Reporting on Guardian Consultations

Once you have set up a Guardian Consultation (also known as a Parents' Evening), you might need to report on the meetings that have been set up and/or booked. This guide runs you through the main reporting options for Guardian consultations. Each section of the guide corresponds to a reporting area. All of these areas are accessed via your consultation's overview page (Students > Parents & Guardians > Guardian Consultations > All Guardian Consultations > [click on your consultation]) unless otherwise specified.

Permissions

The Guardian Consultations: Administer permission is needed to set up, manage and report on guardian consultations.

If you don't have this permission, you can ask your school admin to assign it to you using these instructions.
 

The Staff Availability page

The Staff Availability page can be accessed by clicking "Staff Availability" on the left-hand side of your Consultation's Overview page or by clicking on the availability periods set up for staff in the Scheduling Status section of the overview.

This page lists all staff members who have at least one meeting planned (i.e., they are an attendee for at least one meeting, whether a timeslot has been booked or not), along with the times and dates during which they are available to be booked.

For reporting, you can use this page to:

• See which staff members have an availability set
• See what their availability is
• Calculate how many meetings can be booked for a staff member by adding up the total minutes a staff member is available and dividing this by the duration of their meetings.

The All Meetings page

The All Meetings page can be accessed by clicking "All Meetings" on the left-hand side of your Consultation's Overview page or by clicking "Meetings Booked" in the Scheduling Status section of the overview.
 

Meetings with Staff Members

This page lists all of the meetings that have been planned for your consultation (regardless of whether they have been booked) in the Meetings with Staff Members table, including:

• The Class/Form the meeting was booked with, if the meeting was booked with the Registration Form, Tutors, or Course Leads options. If these were set up as custom or non-registration form tutor meetings, this column will be blank. More on this here.
• The Student(s) the meeting is about
• The Staff set to attend the meeting
• The Guardians who are set to attend or can be booked in for the meeting
• The Time Slot assigned to the meeting
• Any Notes attached to the meeting

You can filter the table by specific student groups by clicking Settings. On the pop-up, you can:

• Use the top dropdown to set specific form groups to include
• Use the second dropdown to select a particular course/class to include (note: it is not possible to filter this page by a Custom Group)
• Use the Display Meeting Notes tickbox to show or hide notes in the table

If you want to see only meetings that have been booked or those that haven't yet been booked, you can use the table filters. To do this:

• Click the three vertical dots next to Time Slots
• Select Column Filters
   
  • To filter out unbooked meetings (so only booked meetings are shown), uncheck the "Not Booked" box.
  • To filter out booked meetings (so only unscheduled meetings show), unselect "Select All", then select "Not Booked".
• Click anywhere on your screen to apply the filter and get rid of the filter menu (do not click Reset, as this sets the column filter back to the default)

The bottom left corner of the table indicates whether meetings have been booked or not booked.

Top tip: To export this table, use the grey Download button above the respective table and select your preferred format. Please note that if you set a table filter before exporting (for example, to exclude booked meetings), this filter will not be applied to your export (in this case, it will list both booked and unbooked meetings).

Meetings with No Staff Members

If you have any meetings planned that do not have a staff member assigned, these show in a separate Meetings with No Staff Members table. This allows you to easily identify meetings that are not bookable because no staff are assigned.

Tick the boxes next to the meetings and use the Bulk Action to Add staff member(s) to assign a teacher to those meetings.

Meetings by Teacher, Registration Form or Course

In addition to the All Meetings page outlined above, you can view a similar page for all meetings planned with a specific staff member, form group, or course. To access these pages:

• Go to the Meetings section of the Overview page
• Set the grey dropdown to Staff, Registration Forms or Courses
• Click the staff member, form group or course you want to see meetings for

The page you are then taken to shows:

• A table with the relevant meetings and details
• The availability that has been set for the staff member in the Bookable Periods section

Just as on the All Meetings page, you can use the table's column filters to filter for booked/non-booked meetings. You can export the table using the grey Download button.

Note: The course and registration form meeting overviews only display meetings that were planned with the 'Meetings with Course Lead' and 'Meetings with Registration Form Tutors' options.

Printing meeting lists

If you would like a printable PDF document listing planned and booked meetings, you can do so using the green Printable Timetable buttons on the right-hand side of your consultation's overview page.

For the staff timetable buttons:

• Use the Download individual staff timetable option to download a PDF with:
   
  • Separate pages for each staff member
  • Separate sections for each consultation day and not yet booked meetings
  • The time of the meeting
  • The student they are meeting about
  • Their attending guardians
  • The location of the meeting
     
• Use the Download timetable for all staff option to download a PDF with:
   
  • A page break for each day of the consultation
  • A list of every Scheduled consultation meeting (only meetings with a booked time slot show; unscheduled meetings are not included)
  • Details of the meeting (meeting times, attendees and location)
     

For the guardian timetable button:

• Use the Printable Guardian timetables button to download a PDF with:
   
  • A separate page for each guardian booked for a meeting (if two guardians attend the same meeting, they both have a page) 
  • The meetings that are booked for them
  • Guardians not booked in for a meeting are omitted
  • Details of the meeting (meeting times, attendees and location)
     

Printing timetables for individual staff members

If you only want to include a specific staff member's meetings in your printable timetable, you can do this with these steps:

• On the Overview page, head to the Meetings section
• Check that the grey dropdown is set to Staff Members
• Click on the staff member
• Click the green Download timetable for [staff member's name] button

This will export a PDF with each day of the consultation on a new page. This timetable only shows booked meetings.

Cover

You will see a "Cover is required for some staff members" warning on your Overview page if any of the staff members you have set availability for and planned at least one meeting with are scheduled to be in another event requiring cover at the same time as the consultation (for example, teaching a course).

Click on that warning to be taken to School > All Staff > Cover > Dashboard. Filter this page to the dates of the consultation, to see which staff members are scheduled to be in another event requiring cover at the time of the consultation. More on managing cover here: How to assign cover

FAQs

Can I report on Guardian Consultations in the Custom Report Writer?

It is not possible to report on guardian consultations in the custom report writer, as there is no field specific to consultations, regardless of the report type chosen.
 

How can I check the number of available slots for a staff member?

If you want to know how many slots are still bookable for a staff member, you can:

• Head to All Meetings on the left or the staff member's planned meetings via the Meetings section
• Click on an unbooked meeting with the staff member
• Click the Time Slot dropdown
• Count the number of time slots

Please note: If two or more staff members are assigned to a meeting, this method will display the number of available slots where both staff members are available simultaneously. This is because Arbor expects all staff to be available for the meeting to be bookable.
 

Can I print a list of siblings and their guardian consultations?

If you want to double-check if parents with two or more siblings at the school haven't booked more meetings during a consultation than you bargained for, you are not able to easily filter your meeting pages to show this. Instead, you would need to:

• Create a report showing siblings in the school 
• Compare this report to the meetings listed on your All Meetings page
   

Can we change the file type or format of printable timetables?

No, you cannot change the file type or formatting of the printable timetable exports. You can choose your preferred export type when downloading meetings in a table using the grey Download button, though.
 

Can we see and report on guardian consultations anywhere else?

Yes, guardian consultations can be found on the main page of student profiles in the Parental Engagement section. More on that here: Guardian Consultations on the student profile

Furthermore, consultations can also be found on Staff and Student calendars.