Why can't a slot be booked for a Guardian Consultation?

This article covers troubleshooting tips that you may need when using Guardian Consultations.

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

Check the signup times

To allow guardians to book a slot through the Parent Portal or Arbor App, you will have needed to set a self-scheduling period when setting up the guardian consultation. Guardians will not be able to book a slot until the self-scheduling period is open.

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To edit or add a self-scheduling period, click into the guardian consultation and click the Self-scheduling period field.

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Check the staff availability

You'll need to add when staff will be available to attend guardian consultation meetings to enable parents to book a slot through the Parent Portal or Arbor App. Add this from the Staff Availability section.

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Check the staff member's profile

Check if the staff member has an absence or event scheduled at the same time as their parents evening meeting times.

To check for events, navigate to the staff members profile page and click on Calendar on the left side. Top Tip: Select Day view on the top right to be able to see all events or lessons that have been set for the exact same times.

Events are shown in orange. If the staff member has an event scheduled, then this would need to be deleted to restore available bookable slots. For more guidance on events, please check out our guide on Creating and Managing Events.

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To check for absences, navigate to the staff members profile page and click on Absences on the left side. Click into the absence to amend the date range so it doesn't overlap with your Guardian Consultation.

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There are multiple teachers assigned to a slot - why can't it be booked?

If meetings are linked to two members of staff (if teachers have a job share or a Teaching Assistant is also assigned as an academic lead) and one of them has another event in their calendar, such as an absence or lesson, the meetings won't have any bookable slots for the period the absence covers. You'll need to either find cover for the event in their calendar or change the available staff members for the meeting.

Scenario 1 - The guardian consultation will only be done by one teacher

You'll just need to go into the meetings, select all the tick boxes on the left-hand side, then click the blue pencil icon to change the teacher.

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Amend the teacher to just the one teacher, then click the Change Staff button at the bottom of the slide over. You should then be able to book slots.

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Scenario 2 - Teachers will be taking one day each or something similar, with certain guardians assigned

You'll need to amend the individual staff member's availability. To do this, click the staff member in the Meetings section and select the bookable periods field at the top.

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In the slide over, click Edit, then you can change the times the staff member is available for, then click Save Changes.

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You'll just need to go into the meetings, select all the tick boxes on the left-hand side, then click the blue pencil icon to change the teacher so that sessions can be booked with the specific staff member when they are free.

You will need to repeat this process for the other staff member.

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Scenario 3 - The teachers will take random slots

You'll need to make sure:

  • Both staff member's calendars are completely free for the whole duration of the guardian consultation or that cover has been allocated to all of their classes for the full duration of the guardian consultation. You can take a look at our articles on Cover for how to assign cover.
  • Both staff members have the same periods of availability set up or the meetings won't be bookable.

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If you are unable to set cover for staff, you would need to set up two separate guardian consultations. Please note: This will mean parents could book a slot with either teacher or both.

 
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