The default Administrative access for teachers is Appointment Viewer access only. You can however, provide all your teachers with Resource Administrative access. This would then allow your teachers to book appointments on behalf of parents prior to opening up the scheduler to parents.


To upgrade the teacher access, you would go to the Global Setup / Contacts Setup page. Select Show Advanced options and click on the Modify Access Level button. On the pop-up, select the Appointment maker access level as a new level for the teachers, and click Ok. Then all the teachers with Appointment Viewer access level will be updated to Appointment Maker, and be able to book appointments for parents.


Each teacher will have access to their own schedule. 


Booking Appointments in the Administrative User Interface (Admin UI)


Booking an appointment through the CUI will not allow you to override any restrictions you may have established. For example, if the parent requires extra time with a teacher you will need to use the Admin UI to book the appointment.  When making an appointment from the Admin UI you must select both the parent and the student.

  • Select the Appointments tab and use the calendar on the left to select the correct day. Click on the teacher name on the right-hand side, and then locate the slot you want to fill. Click on the green plus sign  (+).  
  • For the PTA product you will want to have both the student name and the parent name associated with an appointment.
  • The students of the teacher you have selected will be displayed for you. If you do not see the student in the list, uncheck the box "students of Teacher Name" and search for the student by name. Select the student from the list on the right, and click on the Ok button.  
  • If a parent is found for the student you will see the parent name listed. If multiple parents are found you can select the correct one from the parent pull-down. 
  • The appointments box should now list the student name and the parent name. 

Select the class if there is more than one class option and then press the Ok button. 

If the appointment has a red border around it, click on the appointment to check the error message that is to the left below the calendar. Cancel the appointment with the Cancel Appointment button if you made a mistake, or select the Confirm Appointment button to force the appointment and remove the red highlighting.


Other Appointment Options

On the Appointments page you can click on an existing appointment. Then click on the Appointments button at the top - you will see a drop down menu.

Select this and you will have the following options:

Confirm Appointment  - this will be enabled if you have clicked on a red problem appointment and will allow you to confirm the problem appointment. 

Cancel Appointment - will allow you to cancel the appointment and optionally send a cancellation email.

Edit Appointment - will allow you to edit the appointment details for an appointment. For example, if you were prompting your parents for additional appointment specific information you would be able to edit it here. 

Change Time - will allow you to move the appointment to a new time. 

Send Reminder - will send a reminder email to the parent.

Customer Info - will bring up the Contact Information dialog box for the parent.


Adding a New Student/Parent

To add a student, you can do the following:

  1. Go into the Contacts section of the Admin UI.
  2. Search first for the student by name.
  3. If you do not find the student, then click on the Add > Student... button and fill in the fields on the Add New Student form. You only need to fill in the Student First Name and Student Last Name. Click on the Add button.

You will also need to add in the parent, so the parent can book appointments.

  1. Search for the parent by name.
  2. If you do not find the parent, then click on the Add > Parent... button and fill in the fields on the Add New Parent form. You will need to fill in the First Name, Last Name, ParentID, Email Address and ParentID. Click on the Add button.


Connect the Student with the Parent


  1. Search again for the Student by name.
  2. Click on the Student (on the left-hand side) and then click on the small Parent-Students Map tab
  • When you select a student (the contact has a StudentID), under the Parent List you will only see the names of any parents associated with the student. 
  1. To connect a parent click the green "Add" button under the Parents List section. The Select Person dialog box will appear with a list of contacts who are without the StudentID value. Select the parent and then click the Add button and the contact will be added to the parent list. 


Enroll the Student in Classes


  1. Go to the Class Editor section.
  2. Click on the Teacher Name, and then the Class.
  3. In the white entry box above the student roster on the right-hand side, enter in your student name in the correct format for your account (either Last Name, First Name or First Name Last Name). When the system finds a match press enter. Repeat for each class the student belongs in.  To determine the format your account is using, see how the other students in the class are displayed.