Events

Overview

This article. explains how to manage teacher and SENCO schedules. This includes adding in breaks and setting available times for your staff, changing their individual location and exporting an overview of their schedule in Microsoft Excel format so that you can print or share it. 

Open a Parents' Evening

Follow these steps to open the Parents' Evening you want to view / update the details of:

1. Open Events if it is not already open.
2. Select Parents' Evening.

3. Locate the Parents' Evening that you want to open. Enter your search terms into the Search bar and apply Filters as necessary:

   

4. After locating the Parents' Evening, select its Title to open it:

   

   The Parents' Evening opens:

   

View schedule (staff appointments)

To view the various staff appointments for the Parents' Evening:

1. Select the Staff Schedule tab:

   

2. Select the SENCO or member of Teaching staff whose schedule / appointments you want to view:

   

   The Staff Schedule is displayed for the member of staff you selected:

   

Select a different member of staff to view their schedule as required.

Edit a staff member's schedule

From the Staff Schedule tab for the Parents' Evening:

1. Select Edit:

   

2. Select the SENCO or Teacher whose schedule you want to work with:

   

3. From the individual's Schedule window, make any necessary changes:

   

   1. Enter an alternative location where the staff member will be located in Teacher Location as applicable.

   2. For each time slot as required, change the availability of the teacher. Select from Available (for consultation meetings to be scheduled), Break (unavailable for consultation meetings, to take a break) and Unavailable (for consultation meetings other reasons, for example, other commitments, non-working day or has to leave early). By default, slots are marked as Available or Break (if you have set breaks for everyone) when the Parents' Evening is first set up.

      You cannot change the availability of a slot where a parent has already booked an appointment. This is displayed as a light-green Booked lozenge If you need to do this, you must reschedule the appointment for the parent, before making the update. For further information see: Manage parents' bookings).

4. Repeat Step 2 and Step 3 for each staff member as needed.
5. After making all changes for all staff schedules, select Save.

Download staff schedules / appointment sheets

You can download an appointment sheet / schedule for one or more members of staff from the Staff Schedule tab for the Parents' Evening as follows:

1. Select Export All Staff to export the schedules for all staff. 
2. Select Export Selected Staff to export the schedules for the member of staff whose schedule is currently displayed. 

The schedule is saved in a Microsoft Excel format to your Downloads folder. Where all staff schedules are exported, each staff members schedule is shown in a different workbook tab. The following is an example of a schedule:

1. The member of staff's name is shown at the top of the schedule. 
2. Details of all time slots are shown including time, pupil, year group, contact, duration, location and status.
3. Where slots are available for bookings, the time is displayed in green.
4. Where slots are unavailable for bookings, these are highlighted with a red background. 
5. Where slots are being used for breaks, these are highlighted with an amber background. 
6. Where appointments have been booked in slots, the pupil's name, year and contact are populated. Additionally, populated times are shown in purple.

Print staff schedule

Print the contents of the workbook as required using the print features in Microsoft Excel (or compatible spreadsheet software).

Related information

• Manage parents' bookings (add / make, change and decline bookings).
• Add groups to a parents' evening (the teacher associated with the group will be added to the parents' evening when this is done).

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Updated 05 May 2026 13:08