There are 4 types of conferences to choose from:

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.

Setting up your conference (see below for EXTERNAL set up)

Navigate to Student Conferences down the left hand SchoolPoint Menu

+New Conference
Add the name, conference dates, select TYPE of conference (choose from the 3 above).
Choose between the 2 booking rules:
- One booking per student per teacher, students and caregivers can make the booking
- One booking per teacher, per residence, only Primary/Secondary caregivers can make the booking
please note: this is currently not modifiable after saving changes, nor is the date/ interview duration modifiable at this stage once saved

You can choose to send email reminders to caregivers with booking confirmation. Ensure this setting is turned off for testing and turn on when live for bookings to be made.

You can then choose your time set up.

There is now the ability within the TUTOR Conference, to limit the student's booking to one only. This is great if there is more than one tutor teacher, so the student/ caregiver can choose to book with one or the other, but not both.

Single booking- multiple tutor teachers
Select appropriate year levels for whom the conference is set up for.

You can choose whether you want staff in the conference to be able to book their own breaks or not.

Go to Rooms down the left menu to set the rooms up that you want to be able to assign staff to.

If you are setting up a Tutor conference, click on Tutor Teachers down the left menu. Click “Sync from KAMAR” and save changes, in order to ensure the tutor teacher data is up to date. Here, you can also assign the classes to each teacher, and then the rooms.
NOTE: If your staff do not appear in the conference list, please ensure they have a class assigned to them under the "Tutor Teacher" List (this name is customisable in the Settings => Labels area).

In the main Settings area => Student Conferences, you can choose whether you let your students book with the same teacher for a different class also.

Note: Staff do not require any permissions to be able to see their own details within a conference. Once added to a conference, this visibility will be automatic. If they are an administrator, or have a permission to “Create Conferences” then they will have access to the whole conference.

You can choose to allow staff to book out their own breaks if you wish, or preset all breaks as an administrator.
Note: Staff will not get notified of a booking each time one is made- they simply need to log in and then view or export the bookings made, which will show the times booked and who they were booked by.

Details/ Statistics and Reports/ Exports

There are now 3 tabs under your conference dates. The Statistics will show once you click on this tab. Also the Reports/ Exports tab will show a variety of exports available:

Reports/ Exports

Cancelling a Staff Member’s Bookings within a Conference

If a Staff member is unable to attend a conference or needs to cancel their booking,
and bookings have already been made, you can click the CANCEL button beside the staff member and it will bring up a customisable email field. Customise this to explain reasons for cancelling and send to caregivers who have booked. You can then go in as the staff member or administrator, to exclude all the subjects for that teacher, so they won't show for students to go and rebook them.
At the student/ caregiver end, they will see a summary of their bookings, and it will show "This booking has been cancelled by the school" if this is the case. The Email Log button will show who has been sent an email and when it was opened.

Email to Caregivers to Cancel Conference

Email to Caregivers- Cancelling the whole Conference

There is a bulk email button under Staff Actions, which brings up a customizable email field and will be sent to all caregivers who have booked. This can be used for any conference cancellations, or reschedule advice to be sent out. The Email Log button beside this will show a list of who the emails have gone out to and the time/ date. This email log also shows email confirmations- which have been sent and opened and when.

Note: If you do need to cancel a conference at any time, and not all caregivers have booked, the best option would be to update the message on the conference to advise postponed/ cancelled, and then close the booking but let it be visible to caregivers. Then when they log in to book, they will see this.

Log In Notice for Cancelled Conferences

Email Caregivers/ Email Log Buttons

If a Booking is Cancelled or Changed- Notifications:

If a caregiver calls to cancel or change a booking for a student, the admin staff can change this within the conference. This will now trigger an email to go to the staff member to advise them of this change. Please note that this is only if changed/ cancelled in the ADMIN side of the conference.

Statuses of your Conference

In order to make your conference visible for bookings once it is all set up:

Select the "Status" drop down button found under the name of your Conference.
Change your status to PUBLISHED- Bookings Open

Ensure however that you have checked the boxes on the Student Navigation for the appropriate year level to view in order to make bookings.
Settings => Main Settings => Student Navigation => select boxes for each year level to view.

In order to ensure your conference is NOT visible to students or caregivers but editable and viewable for Staff/Admin:

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 "Status" drop down button found under the name of your Conference.
Change your status to PENDING (Admin only) or PROOFING (for all staff to view and edit own)

NOTE: in order for a completed conference to be hidden from students once over, change this to CLOSED/ENDED (no parent or teacher access). This effectively just archives the conference. If you leave it at CLOSED it will still show for students and caregivers but will display that the conference has closed.

We also have the ability to hold Google Meet Conferences.
You can choose this in the set up of your conference. Please note: you will need to get your School IT person to set this up initially, via these INSTRUCTIONS.

Helpful Hints

Mentor Classes: When adding staff to a Mentor conference, you can add a "Display Name" at this time, which will appear next to the Staff member. For example, if you wanted to call a staff member "TEACHER A", this would be above their actual name, in the Display Name field. When you then add a student to that staff member, you can do the same at this time, so the student will log in a see TEACHER A, but not necessarily know who they are making a booking with. See screen shots below.

Display Names for Students

Display names

Ideal for: conferences where you might have multiple teachers available but not sure who on the day, will be meeting with the student

External Conferences- All about them

Set up your conference as per the regular conference above. You will see a "Booking Code" appear. This is the code you need to give to students/ caregivers to be able to book with.

Booking Code

Adding Staff:

Under Overview => click Add Staff. Here you can choose a name to show to the students, whilst picking an actual teacher fro the staff list drop down:

External Conference- Adding Staff

Once this is set up and PUBLISHED, students or caregivers (whichever you choose) can book via your SchoolPoint URL:

Conference Registration

Enter their registration code and student/ caregiver details, which will bring them to this booking screen:

Booking Screen for Caregivers/ Students

The caregiver/ student will then get an email confirmation of the booked time.
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