How to use Koalendar for Parent-Teacher Conferences

🎯 Why Koalendar Works for Schools

Streamline your parent–teacher conferences by letting Koalendar handle the signup process, reminders, and calendar syncing—so teachers can focus on what matters: connecting with families.

Step 1: Create Your Booking Page

Set up a dedicated booking page for each teacher, class, or grade level.

How to Set It Up

1. From your Koalendar dashboard, click "+ New Booking Page"

   

2. Title your page clearly, e.g., "Parent–Teacher Conference – Grade 3 (Mrs. Smith)"
3. Location Settings: Choose in-person, phone, or video (Zoom/Google Meet/Teams links can be auto-generated).
4. Set your availability for the specific conference dates and times
5. Set meeting duration (e.g. 15 or 20 minutes)
6. Add buffer time between meetings if needed
7. Enable calendar sync with your Google, Outlook or Apple Calendar to prevent double bookings.
8. Add Custom Questions: Ask for key details like:
   • Parent's name
   • Student's name
   • Class or grade
   • Preferred language
   • Notes or topics to discuss
9. Automate reminders and confirmations:
   • Customize your confirmation email
   • Enable Email & SMS reminders to reduce no‑shows.
   • Set a follow-up email to be sent a few hours after the appointment
10. Final review then Publish: Double‑check settings, preview booking flow, then click Publish.

Step 2: Share the Link With Parents

Distribute your booking link through:

• Email invitations
• School portal or LMS (e.g. Google Classroom, Schoology)
• Printed flyers with QR codes
• Class newsletters or messaging apps (e.g. ClassDojo, Remind)

Tips for Teachers & Schools

• Add buffer time between appointments to stay on schedule
• Use emails & SMS reminders to reduce no-shows
• Create separate booking pages for each teacher or subject, then share the link displaying all booking pages
• Sync your Google or Outlook calendar to prevent conflicts
• Label each booking page with the teacher's name and subject/grade

Frequently Asked Questions

Can parents reschedule or cancel on their own?

Yes. Each confirmation email includes a reschedule/cancel link.

Can multiple parents attend one meeting?

Yes—at the bottom of your booking page editor, increase the guests limit:

Can I organize conferences for multiple teachers?

Yes, by inviting each teacher to your Koalendar workspace so they can all set up their own page, and you can also create multi-hosts booking pages.

Can I customize the form to collect student info?

Yes. You can ask for student names, grade level, or any specific concerns in the booking form.