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What are the benefits of a well-planned, and easily managed, parent conference?

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Parent conferences; they’re a universal tool used to better communication and build relationships between schools and families. They’re an accumulation of moments of a year, a painted picture of a child’s academic achievements and well-being, and a chance for some of the most important people in a child’s life to come together to help to create a better future.

They are a vital component of education infrastructure.

Sounds good, doesn’t it? Let’s break this down and talk about the benefits of this for those involved.

Schools

By planning ahead of time and implementing a parent’s booking system, it allows schools to be organised, both for present and future parent conferences. This includes allowing teachers to know in advance who they are seeing and when, and personal choice over scheduling and topics of discussion – such as awards, homework or behaviour.

This consequently steers meetings towards being more targeted, relevant and effective for both teachers and families. Here, the use of technology helps to grow parental engagement and interest, offering real life benefits in expertise of importance.

Online parent conferences are a great example of how technology has helped to revolutionise education systems. Now, multiple teachers can join various online meetings with one click; allowing parents to meet with subject leaders, senior leadership members or any other member of staff involved in the child’s education.

A countdown timer clock, visible on screen throughout, allows both teachers and parents to see the start and end meeting time, as well as how long is left in the current meeting. This ensures that each child, and their parents, are given an equal amount of time, promoting a consistent approach threaded within, and beyond, the meeting.

As well as this, parent’s booking systems are simple and easy to manage for school admin staff; simply taking under 5 minutes to set up but saving up to 100 hours of staff time and between £50 – £100 on office paper and ink. In this example, the mathematics makes perfect sense. Parent’s booking systems are easy to use, and easy to understand, offering brilliant solutions and no-nonsense outcomes.

“It’s transformed our lives in many, many ways.”

“It’s really taken us to the next level.”

“I would highly recommend this to any school, anywhere.”

“Parental bookings have definitely increased since we rolled out the system.”

“It was so much easier just to book online to be able to get the appointments that I want, at the times that I wanted and fit it into my life.”

Parents/ Carers

The new, and novel, way of booking that parent’s booking systems bring, has created a shift in culture that has lead to greater parental engagement. The tools in the system that have brought about this change ensures ease; both in terms of access and in booking.

The use of a ‘Booking Wizard’ (a one-click touch) maximises your time whilst still allowing you to see your allocated teachers at your preferred time.  This incredibly effective way of allowing parents to book, can allow parents to see their conference schedule in 15 short, sweet seconds – and it can be emailed directly to their smartphone, lending itself towards even greater ease. No paper, no chasing, no long waits. It’s a stress-free solution that plans itself around you, for you.

Over the last 18 months, we have watched technology weave it’s way into the school day; from virtual show-and-tell, to online lessons, to uploading your homework through a camera and smartphone, we have watched the world re-build, and people come together, as life fell apart. Video meetings have allowed what we envisioned to become a reality. Technology now allows schools to hold their parent conference virtually through an online device, such as a laptop, computer or iPad.

This means that previous issues of moving from classroom to classroom, struggling to find a parking space, listening to distracting noisy conversations or losing your slot to other parents are simply eliminated. Multiple parent’s can join from different locations, meaning night-shift workers could join during their work break, a parent can join as their dinner cooks in the oven, or conversely, a parent could join from a different continent, if their child attends a boarding school during term time.

Gone are the days of difficulties on public transport, of 20-minute gaps between appointments, of not getting to see the one teacher you needed to see, of a lack of accessibility and thought. And here is the future, all from the comfort of your own home; inclusive, flexible and calmer, video meetings are a way of living that meets everyone’s needs – and they’re loved by teachers and parents alike.

Children and Young People

By increasing the ease of access, and providing schools with a toolbox to engage hard-to-reach families, important conversations around goal-setting, future-building and potential-reaching are able to happen. By providing the time and place, positive conversations are able to happen between the home and the school. By creating a simple addition of parent and teacher, the answer continues again and again, to equal student success.

The greater parental involvement, the greater parental understanding, resulting in better educational experiences and outcomes for children and young people.

There is anecdotal evidence from local authorities, multi-academy trusts, leaders in education and schools universally that they will continue to incorporate video parent conferences this new academic year and long beyond. We need to be prepared for the likelihood that across the globe, in-person meetings won’t be going ahead as social distancing rules continue. But it is so much more than that. The habits of a nation have changed. The shift in technological communication is here.

And that’s where we (Parents Booking) come in…

“One of the strengths of this system is that it does allow us to chase parents where bookings haven’t been made with a particular teacher.”

“The parents are able to organize the appointments in a way in which suits them.”

Here at Parents Booking, we believe that we can help you plan calmer, manageable and successful parent conferences, online. The next level of parent conferences are here.

Let us help you get prepared now, and be part of the technological change that is here to stay.

Are you ready?

Set your school up a free trial to get started. This video will also demonstration how video parent conference meetings work.

New Events and Clubs Module changes for 2021-22

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We’ve been hard at work upgrading the Events and Clubs module this summer, and below are a list of the changes we’ve made so far:

  • The capacity for events and clubs are now tied to the date, not the actual event, meaning where you run an event or club over multiple date ranges, with a capacity of 20 for example, this is the capacity per date now.
  • In the school’s Admin Area > Set Up School > Preferences page, there is a new text field that allows the school Admin to determine a maximum number of clubs that a student can be registered for within one group/term. This will be perfect for schools who don’t want the first parents to login to be able to book more than their fair share of clubs.
  • We have integrated with Stripe, meaning that it, ParentPay and PayPal are all ‘payment gateways’ that schools can configure to take payments online.
  • We’ve added more currencies, so that schools who operate internationally should be able to take payments in their currency.
  • Clubs and Events will very soon use the same Reg Class ‘selection’ interface as parents’ evenings, because we know from trials and feedback that this is much more popular than typing in the Reg Class names.
  • Hopefully by 1st Sept we’ll have launched a new type of Club, which allows parents to select multiple dates. This will be perfect for wraparound care, breakfast clubs and after school clubs where parents can opt students in on selected dates, rather than all dates. An example of how this will look is below.

New video meeting features for 2021-22

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  • If a parent is very early for their parents’ evening, a new notification explains this and a button shows where the ‘join appointments’ button will be shown (15mins before the first appointment starts)
  • When you hang up during a meeting, you do not leave the meeting any more. You are held in the video meeting room until your next meeting starts.
  • A countdown timer now shows how long until your next meeting starts, before or in-between meetings.
  • Parents and teachers can see if the other meetings they will have are ‘online’ or not now. A red circle icon indicates the other participant is not in their video room at this moment in time, whereas a green circle icon indicates the other participant is in their video meeting room.
  • Teachers can now click on a parent’s name, in their video meeting room’s appointment schedule, and expand more booking information, such as contact information and comments submitted by the parent.
  • Parents can share a ‘join link’ that will allow other parents to join the booked video meetings in one click, without even the need for a parent login.
  • Parents who have meetings ‘shared’ with them (by other family members) can now see these on their Dashboard > View my Booking Schedule page, and can choose to opt out of joining these from their Parent Dashboard > Make/Edit My Own Bookings page.
  • The school Admin can define which region the video meetings take place in, in case this is required. See Admin Area > Set Up School > Preferences page.
  • The school Admin can see not only which parents/guardians booked and attended their meetings, but also which extra parents/guardians attended, e.g. when the meeting was shared with them. See Reports tab’s List of Attendees and similar reports, on the day after the parents’ evening, for this data.

At the time of writing we intend to add the following within the next month as well:

  • Screen sharing and a chat box in the video meeting room.
  • Better error reporting, e.g. when a video meeting cannot connect we will explain as best we can to the parent/teacher what the issue is.
  • When multiple users are in the video meeting room, we want to show you the person that is talking to you at all times, so we will code the “video area” to work this way.

More Functionality when Inviting Parents

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We’ve re-designed how parents are sent their invite to parents’ evenings, 1-to-1 meetings set up by teachers, or events/clubs by school Admins. Parents can be sent an invite individually (for example when you are looking to prioritise invites/bookings to certain parents) and later you can send invites to everyone else. You can easily see who you have and have not invited.

This video very quickly describes the changes and how the new features work.

Payment Integration with Stripe

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You can now take payments for events, clubs and trips through Parents Booking’s new integration with Stripe.

The video below demonstrates how this all looks and works, and by going to your school’s Admin Area > Set Up School page, and expanding the Payment Gateway Settings section you can download the latest version of the Stripe integration instructions.

Sharing Existing Bookings, so that Multiple Teachers Can Join the Same Video Meetings.

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Schools can share bookings that have previously been made with one teacher (let’s call them teacher A) with a second teacher (Teacher B). This is really simple to do, and the video and PDF below are both good instructions/resources explaining the process.

Steps:
1. You can share bookings that have already been made with a 2nd teacher at any time, but consider that it might be best to do this after the booking deadline has passed, so you only have to do it once and can do it for all bookings that require sharing.
2. Make sure the teacher you want to share the bookings with has an account on the Teachers page. If they don’t, add them. They don’t need any students added to them, but they do need a name, subject, department and e-mail address (so you can send them a username/password to login with).
3. Go to the Manage Bookings page, fine Teacher A, tick the bookings you want to share, then at the top of the page click Share Booking and share them with Teacher B. If Teacher B was not in the evening, they’ll be added.

Download PDF Instructions Here

Explainer Video:

Allowing multiple parent/carers to join the same parent-teacher video meetings.

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One of the most requested features we’ve had over the last few months has been the ability for parents to join video meetings from different devices/locations.

The above demonstration video shows you where a parent would click the button to allow other parents/carers from the students’ family to join the video meetings that you book.

Parents who use this new feature will have the instructions for the other members of the family who want to login (using their separate login account) and join the ‘shared’ meetings are included in their booking confirmation e-mail and/or print confirmation.

You asked. We listened. This feature has been released this weekend. Hope it helps lots, especially during the Covid-19 pandemic.

Download a Parent .PDF guide for how this works.

How to Run a Video Call Test

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We recommend that schools run tests of video call module before using it for real parents’ evenings, to ensure it will work as well as can be on the day.

It is also vital that networks/firewalls are configured to ‘allow’ the video calls to take place on the school’s network and teacher ‘devices’ (see more on this at the bottom of this article).

The two tests we suggest are below:

Test One: Run a Network test using the Twilio Network Tester:

https://networktest.twilio.com/
Please also note the information at the bottom of this post about information for your IT team.

Test Two: Test with Teachers

Schools should check that the devices teachers plan to use are compatible with the video call technology. This can be done simply by asking teachers to login to their Parents Booking account and click the ‘Video Settings’ button on their Dashboard. This will allow them to test their internet browser is compatible, and that their webcam and microphone work. Teachers can also run the ‘network test’ detailed in Test One above.

The instructions (PDF file) for teachers on how to join the video calls goes into further detail on internet browser and device compatibility.

This blog post details how to set up a more cumbersome but in-depth test, where you set up fake parent accounts and have teachers and ‘fake parents’ book appointments between each other.

Information for your IT/server team:

Media / UDP Network Settings :

– Schools need to allow Port 443 / HTTPS traffic and IT/network teams should be aware these video calls will happen over an encrypted peer-to-peer (P2P) connection, making any network adjustments required.

– Ensure *.Twilio.com URLs are whitelisted.

– Smoothwall/firewall users should add Twilio.com to ‘authentication exceptions’ in Smoothwall’s policies. Some Smoothwall users have also had to modify the’ default outgoing policy’ to allow ‘any internal interfaces’ to access ‘any external interfaces’.

– Our video meetings through Twilio.com generate lots of UDP connections, which school firewalls (or ISP DDOS blocking software) may well be setup to block/drop if they consider them to be a UDP flood attack, and we have seen this on rare occasions. Consider disabling UDP flood protection, or adding Twilio.com as an exception to this part of your firewall, if you find (while using the Twilio Network Test) that the number of UDP connections allowed is much lower than it should be, or if video/audio quality is poor during real video meetings (because these should be crystal clear). Video meetings with anything less than a perfect video, or where the audio and video are not in sync, should be taken as a clue to some sort of disruption caused possibly by a factor such as this.

– We’re also aware that adding chunderw-vpc-gll.twilio.com into to the SSL Inspection exceptions for a firewall has been of significant help to some schools, including those who use Sophos SG UTM as their firewall.

– Finally, we advise whitelisting the most local “media servers” from this list of Twilio IP address ranges. You can also go to your school’s Parents Booking ‘admin area’ > Set Up School page > Preferences page button (bottom left corner, orange button) and choose a region, rather than using “Global Low Latency”, if you want to be certain about which IPs should be whitelisted.

Information for HP Laptops/Computers

One school has reported that where there were issues with the camera and mic not working on HP laptops and computers, this was resolved by removing the Cyberlink YouCam application.

New case study: Boroughmuir High School

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We recently visited the brand new Borughmuir High School in Edinburgh. They have been a customer for a number of years, and a huge supporter of our services, but were also recently named Scottish state secondary school of the year by The Sunday Times, which makes their recommendation of us all the stronger.

Take a little look at the case study below: