_Basic Steps: Setup your Conference => Manage your Conference => Pre-book Times => Publish_

Allowing students to be able to see and select times for a conference can be setup when creating a Conference / when managing a Conference.

How to create and publish a Conference:

_Basic Steps: Create your Conference => Setup your Time => Add & Assign Rooms => Publish_

Create your Conference:

=> Navigate to "Student Conferences" in the left hand navigation.

Note: You can change the name for these under Settings => Labels

=> Select "New Conference" in the side menu.

=> Complete the fields that you require. "Type of Conference" allows you to choose tutor/ subject classes, or Mentors. Choosing mentors is a manual process where you can select individual teachers and add students to them, without needing to sync from KAMAR to get the data.

=> Click on "Save".

Note 1: Leaving all "Year Levels" unchecked or checking all will mean all students will have access to the conference.

Note 2: When viewing students by staff member, only students from those year levels and students that have not been omitted by subject (In subject type conferences) will now be displayed..

Set up your Time:

=> Select the times that are available to be booked for your Conference.
You can choose the start time and increments thereafter. If you would like to leave say an hour out for lunch, then uncheck the times around this hour.

Note: Use "shift + click" to select multiple times

Please be aware, that once the times are saved, you cannot go back and extend the times, you will need to set up a new conference.

=> Click on the "Next" button, you will be redirected to the Overview page.

Add Rooms:

=> Click on the "Manage" button next to the Conference that you have created.

=> Add your Conference Rooms by selecting the "Edit" button under the "Rooms" section on your right.

=> Add the name of your room and click "Save".

Note: You can also delete a room here if you require

=> Click on "Manage Conferences" in the side menu to return back to the Overview page.

Assign a Room:

Note: It will remember the default rooms for each teacher from previous conferences, so you can either keep these as is, or choose to bulk unassigned rooms, or bulk assign rooms if there is just one room.

=> To change multiple rooms individually, click on the drop down button named "Room" next to the staff member.

=> Assign a room.

=> Click on "Manage Conferences" in the side menu to return back to the Overview page.

Note: You can also add / edit staff in this section if required.

Publish your Conference:

=> Click on the "Publish" button under the title of your Conference, to make it live and enable students/ caregivers to be able to book a time when they log in.

Don't forget to then go to the Settings => Student Navigation and enable the navigation for the corresponding Year Level students so they can then see and access the conference to book!


How to advise Students/ Caregivers of the conference:

Simply send out a link to your SchoolPoint/ Portal log in to students and caregivers via your newsletter/ email.
Create a "Useful Information" Page for the conferences, and have this on the SchoolPoint Home Page so caregivers and students see this when they first log in, to get their attention and explain how to book a time. See => Useful Information Pages" in the help guide https://app.crisp.chat/website/26dad898-0707-4ca7-b5e8-208a034a2fd3/helpdesk/articles/en-nz/b4dcdceb-b2e0-4d94-b04a-27c37f263b33/

How to edit a Conference that has been created:

=> Navigate to "Student Conferences" in the left hand navigation.

=> Select "Manage Conference" in the side menu.

=> Select "Manage" next to the Conference you would like to setup these restrictions against.

=> Select the "Edit" button found under the name of your Conference.

=> Edit the fields that you would like to change. Note, you cannot edit the time duration for the interview, or extend the conference time slots once conference is set up.

=> Click on "Save".

Permissions and Conferences

When staff are assigned to a conference they will have automatic access to their own bookings and students, and be able to move their times and add students etc.
In order to be able to view the whole conference- so all staff and times, or create and edit the whole conference, then they will need the permission in Settings => Permission Groups => Conference Bookings; then "Create Conferences" checked.
When staff are assigned to a conference they will have automatic access to their own bookings and students, and be able to move their times and add students etc.
In order to be able to view the whole conference- so all staff and times, or create and edit the whole conference, then they will need the permission in Settings => Permission Groups => Conference Bookings; then "Create Conferences" checked.

|| Note 1: Leaving all "Year Levels" unchecked or checking all will mean all students will have access to the conference.

Note 2: When viewing students by staff member, only students from those year levels and students that have not been omitted by subject (In subject type conferences) will now be displayed..



NOTE
There is now a feature which allows you as an Admin, to allow staff to block out their own break times. In this field, you can choose the number of breaks to allow staff to enter themselves. It will default to 0 which means they cannot select any breaks so this can be changed.

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