Adding consultation meetings for new or missing students

After setting up a Guardian Consultation, you may need to add additional meetings for students who have joined the school since you completed the original setup, or for students you accidentally removed. This guide outlines the steps to follow. If you are setting up a Guardian Consultation from scratch, please refer to our Setting up Parents' Evenings (Guardian Consultations) series instead.

Permissions

You'll need Guardian Consultations: Administer permission to perform the steps below. If you don't have this permission, you can ask your admin team to assign it to you using these instructions.
 

Option 1 - Re-adding the registration form

If a student belongs to a registration form group with already scheduled meetings (see Adding Meetings - Setting up Parents Evenings (Guardian Consultations)), you can re-add meetings for the group without duplicating existing student meetings. 

This option does not work for meeting types other than Meetings with registration form tutors. Find more on meeting types here. You can check if meetings were set up as Meetings with registration form tutors on your consultation's overview page in the Meetings section. Meetings of this type will indicate whether you change the grey dropdown to 'Registration Forms'.
 

To re-add a registration form to create missing meetings:

• Head to Students > Parents & Guardians > Guardian Consultations > All Guardian Consultations
• Click on your consultation
• Click the green +Add button in the Meetings section
• On the pop-up, select Plan meetings with registration form tutors
• On the slide-over, select the form(s) you want to re-add. If the form group you select has been added previously, Arbor warns you that students who already have a meeting will be skipped this time.
• Choose whether to Allow separate meetings for different guardians using the tick box. More on this here: Choosing your settings
• Click the green Setup registration form meetings button
• On the pop-up, click the green Setup Meetings button to confirm

Option 2 - Using a Custom Meeting

If the missing student meeting is not of the meetings with registration form tutors type, you can add a custom meeting for the student instead. Alternatively, you re-add the meetings for the whole group, and then cancel any duplicate meetings (see Deleting Guardian consultation meeting).

We recommend using custom meetings for these situations, as they are the least likely to cause confusion and/or additional administrative work. You can see how these work and how to set these up here: Creating custom meetings and longer time slots for Guardian Consultations