Create an appointment planner
If you want to schedule a conversation with the parents of the children in your group, use the appointment planner. It lets parents quickly and easily sign up for a time slot of their choice via Kwieb. In this article, we explain the options you have when you create an appointment planner. Before you can create a conversation, you must be logged in to Ziber Team as a member of the school team.
To get started, tap the plus at the bottom of Ziber Team and then choose Appointment planner
Name and description of the conversation
First, enter a clear name for the appointment planner. This name is used in the communication to parents via Kwieb and in any emails.
You can also explain in a few lines what the conversation is for (in the 'description' field).
Option: Ask parents for a comment
You can give parents the option in Kwieb to add a comment or note before the conversation. As a teacher, you can then read this comment in advance and refer to it during the conversation. This helps you prepare well.
Minutes per time slot
By default, the conversation length is set to ten minutes, because people traditionally talk about 'ten-minute conversations'. You can change this to a different length.
Tip: If you want to enter a time yourself, choose '...' and then enter the number of minutes the conversation may last.
Time between slots
You can schedule extra time between each conversation, for example for parents arriving and leaving, or to prepare. The actual conversation time stays the same, but you get a short break between appointments.
Number per time slot
You decide how many invitees (parents/guardians) can be scheduled per time slot. By default, this is set to 1 invitee per time slot, but you can change it to 2 or more, depending on your needs.
When do you use multiple invitees per slot?
- When you want to plan portfolio conversations in which several children give their presentation.
- When you want to hold group conversations, for example with several parents at once.
- For walk-in sessions or similar moments, when several parents can come and watch in the classroom at the same time.
- When you want to plan a workshop or the school photographer, for example.
Invitees
Select invitees
As a teacher, you are automatically linked to the group(s) you teach. In the drop-down menu, you can select a whole group, several groups or individual students:
- Want to select a whole group? Tick the group's checkbox.
- Want to select individual students? Click the list icon to see all students in the group and make your selection.
Tip: All linked parents of the selected students are invited to the appointment planner. If you don't want this, for example because you only want to meet a specific parent, you can set this when you assign time slots.
Dates and times
Select one or more days on which the conversations take place. Click a date to mark it. A blue circle appears.
Do the conversations take place at a later date? Use the arrow to the right of the months to browse ahead.
The selected dates appear below the date picker. Here you set the start and end time for each day. You can add breaks within these times later.
Tip: You can set breaks right after you've set up the conversation. See this support article.
Registration period
You set the start and end date of the registration period yourself, so parents and guardians have enough time to choose a suitable time slot. For the start date, you also set the start time. From that moment, parents receive an invitation and the appointment planner is open for registrations.
How does the registration period work?
On the first day, parents receive an invitation by email and/or notification. Halfway through the period, parents who haven't responded yet receive a reminder. On the last day, a final reminder follows to choose a time slot.
Summary and save
After you've filled in all the details, you can see whether there are enough time slots available. On the left of the screen, the total number of time slots that will be created with your current settings is shown in green.
Note: Take extra time slots into account if you want to schedule breaks. Make sure there are enough slots available if certain students need more than one time slot.
You're now ready to create the time slots. Tap the green Save button to create the appointment planner.
