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1. Does the school need a workflow before sending out?
• If Yes - Create a template
• If No - No need to create a template. You can use the standard template that is preloaded in the platform.

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2. Go to the Parent Interview Module

• Click on “Add New”
• Select Template

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3. Upon selecting the template, this takes you to the Parent Interview event creation page where you will enter the following information:

1. Subjects
2. Student lists
3. Staff involved

• Event Title - We suggest creating a naming convention
• Event Date
• Event Times - Start / End
• Location - In the EdSmart Settings page you are able to enter a range of locations in the school to be used in this module.
• Year level(s) - The program will offer the following three groups that you can select from to activate for this event, based on the year level(s) you have chosen:
• Subjects
Student lists
• Staff involved

For each one of these groups, you can select make them active by click on them, and they will move to the active box. This feature enable you to now make a particular staff member of student list or subject not active for this event.

• Interview duration minutes
• Interval minutes between interviews
• Maximum number of booking by contacts/parents
• Parent sequential booking
• Send settings:
1. Date and time to send
2. Booking due date for parents/ can initiates reminder
3. Send reminder (Y/N) and due date, repeat reminders and the number of times
4. Close bookings date
5. Save to folder
6. Send a copy to user/user group
• Introduction Field (Long description field) This enables the school to provide information and instructions. This field displays in the email.

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4. If you wish to make a teacher unavailable for a specific set of appointment times you can do this after you have saved the event, this is from the draft stage onwards. To make a teacher unavailable for all the event, do not make them active in step 3. Once the draft has been completed, go to the schedule tab for the event, and make a teacher unavailable for whatever sessions they are unavailable. This can is be done teacher-by-teacher.

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Parent Interview - Parent Engagement

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1. Parent receives an email with the link to the Parent Interview booking event along with the introductory text. A parent will receive one email per child.
2. Parent clicks on the link
3. Booking form opens in a browser
1. Name of student
2. Slip due date
4. Parent can choose -
1. Automatic booking - the program will allocate the best fit appointment, or
2. Manual booking - parent chooses from available appointments
5. If Automated booking is selected -
1. Select earliest time parents can arrive
2. Select latest time they can stay
3. Parent will be alerted to items the school has made mandatory
4. Parent can add items they wish to see
5. Click on suggested schedule

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     6. If Manual booking is chosen -

1. Program displays available sessions
2. Parent chooses time slot, teacher, subject, clicks “book now”
3. When parent clicks on “book now”, they have an option to add comments for the teacher
4. Program will block out teacher chosen from all other time slots
5. Repeat process for all teacher/subject as needed.

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Administrator monitoring and overview

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1. Choose appropriate Interview event that you wish to work with. Click View.
2. The following actions can be done in the  Interview Event Dashboard
   1. Different Tabs in the Events Dashboard:
   2. 1. Event - all details of the event are displayed
      2. Notes - internal notes about the event shared by Users and Administrators
      3. Schedule - can view - appointments by individual teachers
      1. With the individual teacher’s view, you can change availability for each time slot if the time slot is not already booked
      2. Here you can make a teacher unavailable.

   
   

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   d. Bookings - View all student booking status

   1. View individual student(s) bookings and print appointments
   2. Can action broadcasts to subsets of responses
   3. Resend/reopen booking invite for an individual student
   4. Send manual reminder
   5. Filter responses by subsets of responses and/or student lists

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   e. Broadcast - Displays all broadcasts that you have created/sent from the event booking

   f. Reminders log - Displays due date reminder(s)

   1. Displays all manual reminders
   2. Can delete pre-planned reminders

   
   
   

   
   

   Parent Interview  - Staff Engagement  -

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   1. Print the full interview schedule along with attendance and interview notes

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   After the Interview

   All information remains part of the specific Parent Interview event.

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   Info
   Things the Administrator needs to decide  prior to setting up a Parent Interview event: Event Date Event Times Location(s) - This is required in EdSmart settings Year Levels Interview duration minutes Interval between interviews Maximum number of booking by Contracts/Parents Would you like to prevent sequential booking

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