Setup Guide for Teachers - Creating a Parents’ Meeting

Go to Calendar

Click the “Add Event” button and select the “Parents’ meetings” event

Enter details for the meeting and save draft

Publish the event

The event appears in the School Calendar

Parents’ Experience

When the event is published, the Parents are notified via email

Parents can then log in and book the time with the teacher/s. On logging in, select the school and then select the “Parents’ meeting” menu. If there are multiple events booked, select the appropriate one.

Parents can then book an appointment by Smart Scheduling or Manual Scheduling

Parents can select the times for the meeting

Parents will be notified 3 hours before the start of their booked session.

10 minutes before the appointment starts, the parent can log into Involve School Portal, go to the Parents’ meeting section and click on the event.

The Parent can then join the meeting

On joining the meeting, the parent will have the opportunity to select their camera / microphone. The meeting will automatically start at the scheduled time. There is no additional “start meeting” button.

Finally, a countdown will be displayed as the meeting nears its completion time. If the next meeting is scheduled directly after, the parent will be automatically redirected to this next meeting.

Teachers’ Experience

Go to the calendar and select the Parents’ Meeting that has been scheduled.

Open the meeting and select the “Appointments” tab.

All the individual appointments the parents have booked for the teacher will be displayed.

Select the appointment and the teacher will be navigated to the video call. The meetings will automatically start at the appointment time. There is no additional “Start” button to press.

 

FAQ

While you can select a break for all staff linked to the event, you can also add individual events (such as additional breaks, using the “Other Event” option) for staff within the meeting event for the Parents’ Meeting. 

Notifications for the Parents’ Meeting follows the schedule of:

• Those who have yet to book a slot
  • If the “Reminder frequency” is selected for the event, Parents who have yet to book a slot with a teacher will be reminded as per the selected timeframe. They will also be reminded to book every day from 3 days before the booking window closes.
• Parents who have booked a slot will be reminded of the Parents’ Meeting:
  • At the time the booking window closes
  • 3 hours before their meeting starts

Troubleshooting

When joining via a browser or via the Involve App for the first time, the parent may need to select to enable permissions of the browser or app to the camera and/or microphone. Without these permissions set, the parent will not be able to use the video or the microphone.

It is recommended that Parents join the meeting 5 minutes before the start to ensure their camera and microphone are working correctly.

Other troubleshooting tips

On Desktop:

1. Try speaking louder or moving closer to your microphone.
2. Restart your browser and rejoin the call.
3. Check if any other applications are using your microphone.
4. Click the lock icon in the URL bar and ensure microphone access is granted.
5. Go to chrome://settings/content/microphone to check your microphone settings.
6. Try selecting a different microphone from the device dropdown menu.

On Mobile:

1. Make sure your microphone is not covered by your hand or a case.
2. Restart the app and try again.
3. Try using headphones with a built-in microphone.
4. Check if your device has any Do Not Disturb or Silent mode enabled.