delete individual Online Meeting Links by clicking 'Notes' in the Action column of the Appointment Schedule screen.

Generate Emails

The 'Generate Emails' button presents the standard email modal allowing you to email those parents and students that you have an appointment with. You have the option to use a predefined template or create your own email.

Use the ‘Email Template’ dropdown to select predefined templates created by your school using TASS.web System Admin > Utilities > Email Settings on the ‘Email Templates’ tab.

Templates must be assigned to the ‘Parent Teacher Interview’ category to appear in the dropdown list.

For more information, refer to the TASS Knowledge Base article on ‘How do I send email communications for Parent Teacher Interviews?’

Print Appointment Schedule

Print your appointment schedule.

Block

Select ‘Block’ to make yourself unavailable for an appointment slot.

You can nominate how many appointments to block by using the 'Block Appointments To' field and entering the reason for blocking them.

You can also reverse this process for this appointment by clicking the 'Unblock' link from the 'Appointment Schedule' screen.

Unblock

Select ‘Unblock’ to become available for an appointment slot after blocking it.

Add

Select ‘Add’ to manually enter an appointment.

If, for example, a parent has contacted you directly.

Use the ‘Magnifying Glass’ icon to search for the student.

Once selected, the student and parent details will be displayed. 

You can change the 'Parent Attending / Name', 'Parent Email' and 'Parent Mobile Phone' fields if the parent has advised that they are different for this appointment.

Select the ‘Subject Code’ for the appointment.

Select ‘Save’ to save the appointment.

When a new appointment is added, parents are not automatically notified. Use the ‘Generate Emails’ feature to inform parents about the appointment.

Split

Select ‘Split’ to split this appointment into two.

Appointments shorter than the specified 'Minimum Appointment Length' for this conference cannot be split. Additionally, you cannot split an appointment with an odd duration, as it cannot be evenly divided.

You can also reverse this process for this appointment by clicking the 'Join' link from the 'Appointment Schedule' screen.

Join

Select ‘Join’ to rejoin a previously split appointment.

Two standard (non-split) appointments cannot be joined.

Move

Select ‘Move’ to move an appointment to another available time slot.

First, select a new appointment time from the 'Move Appointment To' field.

Only available appointment times will be displayed.

Next, choose how you would like to notify the parent of the appointment change:

• Email Parent.

• SMS Parent.

Example of Appointment Rescheduled - Email to Parent

Title: Interview Appointments with [teacher name] Rescheduled Body: Please note that your interview appointment with [teacher name] re: [student name] - [subject] has been rescheduled to [date/time]. This Email Template can be modified in TASS.web System Admin > Utilities > Email Settings > System Email Templates, then select Appointment Rescheduled - Email to Parent.

Example of Appointment Rescheduled - Email to Teacher

Title: Parent Teacher Interview Appointment with [Parent Name] has been Rescheduled Body: Your Parent/Teacher interview appointments with [Parent Name] for [Preferred Name] - [Subject] has been rescheduled to [date/time]. This Email Template can be modified in TASS.web System Admin > Utilities > Email Settings > System Email Templates, then select Appointment Rescheduled - Email to Teacher.

Example of Appointment Rescheduled - SMS to Parent

Pls note that your interview appt with [teacher name] re: [student name] / [subject] has been rescheduled to [date/time].

Swap

Select ‘Swap’ to swap appointments with another parent. 

First, use the 'Swap Appointment With' field to select the parent booking with which you would like to swap this appointment.

Next, choose how you would like to notify the parent of the appointment change:

• Email Parent.

• SMS Parent.

Example of Appointment Cancelled - Email to Parent

Title: Parent Teacher Interview Appointments with [Teacher Name] has been Cancelled Body: Please note that your interview appointment with [teacher name] re: [student name]- [subject] has been Cancelled. This Email Template can be modified in TASS.web System Admin > Utilities > Email Settings > System Email Templates, then select Appointment Cancelled - Email to Parent. When all appointments for a Teacher are cancelled the All Appointments for a Teacher Cancelled email template will be used in place the template mentioned above.

Example of Appointment Cancelled - Email to Teacher

Title: Parent Teacher Interview Appointment with [Parent Name] has been Cancelled Body: Please note that your interview appointment with [parent name] re: [student name] has been cancelled – please contact the school. This Email Template can be modified in TASS.web System Admin > Utilities > Email Settings > System Email Templates, then select Appointment Cancelled - Email to Teacher. When all appointments for a Teacher are cancelled, the All Appointments for a Parent Cancelled email template will be used in place of the template mentioned above.

Example of Appointment Cancelled - SMS Message to Parent

Pls note that your interview appt with [parent name] re:[student name] has been cancelled – pls contact the school.

Cancel

Cancel an appointment. 

Choose how you would like to notify the parent of the appointment change:

• Email Parent. 

• SMS Parent.

Example of Appointment Cancelled - Email to Parent

Title: Parent Teacher Interview Appointments with [Teacher Name] has been Cancelled Body: Please note that your interview appointment with [teacher name] re: [student name]- [subject] has been Cancelled. This Email Template can be modified in TASS.web System Admin > Utilities > Email Settings > System Email Templates, then select Appointment Cancelled - Email to Parent. When all appointments for a Teacher are cancelled the All Appointments for a Teacher Cancelled email template will be used in place the template mentioned above.

Example of Appointment Cancelled - Email to Teacher

Title: Parent Teacher Interview Appointment with [Parent Name] has been Cancelled Body: Please note that your interview appointment with [parent name] re: [student name] has been cancelled – please contact the school. This Email Template can be modified in TASS.web System Admin > Utilities > Email Settings > System Email Templates, then select Appointment Cancelled - Email to Teacher. When all appointments for a Teacher are cancelled, the All Appointments for a Parent Cancelled email template will be used in place of the template mentioned above.

Example of Appointment Cancelled - SMS Message to Parent

Pls note that your interview appt with [parent name] re:[student name] has been cancelled – pls contact the school.

Notes

Select ‘Notes’ to enter notes against appointments prior to, during and after an interview. 

Parent Comment: This section displays any notes that a parent may have entered when requesting or booking an appointment through Parent Lounge.

Teacher Note: Internal notes that are not visible to parents.

Teacher Note Attachment: Click ‘Choose File’ to add an attachment.

Appointment Note: Notes that can be shared with parents via email.

Appointment Note Attachment: Click ‘Choose File’ to add an attachment.

Meeting URL: If an Online Meeting URL has been defined, it displays here. Click the ‘Join Online Meeting’ button to access this URL and join the meeting.

Notes can be viewed/printed from the following locations:

• Staff Kiosk Listings > Class Lists/Emails.
  Tick 'Parent Teacher Interview' in 'Note Type Options'
  Choose 'Appointment', 'Parent' and/or 'Teacher' in the 'Notes Filters' - 'PTI Note Categories'.  This can be exported to PDF, Excel, Word or used to Generate Emails.

• Staff Kiosk Student Search > Student Profile > Notes.

• TASS.web Teacher Records > Parent Teacher Interviews > PTI Conferences > [Conference] > Teachers tab > [View Teacher] > Appointments tab > Print >  'Parent Note', 'Appointment Note' and 'Teacher Note' are available as Additional Fields.

Join Online Meeting

If a URL for an online meeting is configured, a 'Join Online Meeting' link shows. Click this link to join the online meeting with the parent.

There are two methods for bulk assigning the URL for the Online Meeting Link:

1. Teachers can add the Online Meeting Link via Staff Kiosk Staff > Parent Teacher Interviews and using the 'Bulk Assign Meeting Link' button. They can add the link to the first appointment and use the 'Fill Down' option to populate all booked appointments. Teachers can edit or delete individual Online Meeting Links by clicking 'Notes' in the Action column of the Appointment Schedule screen.

2. Administrators can add the Online Meeting Link via TASS.web Student Admin > Teacher Records > Parent Teacher Interviews > PTI Conferences on the ‘Teachers’ tab.

Schools need to use their own online meeting software to obtain the 'Online Meeting Link' as TASS.web does not provide this function.