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A meeting between a parent and their child’s supervisor or monitor can start two ways: the parent claims an open slot right away, or one side proposes times and the other side accepts, declines, or counters. Staff can also start a meeting directly with a parent, either as a request or as an instant booking.
Parents can only book or request meetings with supervisors and monitors assigned to their child’s learning centre. Administrators are not bookable by parents.

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Parent books an open slot

1

Open the booking wizard

Go to /parent/meetings and click Book a meeting.
2

Pick a child

Choose which linked child the meeting is about.
3

Pick a staff member

Only supervisors and monitors assigned to that child’s learning centre appear as bookable.
4

Pick a date, then a time

Available dates show first, then the open time slots on that date.
5

Confirm

The slot is claimed atomically, so two parents can never book the same slot. A slot that has already passed or was just taken is rejected. Both the parent and the staff member get a calendar event and a notification.

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When no slots are open

If the staff member has no open slots, the parent has two options from the same booking wizard.
The parent proposes up to 5 candidate times, with an optional agenda. This creates a pending request awaiting the staff member’s response. The staff member is notified and can accept one of the proposed times, decline with a reason, or counter with a different time.

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Staff-initiated meetings

Supervisors, monitors, and administrators can start a meeting with a parent directly, without waiting for the parent to book.
1

Open the new meeting form

Go to /staff/meetings and click Request a meeting, then continue on /staff/meetings/new.
2

Pick a student

Administrators can pick any student in the org. Supervisors and monitors are limited to students in their assigned centres.
3

Pick a staff member

This can be the initiating staff member or a colleague who is bookable for that student.
4

Choose request or hard-book

Propose candidate times and wait for the parent to respond, or claim an open slot immediately with no parent confirmation needed.
A hard-booked meeting is confirmed the moment it’s created. Calendar events and notifications go out right away to both the staff member and the parent.

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Responding to a pending request

A pending request is always waiting on one specific party. Only that party can respond.
ActionEffect
AcceptConfirms the proposed time; the meeting becomes booked
DeclineCancels the request; a reason is required
Counter-proposeSuggests a different time; the turn flips to the other party
If a parent counters a staff-initiated request, the staff member must respond next. If staff counters a parent-initiated request, the parent must confirm the countered time from /parent/meetings.

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Auto-expiry

A pending request does not stay open forever. A daily job checks every pending request, and once every proposed time has passed with no response, the request is marked expired. The original initiator is notified, and can start over: a parent can book again, and staff can re-propose.

Meetings overview

How meetings and requests fit together, plus the full status list.

Publishing availability

How staff and administrators create the slots parents book against.

Managing and documenting meetings

Cancelling, rescheduling, reassigning, notes, and marking a meeting completed or no-show.

Meetings and communication for parents

The parent-facing walkthrough for booking, requesting, and following up on a meeting.