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9-12 Spring Conferences

Part 1: Set up the Conferences

 

Set up your Conferences (≈5 minutes)

Quick steps to create your conference sign-up.

Conference Date: 4/9/26 Time Window: 5:30–8:30 PM Slot: 10 min Break: 5 min

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

  2. On the next screen, click the date box and choose 4/9/26 for your conference date.

  3. Select your earliest start time and latest end time: 5:30–8:30 PM.

  4. Skip the “Recess” question.

  5. Enter 10 in “Appointment Duration.”

  6. Enter 5 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. NEW: Delete the default line “Please view the sign up list…”. With the text box empty, click the + sign → Use Template → “Part 1: Parent Conference Directions.”

  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.

  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 2:00 PM on 4/2.

    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.

screenshots of how to set up conferences in parentsquare

Part 2: Send the Invite

Invite Your Parents

Follow these steps to publish your invitation to parents and to manage your conferences.

  1. From Home, click on NEW POST. Then select recipients: staff (you) and parents.

  2. 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.

  3. In the subject, type: You’re Invited to Sign up for a Conference with Name + Room # (e.g., “You’re Invited to Sign up for a Conference with Mrs. Breton in Room 210”).

  4. In the empty post box, click the + sign → “Use Template” → “Part 2: SHS Fall Conference Post.”

  5. Scroll slightly down to paste your link to your conference sign ups next to the highlighted statement that says “The link to sign up for a conference with me is here”.

  6. Schedule your post for 3/19 at 5PM. You can send this using “user preferred notifications.” Please make sure you do NOT select “do not notify” for this post as your parents will not get it.

ONCE YOUR CONFERENCES ARE LIVE, please note:

We will be closing conferences on Thursday, April 2nd at 2PM.

I suggest you create a calendar event, phone alert, and/or schedule an email to yourself to remind yourself to shut your conferences down. You will not be able to shut them down earlier since the post won’t yet be published in your feed. 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.)

a screenshot showing people how to create conferences in parentsquare