Overview

This article explains how to create a parents' evening event. Creating the event comprises three steps:

1. Set up the parents' evening event.
2. Configure the staffing details.
3. Publish the parents' evening event.

Prerequisites

1. You must be an administrator.
2. You need to have purchased the Parents' Evening add-on. 
3. You must have generated parent accounts (see Juniper Websites: How do I generate parent accounts?). If this step is missed, you can't email the event details to parents, and they will not have an account to let them book a slot. 

Instructions

Follow these steps to create a Parents' Evening Event:

• 1. Select the Add-ons tab.
  2. Scroll down and select Parents' Evening Booking:
     
     
      
  3. Select Create:
     
     
     
     The Create Evening window opens:
     
     
      
  4. Enter a Title for the event, for example, Year 7 Parents Evening (Spring 2025).
  5. Select + ADD to choose the registration/year group(s)/other groups to include for the parents evening:
     
     
      
  6. Select Add.
  7. Select the Date of the event, its Start time and End time. For events over multiple days, select Add Date to add additional dates and times:
     
     
      
  8. Set Booking Available Between to set the booking window within which parents can make a booking for the parents evening.If this is over multiple months, select the start date, then select the right button to navigate months, then select the end date in a future month (see animation below):
     
     
     
     If you choose to end bookings on the same day as your first event, you can set a time for bookings to finish, giving teachers some preparation time. When the booking window ends, parents cannot make bookings.
  9. Set the Slot duration to indicate how long each appointment will be:
     
     
      
  10. Select Travel Time as required to allow parents time to get from one appointment to the next:
      
      
       
  11. Enter any additional notes for parents, for example, whether appointments are in person or online, what to do on arrival at the school and details of teachers who will not be available.
  12. Select Next.

• For each member of staff who is allocated to the groups selected in the previous steps, you will see a row from which you can tweak their settings:
  

  Confirm that the relevant teachers have been pulled through from your MIS based on your chosen group(s).

  For each staff member as necessary:

  1. Change the Start Time and End Time if the particular teacher is not available at the start of the evening or has to leave early.
  2. Change the Duration of the meetings with specific teachers if, for example, a special needs class may require extra time.
  3. Uncheck any unnecessary groups from the Class field. For instance, a Head of House may be assigned to all pupils in their House but may only wish to meet families from the classes they teach:
     
     
     
  4. Where an event runs over multiple days, uncheck any day where the teacher is not available:
     
     
     
     
  5. Change the teacher's name made visible to parents when booking, by overtyping the entry in Teacher Name.  This can be particularly useful to add the names of several teachers that may be working together to teach a single class, who will be jointly conducting the consultations. 

• To save your progress to date without publishing it, select Save Draft, alternatively, select Publish to publish a finalised version of the event:

   

  After publishing a parents' evening event, you cannot make any changes. Review all details carefully before publishing to ensure everything is correct, particularly the booking window. Keep in mind that you won’t be able to send an invite email to parents until the booking window opens. If the booking window starts in the future, for example, you must wait until that date to send the invites.

  Publishing will make the event visible to any parents who log in, but they will not be able to book until the booking window that you set arrives.

Outcome

The parents' evening has now been set up. You can:

1. Send emails to parents detailing when the event is and providing a link to where they can book.
2. Add the event to your school's website calendar.
3. Manage appointments.
4. Schedule breaks for staff.
5. Create teacher appointment schedules.
6. Book appointments for parents.

Related information

• Juniper Websites: Parents' Evening Booking.
• Juniper Websites: How do I generate parent accounts?
• Juniper Websites: Generating Parent Accounts.

Updated 11 March 2025 16:50