Parent-Teacher Conference Scheduling Using Google Calendar

Parent Instructions

Below are instructions for parents on how to schedule your Parent-Teacher Conferences for your student.  If you need additional help with this process, please contact the main office of your school for assistance.

Our conference scheduling system uses Google Calendar.  To access the system you have to log in with a Google account. If you do not have one, use your student’s account.

If you plan to use your phone/tablet during Parent Teacher Conferences, you will need to download the Google Meet app.

It is easier to schedule a conference in a browser (not app) on your phone/tablet. Copy and paste the link into your phone or tablet to see the teachers conference slots available.

When you open the link the teacher sent, it will open to today’s date, so you will need to navigate to the Parent Teacher Conference date.  You can click the left and right arrows at the top of the calendar to move backwards and forwards through the weeks.

• When you navigate to the conference day you will see a series of appointment slot blocks with the teacher’s last name on them.
• If you hover your mouse over an appointment slot you will get a popup indicating the start and stop time for that slot.
• As other parents choose available appointment slots, the slots will get removed from the calendar, so you may see several holes in the schedule.  Conference slots are booked first-come-first-served.
• Once you find a slot you wish to book, simply click on the slot.

Once you click on the slot you want, a popup window will open.

• The box labeled “What” will list the teacher’s name
• The “When” section will list the date and time (make sure this is the slot you intended to choose)
• The “Where” box will indicate that it is Virtual
• In the “Description” box please type in your childs full name so the teacher will be prepared.
• Click “Save” to confirm and book this slot.

You will now get a window saying “Your appointment has been saved”

• You can simply click the “X” in that window to close out of it.
• You can then close out of the appointment calendar for the staff member you chose (by closing out of its tab or window).
• If you need to schedule an appointment with multiple teachers, you will have to access each individual teacher’s link and repeat the same process.

If you need to cancel an appointment, you can do the following:

• Go to your personal calendar, click on the event and then click the delete button.

• This will open a confirmation window asking if you want to send a cancellation email to calendar guests.
• Click “send” so that the staff member will get an automated email letting them know the appointment has been cancelled.
• You can close out of the calendar tab (or window) when done.

Once you have booked your conference appointments, you will see the conference links in your personal Google Calendar.

To access your conference, click the event from your Google Calendar, then Join with Google Meet.

Please join ten minutes ahead of your scheduled time, in case you have any issues. If the teacher is still on another call, you will be placed in a “waiting room” until they are in the Google Meet conference room.  

If you experience any technical issues, you should call in using the phone number and pin in your event to join the conference via the phone. This will keep appointment times running smoothly.