Synergy Scheduling Parent Teacher Conferences

synergy PTC Parentvue Studentvue Teachervue

Overview:

The new Parent Teacher Conference module supports flexible scheduling options – including school-wide conference event scheduling, support for remote meetings, inclusion of additional staff and translators, and sharing student artifacts.

Administrators
Admin - Managing Conferences
Admin - Creating a School-Wide Conference
Admin - Creating an Admin Conference
Teacher - Creating a Conference Using the Set Up Your Conference Stepper
Managing Conferences
Virtual Link
Documenting Conferences
Viewing Conferences
Reports
Videos

Feedback from some teachers who have used this in MSBSD: Easy and feel that the teacher can complete this on their own. It is exciting that it is in a system we already have. Love the ability to email myself the schedule. Teacher could manually block off a time for a parent who couldn't complete online.

AdministratorsSee More

Instructions:

You have to use the screen “ParentVUE and StudentVUE school configuration” to uncheck the box that is hiding “Conferences” for parents to see.

Admin - Managing Student Conferences See More

Log in as an Admin.
Navigate to Synergy SIS>Student>Parent Teacher Conference Admin A list of all student in the focus school displays. The number of conferences scheduled for each student along with the total number of conferences required displays in a blue circle.
Click on a student to view their scheduled conferences. The Student Conferences screen displays the following:
1. The number of conferences the student has assigned to them
2. The number of conferences with a scheduled date and time
3. Who the conference is with
4. The date of the scheduled conference
5. Who scheduled the conference
6. Assigned time slots colored in purple
Hover over the and select Edit Meeting Settings to add or modify a conference. NOTE: Admin users can add new teacher conferences or edit existing teacher conferences.
Make necessary changes to the conference.
- Parents Require Private Meetings – Enable to create separate meetings for each parent.
- Meeting Type – Select whether the meeting is In Person or Virtual.
- Location – Assign a room number for the meeting.
- Translator Needed – Enable to have a translator scheduled for the conference. Select the language needed from the drop-down menu that displays when enabled.
- Click Add Staff to require additional staff members to join the conference.
- Click the purple scheduled time slot to cancel the meeting.
- Click a blue Available time slot to schedule an additional or new meeting.
Click to save.

Admin - Managing Staff ConferencesSee More

Select the Staff tab. All school staff members are listed alphabetically by last name along with the number of their upcoming meetings. Use the options to toggle "Hide conference from other Organizations", and "Hide staff with no sections". Use the Search field to locate a staff member by name.
Select a staff member to edit existing conferences.
Select a conference from the Staff Upcoming Conferences list. Time slots for the selected conference display. Time slots with students assigned to them display in gray. Available time slots display in blue.
Click a blue Available time slot. The scheduling window displays.
Modify the time slot as needed.
- Adjust beginning and end times by clicking in the displayed time fields.
- Click Choose Student to select a student to assign to that time slot.
- Click Lock Meeting Time to prevent others from scheduling during that time.
- Click Delete Meeting Time to remove this time slot from the staff member’s calendar.
Click a gray scheduled time slot to make necessary changes. The scheduling window displays.
Modify the time slot as needed.
- Adjust beginning and end times by clicking in the displayed time fields.
- Click Remove Student to open the time slot.
- Click Choose Student to select a student to assign to that time slot.
- Click Delete Meeting Time to remove this time slot from the staff member’s calendar.

Admin - Creating a School-Wide Conference See More

Click New School-Wide Conference Event. The Create School Conference Event screen displays.
Select the Schedule Type of the School Conference Event.
- Parent Scheduled – Allows the parents to select a time from the Conference tab in ParentVUE
- Teacher Scheduled – Allows the teacher to select a time for the parent conference. The selected time displays on the Conference tab in ParentVUE
- Walk Up – Allows parents to walk up for a conference without a scheduled time
Click to advance to the next step.
Select the Meeting Type for the School Conference Event.
- In Person – The meeting is held on site.
- Virtual – The meeting is done remotely by sharing a link for Zoom, Teams, etc.
- Parents Choose – Parents choose whether to meet on site or remotely. NOTE: This option only displays for Parent Scheduled conferences.
Click to advance to the next step.
Select the dates of the School Conference Event.
- Set parent scheduling window – Allows you to set a date range for parents to schedule a conference date within. Parents cannot schedule a conference outside of this window. Once the window closes, they cannot choose a new date. NOTE: This option only displays for Parent Scheduled conferences.
- Choose Conference Date(s) – Allows you to set conference dates. NOTE: This calendar only displays the dates of the current term.
- Selected Conference Dates – Displays the dates you have selected for conferences.
Click to advance to the next step.
Select which staff members need to have meeting created.
- All Staff – Creates a meeting for every staff member who has a section with students on the selected conference date(s)
- Choose Staff – Creates a meeting for only selected staff members
Click to advance to the next step.
Set the schedule for your School Conference Event.
- Start – The time your conference availability begins
- End – The time your conference availability ends
- Duration – The length of each individual conference
- Passing – The time scheduled between conferences NOTES:
- Schedule using the All Days option to set the same schedule for every day of your conferences.
- Schedule using the Individual Days option to set a different schedule for each day of your conferences.
Click to advance to the next step.
Select the recipients of conference emails and calendar events.
- Parents
- Teachers – Includes those teachers added to the conference on the Staff tab
- Other Staff – Includes other staff members added to the conference on the Staff tab
Verify School Conference Event details on the Summary tab.
Click to complete the conference setup.

Admin - Creating an Admin ConferenceSee More

Select the My Conferences tab.
Click New Conference.
Follow the steps outlined in the Creating a Conference Using the Set Up Your Conference Stepper section beginning at Step 4.

Teacher - Creating a Conference Using the Set Up Your Conference StepperSee More

Instructions:

Log in as a Teacher.
Navigate to Home>Parent Conference
Click New Conference to open up the Set Up Your Conference window.
Select the applicable information on the Schedule Type tab.
1. Enter the Conference Name by clicking in the edit field.
2. Select the schedule type.
  - Parent Scheduled-Allows the parent to select a time from the Conference tab in ParentVUE
  - Teacher Scheduled- Allows the teacher to set a time for the parent conference. The selected time displays on the Conference tab in ParentVUE
  - Walk Up- Allows parents to walk up for a conference without a scheduled time
3. Click to advance to the next step.
Enter the applicable information on the Meeting Type tab.
1. Select the meeting type
  - In Person- The meetings are held on site.
  - Virtual- The meeting is done remotely by sharing a link for Zoom, Teams, etc.
  - Parent Choose- Parents choose whether to meet on site or remotely. NOTE: This option only displays for Parent Scheduled conferences.
2. Click to advance to the next step.
Enter the applicable information on the Dates tab.
1. Select the conference dates using the displayed calendar. This calendar only displays dates in the current term.
  - Scheduling Window- Allows you to set a date range for parents to choose a conference date within. Parents cannot schedule a conference outside of this window. Once the window closes, they cannot choose a new date. NOTE: This option only displays for Parent Scheduled conferences.
  - Selected Conference Dates- Displays specific dates you have selected to be available for a conference.
2. Click to advance to the next step.
Enter the applicable information on the Staff tab.
1. Click Add Staff to include additional staff members in the conference.
  1. All Staff =The All Staff selection creates one conference for every staff member that has sections with students enrolled. The conference will include all students from all of the teacher's sections.
  2. Homeroom Staff =The Homeroom Staff selection creates one conference for every staff member that has a homeroom section (defined in School Setup) with students enrolled. The conference will include all students from the teacher's homeroom section.
  3. All Staff = Lets you choose staff individually. NOTE: Additional staff members might include specialists, co-teachers ,administrators, and/or counselors.
2. Locate the staff member(s)
  - Scroll through the list to view all staff members
  - Use the search field to locate staff by name
  - Use the drop-down to select staff members from a different school
3. Click on the name to select and highlight.
4. Click Done when you have selected all additional staff members needed for the conference.
5. Select applicable staff member options.
  - Conference Edit Rights - Allows staff member to edit details of the conference.
  - Add To All Meetings - Requires staff members to participate in all student conferences you schedule. NOTE Do not select this option if you prefer to add staff members to student meetings on an individualized basis.
6. Hover over the selected staff member to display the . Click to remove from the conference.
7. Click to advance to the next step.
Enter the applicable information on the Students tab.
1. Click your selection option.
  - Pick Sections- All classes of each participating staff member display. Use the filter to narrow the list by individual staff member.
  - Pick Students- All students of each participating staff member display. Use the filter to narrow the list by class.
2. Click on the name of the student(s) and/or class(es) to select and highlight.
3. Click Done when you have selected all students/classes needed for the conference.
4. Hover over the class or student name display the . Click to remove from the conference.
5. Click to advance to the next step.
Enter the applicable information on the Schedule tab.
1. Set the time schedule for your conference dates.
  - Start- The time your conference availability begins
  - End- The time your conference availability ends
  - Duration- The length of each individual conference
  - Passing- The time scheduled between conferences
  - NOTES: Schedule using the All Days option to set the same schedule for every day of your conferences.
  - Schedule using the Individual Days option to set a different schedule for each day of your conferences.
  - The number of students to be scheduled and the number of available meetings display in tiles. If your chosen time frames do not allow enough time to meet with every student, the meetings tile turns red and a displays.
2. Click to advance to the next step.
Enter the applicable information on the Communication tab.
1. Select the recipients of the conference emails and calendar events
  - Parent
  - Teachers- Includes those teachers added to the conference on the Staff tab
  - Other Staff- Includes other staff members added to the conference on the Staff tab
2. Click to advance to the next step.
- Note: When the ‘Notification’ options are selected of: Parents/Teachers/Staff, you can navigate to the Conference Details and then under each Student > Schedule, the three dots on the right have an option to: Send Email Reminder: Currently in development to send to ALL with one button. This will send a system generated email to those indicated (Parent/Teacher/Staff) that includes a calendar invite appointment with the details (example pictured below)

Managing ConferencesSee More

After entering all the details, the newly-created conference displays on the Conferences screen.

Click on the conference. The Conference Details screen opens.
Edit or delete the conference as needed.
1. Click on the title to rename the conference.
2. Hover over the to select editing options.
  - Edit Settings - Opens the Set Up Your Conference screen
  - Delete Conference - Deletes conference and all scheduled meetings
Schedule and edit conferences from the Student List.
1. Hover over the next to the student name.
2. Select Edit Student Settings
3. Select an available time slot from the conference calendar to schedule a meeting time. The time slot changes from the blue to purple. Select the the time slot again to deselect and choose a different time. Note: Gray time slots display for conferences scheduled with other students and can only be changed on the scheduled student's conference screen.
4. Select Parents Require Private Meetings if parents need to meet separately.
5. Change the Meeting Type if needed.
  - In Person - Add the Location
  - Virtual - Add the Virtual Link
6. Translator
  - Select Translator Needed if a translator is needed for parent attendees.
  - Select available language from the Translator Language drop-down menu.
7. Conference Staff
  - A list of the staff members selected on the Staff tab of the Set Up Your Conference screen displays. Click a name to remove the green highlight and no longer require the staff member to attend.
  - Click Add Staff to add additional staff members for this individual student.
8. Click to save the selected conference time for that student and return to the Student List.
9. Complete for all students displayed on the Student List. Note: Select the Meet Now option to begin a conference immediately and open the Student Conference screen. This option only displays for students who do not have a scheduled conference time.
Hover over the and select Send Email Reminder to generate email reminders for those recipients selected on the Communication tab of the Set Up Your Conference screen.
Select the Conference Times tab to view a calendar display of allotted time slots.
Fill available time slots if needed.
1. Select a blue appointment time.
2. Click Choose Student.
3. Select and highlight the applicable student.
4. Click Done.
5. Click Update Meeting.
- NOTES: You can also lock or delete a meeting time from any appointment window
- Click the beginning and end time to make any needed adjustments
Modify scheduled appointments if needed.
1. Select the applicable purple time slot.
2. Make needed adjustments.
  - Remove Student – Removes student and opens up the time slot
  - Choose Student – Allows you to select a different student for the time slot
  - Delete Meeting Time – Deletes time slot
  - Adjust beginning and end times

Virtual LinkSee More

At this time the link is only able to be input for each student using the Student List > Edit Student Settings option and Copy/Pasting the Link under the “Basic Settings”: Currently in development for one link to be input for entire class.

Documenting ConferencesSee More

Click the Agenda tab.
Select the applicable student.
Enter meeting details on the Student Conference screen. NOTE: This screen also displays when the Meet Now option is selected on the Student List tab of the Conference Details screen.
- Parent Attendees – Select and highlight those in attendance.
- Add Other Person – Enter in person’s name and click +ADD.
- Meeting Notes – Enter in notes to save to the conference.
Click to open the screen capture tool.
Click the Artifacts tab to view items saved to the conference.
Click to save.
Click Mark Done when the conference is completed.

Viewing ConferencesSee More

Select the Conference Times tab. A calendar of all scheduled conferences displays grouped by the hour.
Select the hour you want to view conferences in. A list of all conferences scheduled within that hours displays.
Click on a conference to open the Edit Student Conference screen.

ReportsSee More

CNF201 Student Conference Profile
CNF401 Parent Teacher Conference Schedule
CNF601 Student Conference Summary
Admin Reports - Filter for Parent Teacher Conference

VideosSee More

Draft Summary Show Help for Parent Category MSBSD

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Details

Article ID: 127309

Created

Thu 2/4/21 2:16 PM

Modified

Thu 4/4/24 8:56 AM

Updating...

Synergy Scheduling Parent Teacher Conferences

Overview:

AdministratorsSee More

Instructions:

Admin - Managing Student Conferences See More

Admin - Managing Staff ConferencesSee More

Admin - Creating a School-Wide Conference See More

Admin - Creating an Admin ConferenceSee More

Teacher - Creating a Conference Using the Set Up Your Conference StepperSee More

Instructions:

Managing ConferencesSee More

Virtual LinkSee More

Documenting ConferencesSee More

Viewing ConferencesSee More

ReportsSee More

VideosSee More

Details

Deleting...