Conference Settings for the Parent Portal

Modified on Tue, Feb 27 at 1:58 PM

This page is specifically about just setting up how the conferences will display in the parent portal.

It is for the settings you can toggle on and off via Parent Access>Setup>Settings>School Settings>Conferences.

This is also the spot where you choose to Display (turn on) the Parent Conferences (typically the last step.)

Please refer to this article for an overview on creating conferences.

This settings screen can enable you to allow parents and/or students to schedule conferences with your staff.

Note: School setting on Scheduling tab must also have Show Schedule/Grades checked for parents to see conferences. You set this via Parent Access>Setup>School Settings>Scheduling.

Options/Parameters

Fields	Description
Open Event for Conferences	This is a listing of events on your school's calendar. If you select an event, a link labeled "Schedule a Conference for {Event Name}" will appear on each student's Conference tab. So if an event called "Parent Teacher Conference" is selected, a link called "Schedule a Conference for Parent Teacher Conference" will appear on the Conference Screen. Example: How it looks in the portal: You can select up to 5 events to show to parents at one time. This is particularly useful if you have several days of conferences that begin at different times.
Max	Controls how many conferences a parent is allowed to reserve for a specific event. So if it is set to 3, a parent will only be able to reserve a total of 3 conferences per child. If the "One Conference Per Household" box is enabled however, then the "Max" is now indicated per household. So if two parents at separate addresses both have a parent portal account, both parents will be allowed to reserve 3 conferences each.
Display Conferences Tab	This will display all student conferences available for parents on the Conference screen. This feature is useful to display conferences on the conference screen even when the scheduling of conferences is not being allowed. If this is not checked, the Conferences tab will not appear for students in this school
One Per Household	If checked, a student may have more than one conference created for each teacher if the parents do not live at the same address.
Do Not Send Reminders	If checked, reminder notifications will not be sent to parent users. If unchecked, conference reminders will be automatically sent out to parents 48 hours prior to the conference.
Only Users Past Conferences	If checked, parent/student users will only see conferences reserved by their user under the Past Conferences section
Allow Virtual Option	If checked, parent/student users will be able to select an in-person or virtual conference at the selected time
Allow Translator Option	If checked, parent/student users will be able to request a translator. Languages available to the parent are defined in the 'Translator Languages' generic code table.
Show All Course Teachers	For event conferences, check this to display all teachers for a course. If unchecked, only the primary teacher will be shown.
Only display courses that	The course display controls what courses are shown to the parent user when requesting courses. By default, only courses who meet during the marking period of the conference date are shown on Reserve Conference screen. For instance, if a conference falls on 11/19 and that date is in MP2, then only courses that meet during MP2 will be available for conferences. By selecting the "Courses meeting during selected MP's" option, you can specify marking periods for the courses that will be displayed. So if you want to have conferences after MP1 for your MP1 courses, you can select this option and choose MP1. Now only courses that meet during MP1 will be displayed on the Reserve conference screen.
Course Display	All courses in student schedule: All courses in a student's schedule will be displayed on the screen as long as the teacher has at least conference slot created. All courses and homeroom teacher: Same as above but the homeroom teacher will also be displayed if the homeroom is not in the student's schedule. Homeroom Teacher: Only Only the homeroom teacher will be displayed on the screen to select conferences. The student is not required to have the teacher in their schedule. All EXCEPT Homeroom Teacher: Only courses that are NOT with the student's homeroom teacher will be displayed.
Conferences Can Be Scheduled for	Only the courses primary teacher - Only conferences for the primary teacher of a course will be allowed to be scheduled. Any teacher for a course - Conferences will be allowed to be scheduled for any teacher attached to a course. Only Conferences for all Course Teachers - Only conferences that have all teachers of a course as attendees will be allowed to be scheduled.
Student List for Events	If a student list is selected, conferences will only be allowed to be scheduled for the students in the selected list.
Ungraded Course options	By default, ungraded courses are not displayed for parents to schedule conferences. By clicking on the link, you will be given options to display those courses based on the flags in the curriculum.
User Type Permissions
Can Schedule for Event	*A Calendar Event must be selected and staff members have to have created available conferences for this event. Student - If this is checked, then Parent Users with a type of Student can schedule conferences for an event. Guardian - If this is checked, then Parent Users with a type of Guardian can schedule conferences for an event. A relationship must be defined for any student you would like to have conferences setup for to tie back to a contact record.
Can Schedule for Staff	*Staff members have to have created available conferences Student - If this is checked, then Parent Users with a type of Student can schedule conferences with a staff member. Guardian - If this is checked, then Parent Users with a type of Guardian can schedule conferences with a staff member. A relationship must be defined for any student you would like to have conferences setup for to tie back to a contact record.

Important Note: Verify the Parent Account has a ROLE that has the “Conferences” checked off. You can see the role tied to their account via Parent Access>Setup>Users>Modify User. Go to Parent Access>Setup>Users, search for the logon ID, click on their Logon ID to get to the Modify User screen. This field is in the “Students Attached…” area. Update the Role itself via Parent Access>Setup>Roles>Modify Role. Check off “Conference” and click SAVE. Mass assign Roles to users by student list via Parent Access>Setup>Roles>Assign Roles.

What it Looks Like in the Portal: