Conference night checklist

The day before

• Open the conference's Full page and look at not booked yet. Send a last reminder, or phone the families whose parents show not signed up — they cannot book until they set a password.
• Ask each teacher to open their Meeting Room once and press Join Meeting on any booking, so their browser has already asked for camera and microphone permission.
• Check the Schedule page for gaps that look wrong (a teacher who blocked the whole evening by mistake, for instance).

On the evening

Keep the Schedule page open. Booked slots are filled and coloured by teacher; it refreshes on its own every half minute.

A parent phones saying they cannot find the Join button. It appears on their My Bookings page 15 minutes before their time and stays for an hour after. Before that they see "Your meeting starts in N minutes". If they are looking earlier than that, that is why.

A parent cannot sign in. Use Families to check whether they have set a password. If the row says they have not, Resend setup email. If they have, Forgot password on the sign-in page sends a reset link.

A teacher is running late or absent. Teachers can add a colleague to a meeting from My Bookings ("Add staff"), and an admin can join any meeting from the Bookings page. If the teacher is not coming at all, cancel their bookings from Bookings — each family is emailed.

A family wants a different time on the night. From Schedule, click an open slot with the same teacher and book them; then cancel their original booking from Bookings. Or from Bookings, open the booking and use Reschedule, which does both in one step.

A meeting is running over. If the time clock is on, the teacher can add a minute at a time (if you allowed it). If it is off, the meeting simply runs until the teacher leaves.

The day after

Ask teachers to mark no-shows from their Meeting Room or My Bookings, so the completion figures on the dashboard are honest. Then archive the conference when you no longer need it at the top of the list.