There is now the ability to hold Google Meet conferences online. An essential part of today's uncertain world, which still allows staff to meet and chat with caregivers and students in a safe virtual environment.

Before setting up your Google Meet conference, you will need to give these technical instructions to you school's IT person.
Students and caregivers will need a Google email account to be able to access the link
Once the technical integration has been set up, follow these steps:

Conferences > New Conference

Fill out all the details accordingly. Choose you TYPE of conference. This could be:

Tutor Conference - (like a form class/ home room conference- Syncs from KAMAR- but you can manually assign and save classes)
Subject Conference- Subject teachers sync from KAMAR with subjects and the students attached.
Mentor Conference- a Customisable conference where you add the staff you want and the students you want to those staff members (does NOT sync from KAMAR)
External Conference (NEW April 2021) - good for students not yet in KAMAR, such as enrolment interviews. Caregiver access is via a code to book so no log in to SchoolPoint needed.

You can add extra staff and Students manually into any conference (the staff must be in KAMAR).

Choose Online Conference from the drop down.

With the Email reminders- you will need to check this box for the caregivers to be emailed a with appointment times, and to be able to log in to access the Google Meet link for each appointment.
You can uncheck this box for testing, that way the caregiver won't get a testing email, then enable the checkbox at go-live.

When using TEAMS, your staff will need to "authorise a connection to Google" initially when they log in. They will be prompted via a "Connect" button when they log into the conference.

If you allow caregiver comments, you can access and read these in the DETAILED VIEW under bookings once they have been made. Your staff can also access student results on this detailed screen to be able to discuss at the interview:

Detailed Student View

The summary instructions are where you can include basic notes as to how to make the booking.
Description is full details like why the conferences are being held, and welcoming the students/ caregivers into the interview and what you aim to get out of the conference.
Once SAVED, you will see the times set up. Click the start time, then "SHOW TIMES" to be able to click start time and hold down Shift and click end time to cover all the times you want.

If you want your conferences to be 8 minutes iong, and the breaks in between to be 2 minutes for example, ask your school IT department to instal a Google Meet Countdown Timer Plugin- which will help keep your staff on track for the meetings. Currently the plugin only works on Chrome or Edge.

Go into EDIT TIMES to block out the breaks for staff. (If you have allowed them to block their own, they can go and block additional breaks).

Depending on the type of conference- if it is TUTOR you will need to assign a class to your staff in the TUTOR TEACHERS menu first.

Assign Tutor Teachers to Classes
If you are using a MENTOR conference you will need to ADD STAFF then ADD STUDENTS accordingly of them to access the conference.

Once your staff assigned to the conference log in, they will see only their times/ students etc, unless they are ADMINISTRATORS in which case they can see all staff and bookings, or they have the permission "MANAGE BOOKINGS AND SETTINGS".

Once the students are assigned to the staff member in their list, the staff/ admin can go in to manually book a student at any time, they do not need to log in as a student first. In this menu they can also mark as attended or didn't attend after the conference, and also add comments private to the staff only. Staff can also delete and booking and make a new one for their students here, with or without a message being sent to the caregivers.

Staff can click on the "EMAIL CAREGIVERS" button and send a message to all booked caregivers possibly a welcome email or a reminder to log in to find their Google link in time for the meeting.
Click the "EMAIL LOG" button to confirm the emails have been sent. This is always good to check if a caregiver advises they didn't receive the email- you can check and see the status of that email.

When the booking has been made, refresh the screen and you will see the Google Meet video icon. This will be visible on the student and the staff's Google calendar. The Meet link is accessible via calendar or the list of bookings for the Staff.

Google Meet Confirmation

If the 'SEND EMAIL TO CAREGIVER/STUDENT" box is checked in the set up, they will get an email to log in to access their Google Meet link.

If for whatever reason, the staff member can not make the interviews, then click the "SET UNAVAILABLE" button and you can send a custom message either saying another staff member will fill in, or that the bookings made have been cancelled and that you will be in touch to rebook etc.

Set Unavailable/ Cancel Staff Booking

Make sure to set the Status of the conference once you are happy with it, to "PUBLISHED- BOOKINGS OPEN" in order for your audience to see and book an interview.

Publish for Audience to See and Book

Click here for more about conferences in general

All about conference statistics
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