Admin FAQ
Short answers to the questions school offices ask most.
On this page
- A parent says they never got the email
- A parent has two children with the same teacher — do they book twice?
- Can two parents in the same family both attend?
- Why is a class greyed out when I create a conference?
- Why can't I change the conference date after publishing?
- Can I run the same conference over two evenings?
- How do reminders work?
- Can a parent join without an account?
- Where do old conferences go?
- What can office staff not do?
- A teacher is full and parents keep asking
- How do I set up next year?
- Can we run conferences in the building?
A parent says they never got the email
Check the address on Families. If it is right, resend the setup email from their row; ask them to check spam for a message from SchoolConference. If it is wrong, edit it and resend.
A parent has two children with the same teacher — do they book twice?
Yes, once per child, so the teacher has a slot for each. The system refuses a second booking for the same child with the same teacher.
Can two parents in the same family both attend?
Yes. When booking, tick both; both get the confirmation and the Join button. A parent can also add the other parent to an existing booking from their My Bookings page.
Why is a class greyed out when I create a conference?
It has no lead teacher. Assign one on Classes.
Why can't I change the conference date after publishing?
Families have booked against it. Cancel the conference (each family is emailed) and create a new one with the right date.
Can I run the same conference over two evenings?
Create one conference per evening — for instance "Fall Conferences – Tuesday" and "Fall Conferences – Thursday" — with the same classes. Families choose whichever evening suits them. A family that books both evenings for the same child with the same teacher is refused the second time.
How do reminders work?
Parents get an email reminder the day before by default; they can choose 2 days, 1 day, 1 hour or 15 minutes ahead in their profile. Reminders are email only.
Can a parent join without an account?
A teacher can send a family a direct meeting link from their Meeting Room; it works without signing in. Booking, though, always needs an account.
Where do old conferences go?
Finished conferences sink to the bottom of the list and after a term fold behind Show older. Archiving hides one from parents and teachers; nothing is ever deleted automatically.
What can office staff not do?
Edit staff accounts or school settings, and host meetings. Everything else — families, students, conferences, bookings, the Schedule page — they can.
A teacher is full and parents keep asking
They can join the teacher's waitlist; the next cancellation is held for the first family in line for two hours. You see the list on the conference page. See The waitlist.
How do I set up next year?
Organization → Start a new school year, then import the new roster. See Start a new school year.
Can we run conferences in the building?
Yes — set Meetings happen to In person or Parents choose, add the building and each teacher's room. See In-person and hybrid conferences.