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K-6 Spring Conferences

Set up your Conferences (≈5 minutes)

Quick steps to create your conference sign-up.

Conference Date: 2/12/26 Time Window: 3:30–7:00 PM Slot: 15 min K-4 / 10 min 5-6

 

  1. Click the arrow next to NEW POST and select Appointment Sign Ups.

  2. On the next screen, click the date box and choose 2/12/26 for your conference date.

  3. Select your earliest start time and latest end time: 3:30–7:00 PM.

  4. Skip the “Recess” question.

  5. Enter 15 (K-4) and 10 (5-6) in “Appointment Duration.”

  6. Enter 0 in “Break Between Appointments.”

  7. Check “Hide names of users who sign up.” This hides names from other parents; you will still see who signed up.

  8. Leave unchecked: “Limit to 1 appointment per user across all time slots.” This can cause issues for twins/siblings.

  9. Check “Require Student Information.” Parents select their child so you know which student the conference is for.

  10. Click Next.

  11. Change the Sign Up Slot title to “Conference Appointment.”

  12. Keep 1 in “Available spots in the appointment slot.”

  13. Click NEXT near the top-right. You’ll be taken to a posts page.

  14. In the “To” box, populate ALL classes of yours that should receive the opportunity to schedule a conference. If you are a special education teacher and are requesting conferences, you will send to your caseload via groups.

  15. Select recipients: staff (you) and parents.

  16. In the subject, type: Your Name + “Conferences” + Room # (e.g., “Mrs. Breton’s Conferences, Room 210”).

  17. Delete the default line “Please view the sign up list…”. With the text box empty, click the + sign → Use Template → “Spring Conferences.”

  18. Your individual conference slots are at the bottom of the post. Change “Sign Ups List Title” to “Your Name + “Conferences”.

  19. Review your slots. Do not change the dates under “When do you want people to sign up by?” Changing this will alter the conference date. Click on the trash can to remove one conference slot from 4:30-6:00PM for a break.

  20. IMPORTANT: To prevent parents from receiving reminders: Under Select Notification Options, choose DO NOT NOTIFY. Then click the arrow next to Post Now and select Schedule.

    Schedule Time

    Schedule the post for 3:00 PM on 2/6. (Although the post is not scheduled until 2/6, it WILL be visible via a link, but hidden from your feed.)

    A warning appears: “You have chosen to publish this post at the scheduled time without notifications.” Click Schedule to confirm.

    Get the Shareable Link

    After scheduling, do not navigate away: Click Share → Get a Link → click the rectangles to copy the URL. 

    If you navigated away: From HOME go under Posts → Scheduled and Draft Posts, open your post, then Share → Get a Link → copy.

  21. Use the link to send a direct message (not a post) to individual parents with whom you would like to request a conference. A sample message is as follows:

    Dear X,
    We are conducting spring conferences on Thursday, February 12th from 3:30-7PM. I would like to request a conference with you to discuss X’s progress in my class. To sign up for a conference, please click on the link below to select a slot. Please select a conference time no later than 3PM on Friday, February 6th, which is when conference registration closes. If these dates/times do not work for you, please let me know and we can set up a phone/virtual meeting on another date. Thank you, and I look forward to seeing you soon! (Insert conference link)

Your conferences will appear in your feed (but not be sent to parents as long as you remembered to select “do not notify”) on Friday, February 6th at 3PM. This is when you can shut down your conferences. Please do not close your conferences earlier than that date/time. 

I suggest you create a calendar event, phone alert, and/or schedule an email to yourself to remind yourself to shut your conferences down. If you will not be at work at the time that conferences get shut down, please email me and I’ll do it for you.

 

Prior to shutting your conferences down:

To download a report of who has signed up for a conference, click the gear on the conference sign-up post, navigate to “Add Ons” → “View Report.” On the next screen, click “Export CSV” and save your report. This lets you see who has signed up and at what time.

Then click the back arrow on your browser to go back to the conference sign-up post. At the top of the conference slots, you’ll see a gray bar with a lock on the right that says “Disable.” Click this to close sign-ups.

Additional tips for managing conference appointments in ParentSquare:

If you need to add support staff/co-teachers, click the gear on the post and then “Manage Collaborators.” You can add any staff member so they can view and manage the post as you can.

If a parent is having trouble signing up, you can add them manually. Open the post, find the desired time slot, and click “add someone.” Search for the parent’s name and click “add.” You can also delete parents from the sign-up by clicking the trash can icon. (Parents can do the same if they need to change times.)

 

Note: Dates in the graphic below do not match the dates in the directions. Please use the correct dates as specified in the directions to the left. 

screenshots of how to set up conferences in parentsquare