Instructions for Fall 2020

Calendly is an online tool that lets you organize parent-teacher conferences with control and flexibility. 

With Calendly you can set a limit on how many meetings you take in a day, and add buffers so you never have to worry about too many back-to-back meetings. Additionally, all of your scheduled meetings will show up automatically within your 'Upcoming Meetings' in Zoom. 

How to get started

If you are new to Calendly this year, please follow instructions "New to Calendly."
If you have already set up your Calendly account last spring then follow instructions "Modify Calendly from last year."

You may also watch the video below to get an overview of the process.
 

New to Calendly

Please use the links below and then come back to the list of instructions to continue.

Step 3.

List of 1 items.

  • Create the parent teacher conference event

    Create a new event type specifically for your parent conferences. Click New Event Type.

    Click Create next to One-on-One.

    Set the name of the event, Parent Conference, and click Zoom on the location drop down menu.

    Set instructions for your conference and click "Next".

    On the next page, set the duration of each conference, 10 minutes. Next, click Edit under the Date Range section and Click Nov 23rd & 24th. Then click Apply.

    On the calendar section, click on the conference date Nov 23rd to set your available hours for that day.

    Create your afternoon interval, 1:00 PM - 3:00 PM then click +New Interval to create another space for your evening interval, 5:00 PM - 7:00 PM. Once satisfied, click Apply to Nov 23 only.

    On the calendar section, click on the conference date Nov 24th to set your available hours for that day.

    Create your afternoon interval, 1:00 PM - 3:00 PM. Once satisfied, click Apply to Nov 24 only.

    Back on the calendar section, click on Advanced

    Set the Availability Increments to 10 min, Event Max Per day to 30, Minimum Scheduling Notice to 1, Event Buffers: set them both to 0 min.

    Don't forget to click Save & Close.

    Your scheduling calender is now open. Share the link of the calender with parents and they'll begin scheduling themselves. All of your scheduled meetings will appear in Zoom's upcoming meetings tab.

Step 4.

List of 1 items.

  • Reserve your group session slots

    Before you send your scheduling link out to parents you will need to reserve the time slots you will be using for your group sessions so that parents don't sign up for a one-on-one session at those times.

    In order to reserve those sessions we suggest that you signup for those time slots yourself.

    • To begin, click on the "View live page" link.

    • A new window will open showing you the sign up page for your parent teacher conference event.  Select either the 23rd or the 24th, which ever date you want to schedule your group session. (Note you will only be able to schedule one at a time. So for multiple session you will to return to this page to select another date and time.)

    • A list of available times will appear on the right hand side of the calendar. Select a time when you would like a group session to occur.

    • The next page will ask you your event questions.
      Answer them with the following:
      Name: <Groups Session Name>
      Email: <Your work email address>
      For the last two questions you can put "N/A" or "none" since they don't apply in this instance.


    • Click on Schedule Event when done.

    Don't forget to do this process for every group session you want to reserve.

    An email will be sent you for every session containing a Zoom link.  You will want to share these links with the parents you want to invite to your group sessions. If a Zoom link is not included you have to reconnect your Zoom account with Calendly.

    Once you have reserved your group sessions, you may now share your Calendly schedule link with parents so they can sign up for the remaining one-on-one sessions.

Step 5.

List of 1 items.

  • Share your scheduling calendar with parents

    First, gather the list of parents' email addresses from your classes: Click on a class section, then click on Roster.

    Next, click Send Communications to and then click Parents.

    Parent email addresses will appear. Click on Semicolon, then click Copy Addresses which will copy all of the addresses to your clipboard.

    In a new email, click Options at the top right, and enable the BCC option.

    Right click on the BCC field and Paste the parents addresses. You'll need to compose a message to parents and paste the link to your scheduling calendar.
    Remember to delete parents' emails from the list as necessary.

    Click here to go back to Calendly and then click Copy Link on the conference event type you created. Paste the link into your email's body.

Modify Calendly from last year

Step 1.

List of 1 items.

  • Modify Old Parent Teacher Conference Event

    • After you log in, from the Event Types page, click on the event "Parent Teacher Conference."

    • Click on "When can people book this event?" This will expand with more options.


    • Make sure that Event Duration is set for 10 minutes. If it is not set for 10 minutes then you will need to create a new event for Parent Teacher Conferences. I recommend deleting this old event or renaming it so you don't confuse the events; then follow instructions beginning on Step 3 from "New to Calendly" above."

      After verifying the duration click on the Edit option under Date Range.

    • The availability screen will appear.
    Under, When can events be scheduled? Select Over a Date Range.

    Then on the calendar select the 23rd and 24th of November.

    Then click on Apply.

    • Click the 23rd on the calendar.

    • The Edit Availably dialog will appear.
      Set the first time interval to: 1:00 PM - 3:00 PM.
      Click on +New Interval to add another time range.
      Set the second time interval to 5:00 PM - 7:00 PM.
      Then click on Apply to Nov 23rd only.

    • Click the 24th on the calendar.

    • The Edit Availably dialog will appear.
      Set the first time interval to: 1:00 PM - 3:00 PM.
      Then click on Apply to Nov 24th only.

    • Click on the Advanced tab right above the calendar.

    • Set the following settings:
      Availability Increments: 10 min
      Event Max Per Day: 30
      Minimum Scheduling Notice: 1
      Event Buffers
            Before Event: 0 min
            After Event: 0 min

    • Click on Save & Close.

    • Finally, under Additional Options, click on Invitee Questions.

    • Make sure that the following questions, after Name and Email, are set if they are not already:
      What is your child's name?
      What is their class and period?


    • Once set click on Save & Close.

Step 2.

List of 1 items.

  • Reserve your group session slots

    Before you send your scheduling link out to parents you will need to reserve the time slots you will be using for your group sessions so that parents don't sign up for a one-on-one session at those times.

    In order to reserve those sessions we suggest that you signup for those time slots yourself.

    • To begin, click on the "View live page" link.

    • A new window will open showing you the sign up page for your parent teacher conference event.  Select either the 23rd or the 24th, which ever date you want to schedule your group session. (Note you will only be able to schedule one at a time. So for multiple session you will to return to this page to select another date and time.)

    • A list of available times will appear on the right hand side of the calendar. Select a time when you would like a group session to occur.

    • The next page will ask you your event questions.
      Answer them with the following:
      Name: <Groups Session Name>
      Email: <Your work email address>
      For the last two questions you can put "N/A" or "none" since they don't apply in this instance.


    • Click on Schedule Event when done.

    Don't forget to do this process for every group session you want to reserve.

    An email will be sent you for every session containing a Zoom link.  You will want to share these links with the parents you want to invite to your group sessions. If a Zoom link is not included you have to reconnect your Zoom account with Calendly.

    Once you have reserved your group sessions, you may now share your Calendly schedule link with parents so they can sign up for the remaining one-on-one sessions.

Step 3.

List of 1 items.

  • Share your scheduling calendar with parents

    First, gather the list of parents' email addresses from your classes: Click on a class section, then click on Roster.

    Next, click Send Communications to and then click Parents.

    Parent email addresses will appear. Click on Semicolon, then click Copy Addresses which will copy all of the addresses to your clipboard.

    In a new email, click Options at the top right, and enable the BCC option.

    Right click on the BCC field and Paste the parents addresses. You'll need to compose a message to parents and paste the link to your scheduling calendar.
    Remember to delete parents' emails from the list as necessary.

    Click here to go back to Calendly and then click Copy Link on the conference event type you created. Paste the link into your email's body.



Collecting Parents Email Addresses

Sending your Calendly Link to Parents

Refer here if you need more help with Calendly, https://help.calendly.com/hc/en-us/articles/360000234614-Video-Tutorials

Or simply submit a ticket, and someone from ICIT will help you get started.

Modified: 10/16/2020 6:00 PM