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Staff Appointments

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Staff Appointments lets teachers publish bookable time slots (for example for learning conversations or parent–teacher interviews) and lets staff, students and caregivers book those times. Teachers book and manage appointments from Teacher Home; appointment sessions themselves are set up by an administrator. Staff Appointments must be enabled for your school — contact support if you cannot see it.

Staff Appointments lets teachers publish bookable time slots (for example for learning conversations or parent–teacher interviews) and lets staff, students and caregivers book those times. Teachers book and manage appointments from Teacher Home; appointment sessions themselves are set up by an administrator. Staff Appointments must be enabled for your school — contact support if you cannot see it.

Where appointments appear on Teacher Home

  • The Appointments accordion in the Teacher Home side menu lists your upcoming appointments grouped by date (today's appear under Today), each showing who the appointment is with and the time; hover to see the subject. If you have nothing coming up it reads No Future Appointments Found, and a pop-up reminder appears when you have appointments later today.
  • The Create menu contains Book Appointment and Manage Appointments.

Screenshot: Appointments accordion in the Teacher Home side menu

Booking an appointment

  1. Open Create > Book Appointment. The Book Appointments window shows a calendar of days that have available sessions.
  2. Click a day to see its sessions, then click a session to open the Available Sessions list showing each time slot with its Location, Start Time and End Time. Slots in the past, and times you have marked yourself unavailable for, cannot be booked.
  3. Click Book Session on a free slot.
  4. Choose the student in Select Student and enter a Subject (up to 100 characters — it is pre-filled with the session name), then click Book Appointment. If either is missing you will be prompted to Select a Student or Specify a Subject.
  5. When the booking succeeds you will see Appointment Booked and be asked: "Appointment booked, would you like to send a Calendar invite via email?" Sending the invite emails a calendar (.ics) attachment so the appointment can be added to the recipient's calendar.

The system prevents double-booking. If the time was taken while you were booking you will see that the session is already taken, and if the other person already has a booking that overlaps the time you will see "The selected user already has a booking for the selected time, please select another time". Overlaps are checked by time range, so sessions of different lengths cannot collide either.

Screenshot: Available Sessions list with Book Session buttons

Reserving a break

If your school allows staff to assign themselves breaks, the Select Student dropdown also contains Reserve For Break. Booking this blocks the slot out for you (shown as Reserved For Break) so nobody can book it, and no calendar invite is sent. This option must be enabled in your school's settings — contact support if you need it.

Viewing, exporting and cancelling appointments

  1. Open Create > Manage Appointments.
  2. Click Pull Appointments to load your appointments in a table with Date, Time, Attendee, Subject, Location and Duration. Attendees who are caregivers are marked (Caregiver).
  3. Click Export Appointments to download the table as a PDF.
  4. To cancel a future appointment, use its Cancel option and confirm at "Are you sure you want to clear this Appointment?". You will then be asked whether to send a calendar cancellation email. Past appointments cannot be cancelled.
  5. If your school allows it, Edit My Availability lets you block out times you are unavailable; any existing bookings in those times are cleared and you are offered the chance to send cancellation emails.

There is no separate edit screen for a booking — to change the details, cancel the appointment and book it again.

Screenshot: Manage Appointments table with Pull Appointments and Export Appointments buttons

Who can see and book your sessions

  • You always see your own sessions and bookings.
  • Caregivers and students can only see and book sessions for staff who teach the student's current classes, and caregivers must have access to the student's data. When a caregiver books, the subject is prefixed with "(Caregiver of …)" so you know who the appointment is with. Whether staff receive a confirmation email for portal bookings is a school setting.
  • When booking on behalf of others, what you can see is scoped by your role — Principal's Nominee, Communications Officer, Group Leader, Assessment Coordinator and the dedicated Appointment Manager role can access all students, classes and groups.

Setting up appointment sessions (administrators)

Appointment sessions are created on the Edit Appointment Times page:

  1. Select the staff members (with Bulk Select shortcuts for All, All Teaching or All Non-Teaching).
  2. Specify either a date range or one or more terms, and which days of the week apply.
  3. Set the appointment Length (5–60 minutes, default 15) and an optional Break between appointments (0–15 minutes). These defaults can be overridden per session row.
  4. Choose a Location — pick from the list, enter a custom location, or set locations per row with Add Location.
  5. Optionally restrict which course types can see the sessions, and choose whether the sessions display in the Caregiver and Student portals.
  6. Click Save Appointments.

Related school settings: whether staff can reserve breaks (Allow staff to assign themselves breaks in school settings), whether staff receive confirmation emails for portal bookings, and whether staff may edit their own availability.

Screenshot: Edit Appointment Times page with the Create Appointments form