Parent Teacher Conference Scheduling for Schools
Schedule your conferences Virtually or In-Person



Now Integrated with Clever. We offer Clever automatic rostering so your data stays synchronized automatically. Clever-Managed Auto Sync's with Aeries, Infinite Campus, Illuminate, PowerSchool, SchoolInsight, and Skyward.


Here's how it works

1. ADMINISTRATORS
  • Create an online account
  • Easily import existing data and set up your schedule
  • Send parents to the online scheduling page
2. PARENTS
  • Login at your convenience to view teacher schedules and sign-up in minutes
3. TEACHERS
  • Monitor registration in real-time

Benefits for Administrators
  • Reduce the time involved in scheduling conferences
  • Increase parent participation
  • Eliminate the need for pen and paper scheduling
  • Use powerful reports to manage the conference scheduling effectively
Benefits for Parents
  • Log in at any time to create, review, or modify your appointment
  • Select from all currently available times to find the most convenient time slot(s)
  • Print a schedule for your convenience
  • Request an email reminder prior to the conference event
Benefits for Teachers
  • Enjoy a schedule designed to meet your specific needs, including different appointment lengths from those of other teachers
  • Increase parent participation by monitoring registration and contacting parents who have not signed up

Sign up now - you will not be invoiced until after your first event and if for any reason you are not satisfied and do not want to use the system again, there is no obligation to pay.

WE OFFER TWO PRODUCTS FOR PARENT TEACHER CONFERENCE SCHEDULING



Try the following demos to experience the way a student, a prospective student, or faculty member can easily make appointments using pickAtime.


The pickAtime Parent Teacher Conference Scheduler is a unique scheduling product whereby parents can log in and view the schedule of available appointments for only the teachers with whom their child has a class. View Demo View How It Works Video
The pickAtime Parent Teacher Conference Scheduler - Simple version is our product designed for smaller schools.
In this product the teachers with whom a particular student has a class are not predetermined, and parents will view a list of ALL teachers at the school. We recommend this product to schools that have twenty or fewer teachers. 		View Demo View How It Works Video

BENEFITS OF PICKATIME PARENT TEACHER CONFERENCE SCHEDULER



for Administrators
  • Easy to use interface for creating new conferences
  • Administrators and teachers are provided with several different reports to help manage the evening
  • Ensures that only one conference per teacher per student is scheduled
  • Ability to schedule group conferences
  • Ability to override parent settings and schedule longer appointments at request of either teacher or parent
for Teachers
  • Allows teachers to monitor registration
  • Each teacher can have a different schedule, including different appointment lengths
  • Break times can be different for each teacher
for Parents
  • Visual display of available appointment times
  • Provides parents with display of only relevant teachers for their child
  • Can select from ALL currently available times to find the most convenient time slot(s)
  • Can be used 24 hours a day 7 days a week (at 10:30 PM after the kids go to sleep)
  • Handles all their students and teachers in a single simple interface
  • Allows two or more parents to split up the interview assignments, while maintaining the one appointment per class per student rule
  • Prevents parents from booking appointments that put them in two places at once
  • Optionally prevents parents from booking back-to-back appointments with different teachers to ensure they have time to get to the next appointment
  • Email confirmation of appointment time(s)
  • Optional email reminders prior to conference
  • Allows parents to cancel and reschedule appointments

FULL FEATURE LIST - EDUCATION



Download or print our features summary for reference.


Front End
  • Customizable login page, with the ability to add custom text, custom logo
  • Use scheduling site as stand-alone or as link from school website
  • Single Sign On option available through our partner companies
  • Provides visual display of available teacher/team time slots
  • Allows parent to view sibling schedules side by side
  • Optionally allows parents to book longer appointment times with different teachers
  • Provides parent with printable appointment schedule
  • Allows parent to cancel and rebook appointment
  • Allows parents to receive Outlook or Gmail calendar invitations they can add to their online calendar
  • Prevents parent from booking appointments that put them in two places at the same time
  • Optionally prevents parent from booking back-to-back appointments with different teachers to ensure that parents have time to get to the next appointment
  • Allows parent to edit their contact information and change their password
  • 24/7 access for online scheduling
  • Will not display other scheduled appointments to parent
  • Provides ability to collect parent and/or appointment specific information upon registration or appointment scheduling
  • Option to allow separated parents to have separate individual schedules
  • Ability for parents to let teachers know specific issues they'd like to discuss
  • Ability for parents to request a translator
Account Setup
  • Printable Online Manager guide
  • 24/5 M-F email support
  • Integration options with Blackbaud, Finalsite, Clever, and ClassLink
  • Ability to control when the scheduler is open and closed to parents
  • Ability to control how far in advance parents can book appointments
  • Ability to control how much time prior to an appointment an appointment can be cancelled
  • Total number of appointments per family can be limited, total number of appointments per student can be limited
  • Total number of appointments by appointment type can be limited
  • Ability to create teams of teachers and ensure that teachers are not double booked
  • Ability to allow some teachers to have longer conference times than other teachers or allow some teacher/class combinations to have longer conference times
  • Supports multiple time zones
  • Supports 24 hour clock
  • Supports European date format (i.e. dd/mm/yyyy)
Appointment Management
  • Slot length can be variable no restrictions on appointment length of time
  • Ability to have single or multiple appointments per time slot
  • Administrators have the ability to override parent settings and schedule longer appointments at request of either teacher or parent
  • Ability to search appointments by parent or by date
  • Outlook or Gmail calendar appointments can be made for teacher
  • Supports range of service / appointment types
  • System ensures that only one conference per teacher per student is scheduled. If your student has a teacher for 2 classes, you have the option of allowing the parent to make 2 appointments or restrict it to the 1 per student / per teacher
  • Teachers can have different schedules, including different dates, start and end times, and length of conference slots
  • Break times can be different for each teacher
  • Optional auto-assign of appointments (by request)
Messaging
  • Confirmation emails
  • Cancellation emails
  • Reminder emails can be set by parent and/or set by school
  • Multiple reminder emails at specified length of times prior to appointment can be set
  • Email template for all emails can be customized, links to supporting documents, images can be added
  • Follow-up and Custom email options available
  • Text reminder option
Reporting
  • Provides access to real-time reports
  • Excel export option available on reports
  • Provides ability for teachers to log in and view schedules in real-time
  • Ability to schedule periodic report delivery by email
  • Calendar export and/or calendar subscribe option available
  • Monitor which students parents have not yet booked a conference regarding
Customer Management
  • Provides online searchable parent / student database
  • User defined parent information can be collected
  • Maintains parent appointment history, including appointments scheduled and cancelled
  • Maintains parent log including record of all emails sent
  • Ability to send one-off ad-hoc emails
Administrative Management
  • Multiple user access levels available
  • Teachers/Admins can pre-book appointments
  • Limited access can be set for specific email addresses
  • Report viewing only access is available
  • Appointment making access only is available
  • Full administrative power access is available
Security
  • PickAtime is hosted on dedicated servers in a locked and secure data center.
  • Secure Socket Layer (SSL) technology is used to encrypt the data for transmission.
  • All information collected by pickAtime is made available only to the school that the parent is making an appointment with.

STUDENT DATA, AND HOW WE HANDLE IT



Roster-driven conference scheduling means importing student, teacher, class and enrollment data, so a district is entrusting us with student records. Schools reviewing pickAtime, often as part of a FERPA or state student-privacy review, ask the same questions. The short answers:

  • Stored only in the United States, in a Tier II/III dedicated data center monitored 24/7 with card-key access. This applies to every customer, including those outside the US.
  • Encrypted in transit and at rest - TLS in transit, AES-256 at rest, with daily backups.
  • You decide what to import. pickAtime does not request or require student records beyond what a district chooses to provide, and uses them only for the events that district sets up.
  • Access is controlled and logged - your own preapproved staff, each with their own credentials and configurable access levels, plus the small number of pickAtime staff who need it to resolve a support issue.
  • Retention, deletion and breach notification are documented, and we will review your district's data privacy agreement.

The full detail is in how we handle student data and our data security and privacy statement, both written to be read by the person completing your review rather than to reassure in general terms.


HOW QUICKLY CAN A SCHOOL GET STARTED?



Most schools give themselves a few weeks, and that is the comfortable way to do it. The time goes on confirming teacher availability, sorting out roster data before parents see it, and testing the parent experience before the link goes home.


It can also be done a great deal faster when it has to be. We have set up events for schools that came to us close to their conference dates. That is not the ideal way to do it and not something we would promise in advance - how quickly an event can be built depends on what it involves, and it assumes the school already has its roster and event details in hand, because a fast setup cannot also be a fast data-gathering exercise.


What it does mean is that a short runway is not by itself a reason to give up on a conference cycle. If your dates are close, it is worth asking us rather than assuming the window has closed.


How to schedule parent-teacher conferences online sets out the full timeline, and importing your student roster covers the data you will need to have in hand.


PRICING - PARENT TEACHER CONFERENCE SCHEDULING



Pickatime pricing for parent-teacher conferences is straightforward and affordable. We use a simple pricing model that ensures that you won't be charged for substitute teachers.


Costs are based on the number of teachers per parent-teacher conference session. A session can span several evenings. Most schools have a fall and a winter or spring session.


Two rates are used to accommodate the different lower and upper grade classroom models. One rate (Upper) is for the grades where each student has more than four teachers. A different rate (Lower) is for the grades where each student generally has just one teacher, but pickatime allows up to four.

Teachers Cost per teacher
Upper Lower
1-19 $12.00 $5.00
20-49 $10.00 $5.00
50-74 $9.00 $5.00
75 and more $8.00 $5.00
Call for district discounts

There is a minimum charge for Parent Teacher Conferences of $50 per event. If your total comes in below this minimum you would be charged $50.


Pickatime automatically sends an email invoice on the 3rd of the month following your parent-teacher conferences.

To calculate charges, Pickatime reviews each teacher’s schedule and determines the appropriate rate based on the number of classes per student:

  • If a teacher’s students are enrolled in more than four classes, the Upper School rate applies.
  • If students are enrolled in four or fewer classes, the Lower School rate is used.

As a general guideline:

  • Upper School rate applies to most High Schools and Middle Schools
  • Lower School rate applies to most Elementary Schools

We’re happy to match any competitor’s rate — just let us know!

SCHEDULING SOLUTIONS FOR EDUCATION



Parent Teacher Conference Scheduling · School Tours · Admission Events · Summer Camp Registration · Career Fair · Parent University · Counseling Appointments · Senior Blitz · Driver’s Education Registration · Flu Shots · Health Center Appointments · iPad Checkout · Uniform Fittings · Senior Portraits · Kindergarten Registration · Parent Surveys · Volunteer Scheduling· School Shadow Days

GUIDES