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Establishing a Calendly account Help Doc

Joe Kallo
Updated

CALENDLY 

for

U-High Parent-Teacher Conferences

Directions: Follow these directions to establish your Calendly link for U-High Parent-Teacher Conferences. You will notice dates in this document. The purpose of the dates is to ensure information is shared uniformly with families, and also to give you time to prepare.  Please see the chart below for completion of each of these steps.

Please note: This entire process will be taught and reviewed by Eric Schmidt during the high school’s 4th Wednesday PD meeting, this coming Wednesday, October 28th. If you have technical/logistical questions prior to that meeting, please feel free to email Eric Schmidt.

Important Dates:

Complete by October 29th

Please note we will use our Fourth Wednesdays: Divisional PD on October 28th to go through and review all of these steps together. Zoom link for 10/28 PD meeting.

Steps 1-11

November 12th at 3:30pm

Step 12

November 12th after 3:30pm 

Step 13-14

November 16th - 18th

U-High Parent-Teacher Conferences

9:00am - 3:30pm

Steps 1-8: Creating your calendly account; Linking it to your Google Calendar; Creating a PT Conference Zoom link; Sharing your Calendly link

  1. Establishing a Calendly account - Create a Calendly account by clicking on this link.

  1. Check your profile setting in Calendly- Make sure your name is spelled correctly and adjust your welcome message.  If you are looking for a welcome message for parent teacher conferences, please see below.

Welcome Message:

Welcome to my scheduling page. Please follow the instructions to schedule your parent teacher conference with me.

  1. Clear your Google Calendar for November 16-18- In order for Calendly to work properly, you will have to clear your Google Calendar on November 16th -18th.  To learn how to do this, please watch this video.

  1. Creating a Zoom link for Parent-Teacher Conferences- There are two different options when creating a Zoom link for parent teacher conferences.  Learn about your different options and determine which one works best for you.

  1. Enable Waiting Room- To keep all the logistics of parent teacher conferences running smoothly, enable the waiting room in Zoom.

  1. Turn off authenticated users- Make sure authenticated users is not turned on in your Zoom settings

  1. Creating an Event in Calendly
  1. Part 1: In this video learn how to create the parent teacher conference event in Calendly and add in your Zoom information.
  2. Part 2: Continue to create an event in Calendly with Part 2 of this video.
  3. Part 3: You need to know who is attending your meeting and the name of their student and grade level.  Learn how to add questions to your calendly invite.
  4. Part 4: Check your Calendly link
  5. Create an email filter to move Calendly events to a label in Gmail (Optional) - Learn how to create a filter in your school’s email account to avoid Calendly notifications.
  1. Email address: notifications@calendly.com

  1. Put your Calendly link onto this doc. This doc will be shared with families when we launch the sign up for PT conferences.
  2. Maximize the number of slots for HS parent teacher conferences (adjustment after initial meeting) Adjusting the time for parent teacher conferences so you have 30 slots a day.
  3. Prevent Double Bookings (Optional) - Learn how to prevent double bookings from the same individual
  4. Calendly free account expiring message - Did you receive a message from Calendly indicating that your free account will be expiring soon.  Please watch this video and understand why you don’t have to be concerned.

Step 9: Turning OFF your Calendly link

  1. Turn off Calendly link to parents - On November 12th at 3:30, you should turn off your Calendly link to parents.  This will give you needed time to review your appointments, correct errors, and ensure that your schedule is set for parent teacher conferences.

Step 10: Locating your conference appointments

  1. Locating parent-teacher conference information - After you close your link on November 12, you can then locate and review all your parent teacher conferences appointments by following this process.
  2. Starting your parent teacher conferences (optional)  - Learn how the various ways you can start parent teacher conferences

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