Organizing parent-teacher conferences with several teachers
One booking page per teacher, a letter to parents with the links, a schedule for the day itself: parent-teacher conferences without paper lists at the door.
How to go about it
Set time windows and conference length
Agree with the staff on which days and from when to when conferences take place and how long one lasts. Plan a short break between conferences so the schedule doesn’t slip from one conversation to the next.
- Example: 2 to 6 pm, conferences of 15 minutes with a 5-minute break = 12 slots per teacher
- If there are two afternoons, create both with their time range – the individual slots follow from it
Create one booking page per teacher
Each teacher creates their own slots. That way every family books with exactly the teacher they want to talk to. There is no shared link for all teachers: each page is its own poll with its own link.
- Give the pages clear titles, such as “Parent-teacher conferences Ms Example, Class 3b”
- The template brings the title; the teacher enters days, time range, length and break
- Teachers with few conferences create correspondingly few slots
Send the letter to parents with the links
Put the links of all teachers into one letter to parents or one message to the class. Parents without a messenger can be reached with the poster: it has a QR code they scan with their phone.
- Name a booking deadline so slots don’t stay open until the day before
- Ask for one slot per teacher
- Ask for the child’s name when booking – the answer appears in the schedule next to the booking
Letter to parents for the conferences
Dear parents, parent-teacher conferences take place on [date]. Conversations run from [time] to [time]. Each teacher has their own page where you book a free slot: [teacher’s name]: [link] [teacher’s name]: [link] Open the link, enter your name and your child’s name and choose a free slot. You don’t need an account. If the slot doesn’t suit you, rebook or cancel on the same device. Please book by [date]. If you can’t open the link, contact the school office. Kind regards [name]Follow up and rebook
The schedule shows which slots are still free. You know from your class list which families are still missing: talk to them directly or send the link once more. Anyone who can’t make it rebooks or cancels on the same device – the old slot is free again right away.
- Free slots stay bookable for latecomers
- Each page is its own poll: Polls doesn’t compare slots with different teachers, so ask in the letter that several conferences be booked one after the other
On the day
Print the schedule and hang it on the door: it shows who comes when. You can fill free slots on the day if needed.
- Other parents only see “taken” for booked slots – you see the names
- If you like, you can make the names visible to everyone
Frequently asked questions
More questions are answered in the Help.
Is there one link for all teachers?
No. Each teacher has their own booking page with their own link. You put the links together in the letter to parents – so families decide whom to book with.
How many slots fit into an afternoon?
Divide the time range by the length of a conversation plus break. From 2 to 6 pm with 15 minutes and a 5-minute break that is 12 slots. Polls creates the individual slots from time range, length and break.
What if a family books the same time with two teachers?
Each page is its own poll, and Polls doesn’t compare them. Ask in the letter to parents to book slots with several teachers one after the other – rebooking is possible at any time.
Do parents have to give their child’s name?
That’s up to you. If you want to know it, ask a question when booking; the answer appears in the schedule next to the booking. Other parents only see “taken” for booked slots.
Goes well with
The template for the booking page, to open and adjust.
All about appointment slots: time range, length and booking.
How many helpers per stand, how long a shift – with a worked example.
More polls for school: parent night, school fair, class trip.
More polls for daycare: helpers, parent night, progress meetings.
The booking page is ready in two minutes
Open the template, enter the time range and length, put the link into the letter to parents.