> ## Documentation Index > Fetch the complete documentation index at: https://docs.zionapp.co/llms.txt > Use this file to discover all available pages before exploring further. # Parent-teacher meetings overview > How parents and staff book, request, and document in-person meetings in Zion A meeting is an in-person conversation between a parent and their child's supervisor or monitor. Every meeting is tied to either an open availability slot that staff published in advance, or a negotiated request where parent and staff agree on a time back and forth. Parents, supervisors, monitors, and administrators all work with meetings; teaching staff and students do not have access to this area. ## Two ways a meeting starts Staff publish bookable time slots ahead of time. A parent picks a linked child, picks a bookable staff member, picks an available date and time, and confirms. The slot is claimed immediately and the meeting is booked, with no waiting on a response. See [Availability](/features/meetings/availability) for how staff publish slots and [Booking and requests](/features/meetings/booking-and-requests) for the full parent flow. When no slots are open, or when staff want to initiate contact, either side can propose candidate times to the other. This starts a pending request. The party awaiting a response can accept a proposed time, decline with a reason, or counter-propose a different time, which flips whose turn it is to respond. If nobody responds before every proposed time passes, the request auto-expires. Parents can only meet with supervisors or monitors assigned to their child's learning centre. Administrators are not bookable by parents. ## Who can do what | Role | Can do | | -------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Parent | Book an open slot, propose a time when none are open, watch a staff member for new openings, respond to a staff-proposed time, cancel or reschedule their own meeting | | Supervisor / Monitor | Publish their own availability, hard-book a meeting with a parent immediately, propose a time to a parent, respond to a parent's request, document and close out their own meetings | | Administrator | Publish availability on behalf of any staff member in scope, initiate meetings for any student in scope, view and manage every meeting, review org-wide completion and no-show KPIs | Supervisors and monitors are scoped to the learning centres they are assigned to. An administrator with explicit centre assignments is scoped the same way; an administrator with no explicit centre assignments sees the whole org. ## Meeting and request statuses A meeting itself moves through: **booked**, **rescheduled**, **cancelled**, **completed**, or **no\_show**. A negotiation (before a meeting is firm) moves through separate request statuses: **pending\_parent\_confirmation**, **pending\_staff\_confirmation**, **confirmed**, **declined**, or **expired**. Pending and expired requests are not counted as meetings until one side accepts. ## Documenting and closing out a meeting After a meeting happens, the assigned staff member (or an administrator) documents it with private notes, action items, and a parent-facing summary, then marks it **completed** or **no\_show**. Sharing the summary with the parent is a separate, explicit step from autosaving notes. See [Managing and documenting](/features/meetings/managing-and-documenting) for the full workflow, including cancelling, rescheduling, and reassigning a meeting. ## Administrator oversight Administrators review every meeting across the org from a single view, filtered by centre, staff member, status, and date range. The view reports total firm meetings, completed count, no-show count, and no-show rate. Pending and expired requests are excluded so they don't inflate the totals. How staff publish bookable slots, and how administrators publish on their behalf. The parent booking flow and the staff-initiated request or hard-book flow. Cancelling, rescheduling, reassigning, notes, summaries, and marking outcomes. A parent-focused walkthrough of booking and responding to meeting requests.