Managing a booked meeting, including notes and outcome
Cancel a meeting
Either the parent or the staff participant on a firm (booked) meeting can cancel it. Cancelling requires a reason of at least one character. Cancelling frees the linked availability slot so it becomes bookable again, deletes the associated calendar event, and notifies both parties.A pending request (one still awaiting accept, decline, or counter) cannot be cancelled. It must be declined instead, which also requires a reason.
Reschedule a meeting
Either participant can move a booked meeting to a different available slot. The old slot is released and the new slot is claimed together as one step, so the meeting is never left without a slot and the new slot can never be double-booked.Reassign a meeting
Staff can reassign a booked meeting to a different bookable staff member in the student’s learning centre. The outgoing staff member and the incoming staff member are notified separately, so both know the meeting has moved off, or onto, their calendar.Add a meeting to your personal calendar
Either party, parent or staff, can add a confirmed meeting to their personal calendar from the meeting detail view. This uses the same calendar connection that publishes other Zion events, so the meeting shows up alongside your other calendar entries.For how calendar events and subscriptions work more broadly, see Calendar overview.
Document the meeting
The assigned staff member, or an organization administrator, opens the meeting detail page to record what happened.1
Open the meeting
Go to the meeting from your meetings list.
2
Autosave private notes and action items
Write private notes and action items as the meeting happens or shortly after. These autosave independently of each other and are never visible to the parent. Saving notes does not change the meeting’s status.
3
Draft a parent summary
Draft the parent-facing summary in the same notes editor. This draft is separate from the private notes and is not sent to the parent until you explicitly share it.
4
Share the summary with the parent
Choose to share the summary. An empty summary is rejected. The parent is notified only when the shared text has meaningfully changed from what was shared before, so re-sharing an unchanged summary does not send a duplicate notification.
5
Mark the meeting completed or no-show
Once the meeting has happened, mark it Completed or No-Show. Only a booked, non-pending meeting can be transitioned this way. Marking a meeting No-Show notifies the parent with a prompt to re-book.
Administrator oversight
An administrator reviews meeting activity across the whole organization from Meetings in the admin area, scoped to the centres they are assigned to, or every centre if they have no explicit centre assignment. The oversight view supports filtering by:
The view also surfaces four summary measures:
Meetings overview
What a meeting is, its statuses, and who can meet with whom
Booking and requests
How parents and staff book, propose, and confirm meetings
Staff availability
Publishing bookable time slots as a supervisor or monitor
Meetings and communication
The parent-facing guide to booking, viewing, and cancelling meetings