This system will allow parents to select from your available time slots, prevent duplicate meetings, and organize everything on your Calendar.
Here’s how it works:
Does this sound like a system that could work for you?
Let me help you get started!
To begin, you need a Google Form that collects the information you need in order to schedule the virtual conference. I recommend that you start with my template and customize it as needed.
You are welcome to modify this template with additional questions.
To avoid duplicate appointments and make your life easier, I recommend that you install and configure two add-ons for Google Forms.
Install these add-ons for your form:
These add-ons will automate some of the more annoying parts of the registration process.
Don’t worry, these add-ons are very simple to use. I’ll walk you through the entire setup process.
Note: many districts block add-ons. You may need to contact your IT admin to get these add-ons approved. You can also set up your form using a personal Gmail account which will bypass district restrictions.
Watch this video if you would like step-by-step instructions on how to configure these add-ons.
Once you are happy with your form, share it with the parents in your class.
You can email it to them, send it via text using Remind, or post it to your class webpage.
You need to transfer the information parents submitted through your form into your calendar. The easiest way to do this is by setting up appointment slots.
You can complete this step at any time.
Now you need to wait for parents to fill out your form.
I look forward to meeting with you to talk about your student’s academic progress this year.
Follow these steps to join the virtual meeting room:
You can join the virtual meeting using any computer or mobile device. If you join using a mobile phone you will be prompted to install the free Google Meet app.
If you need to reschedule or have issues joining, please email me at firstname.lastname@example.org
When a parent fills out your Google Form, you will receive an email notification with their information.
You need to transfer that information to Google Calendar.
Visit the appointment page for your time slots and select the time chosen by the parent.
Enter the parent’s name in the “what” field of the appointment slot.
Note: parent’s won’t be notified quite yet…
Now that you have reserved the appointment time, a new event will appear on your calendar. We are going to make a couple of modifications and send an invitation to the parent.
Drop me a comment if you have questions or issues setting up your conference registration system.
I would also love to know what modifications or improvements you made to this system!