The Appointments Not Needed Screen

AI-generated transcript by Loom.com

00:00 So we've graduated from the setup button where we set up the conference night to the actual parent teacher conferences button where we will actually deal with the appointments themselves.

00:11 Now let's check in on our PTC process. So back to our three steps, building the structure, creating the appointments and scheduling the appointments.

00:21 So we've built the structure that was number one. And now we're beginning the second step, creating the appointments. And once created, of course, we'll schedule them.

00:30 There are two parts of appointment creation and scheduling. There's creation and scheduling on a mass scale and creation and scheduling on an individual scale.

00:41 Mass creation and scheduling, as could be expected, is restricted in that it needs to make sense. It's only available for students and parents that the system thinks are supposed to be getting PTC appointments.

00:53 The auto scheduler, as well, does not work for irregular appointments, although it obviously won't double schedule a time slot that you've already used, of course.

01:02 So, for mass appointment creation, the system provides you with a list of the possible appointments to create. And then you choose which ones you want and create them.

01:14 After we discuss mass creation now for a while, we'll discuss manual one by one creation eventually. Now, before we even discuss mass creation, we need to discuss who is included on the list of potential appointments that the system gives you for mass creation, which students get potential appointments

01:33 . So the system includes any student enrolled in a course for the term that that comment is being made for your current term.

01:40 So any student enrolled in a course, now which parents get slated to attend the appointments about the students? So the system will only include accounts listed as the students' parents on the students' page in the student browser.

01:56 And if the parents are divorced or the like and both parents accounts are listed as such on the student browser, they're both listed as parent accounts, they'll both be marked down for potential appointments.

02:07 Even if an account is listed as family to the student on the student's page in the student browser, or the account is the responsible account for tuition, or the student is on the account as an individual, and even if it's the students default account, the account won't be eligible for an appointment

02:24 unless it's marked as the students' parents. In fact, the account or accounts marked as the student's parents will be the only ones eligible for appointments.

02:36 Even if the student is actually not linked to their account as an individual at all, the listing of parent is the only data point matters here.

02:45 And only accounts marked as the student's parents will be able to receive an appointment. So just a pro tip, if everything is going smoothly and then you notice a few accounts just not doing what they're supposed to do, this just may be the spot to check on the relevant student's page in student browser

03:00 . So you can make the appropriate changes. And by the way, if you need to change the parents on the student's page, don't forget to click save once you do it.

03:08 It's confusing because if the student is not an individual on the account that you're marking as the parents, The system will ask you on the spot if you want to add the students the account and want to answer that question It's easy to assume that the change already registered, but actually even though

03:23 you may indeed have already added the individual to the account The change of parents does not register until you click safe.

03:30 Now this whole issue is not likely to present too often because when you first enter a student their parents are marked automatically However, if you take the individual who's a student and you change its account on admire, which can happen because you made a data input mistake, or due to the student's

03:49 actual life circumstances changing, you must also manually change the account listed as the parents. Even changing a student default account or removing the student from all other accounts and anything else like that, all don't cause any automatic changes to the account listed as the parents in the student

04:10 browser. So we know which students we're making the appointments for, we're making appointments for every student currently enrolled in a course.

04:17 We know which accounts get the appointments for those students. The eligible account are the ones listed as parents of the students in the student browser.

04:24 Now we need to discuss who are the parents meeting exactly, which courses will be discussed at the So, by default, appointments will be created for every course in which a student is enrolled.

04:38 One appointment per course for the students' parents. And of course, two appointments per course, if the parents are divorced, then two accounts show up as the students' parents on the student browser.

04:49 So, for example, younger students will commonly be enrolled in the Moodekai-Dishan general studies. So, the parents will get an appointment with a Moodekai-Dishrabbi or Mora, and an appointment with a general studies teacher.

05:00 So let's get down to business. So back in our three PTC steps, we built the structure and now we're going to create the appointments so that we can schedule them.

05:11 So the step we're gonna start with now mass appointment creation, taking the list of possible appointments with the student in the course and the parents' mark does the parents and then turning the possible appointments into actual appointments is actually itself a twofold process.

05:28 First, we trim down our list by knocking out unneeded appointments, and then we use the trim down list to actually choose the appointments we want and create the appointments.

05:40 Click on school, parent teacher conferences, we'll trim down our list in the appointment not needed screen, and then we'll move on to the appointment admin screen.

05:50 That's where we'll really be creating the appointments. First, trimming down the list. Let's tell it to myer, who is not getting an appointment.

05:59 Click on appointments not needed. Select the correct conference name, Bing in the nail with a preferred hammer. If you click load, you'll see a listing of every entity that you've set to not receive an appointment.

06:12 There are none yet, of course. So let's put some in. You can streamline the appointment not needed process by using the available entities for exclusions.

06:20 The system allows you to exclude students from PTC to exclude entire families, meaning accounts from PTC and to exclude teachers or courses from PTC.

06:32 Select the type you wish to exclude from receiving appointments and pick the account course teacher or student that you want.

06:39 For the account, you'll actually search on the standard open account screen. For the others, you'll select from the list of possible options for this conference.

06:47 Obviously, even though you're using the standard account search, and you can therefore technically add any account and admire to this appointment not needed list, the only accounts that actually matter here are the ones that are eligible for a PTC appointment.

07:00 So if you exclude an account, no appointment will be created for students on the account. If you exclude a course, no appointments will be created for students in the course or that course.

07:13 So I mean, if the teacher teaches the kid in two different courses, the parents will still get an appointment to meet with that teacher for the other course.

07:21 Now, why would you want to exclude a course? There could be several reasons. It might be a very minor course that the school administration simply doesn't feel warrants, parent teacher, comforts appointments.

07:31 Or perhaps you're dealing with older grades where each of the students have a bunch of teachers and you decide that only certain courses will get appointments because it would just be impossible to fit everyone in otherwise.

07:41 Moving on to students. So in the same way, if you exclude a student, no appointments will be created for that child, the parents will still get appointments for their other children though.

07:52 You can exclude a teacher entirely as well, if she simply isn't attending the conferences. If you make a mistake and wish to remove an entity from this list, simply right-click and select remove.

08:03 Now, please realize the following. We are in the middle of PTC Step 2, creating appointments. But as we said, this screen, both the basic tab and the advanced tab that we'll discuss later, are only meant as a trimming down in preparation and aid to the upcoming appointments admin screen, which is where

08:23 you'll really create appointments. So we can talk about adding or removing an entity to or from the list on this screen.

08:30 And that will affect whether you'll be able to create appointment for the entity. But just realize that once you have actually created an appointment, as well discuss soon, you'll need to delete the appointment on later screens.

08:43 You will not be able to simply edit this list, meaning editing the list here wouldn't help you because this whole appointment's not needed screen is simply a way to trim down the eligible list.

08:55 But if the appointment has already been created for real, then it's already been created. It doesn't matter if it's on the trim down list of eligible entities.

09:04 It has an actual appointment, so that all just doesn't matter. And again, that's both on the basic tab and on the advanced tab.

09:12 Once an appointment has been actually created, you need to delete it elsewhere if needed. Now, the advanced tab is a more powerful way to edit this appointment not needed list.

09:24 But it's important to realize that although the appointment not needed screen and especially this advanced tab can be extremely useful as every bit of trimming down and further organization will seriously help you.

09:36 You do not absolutely need to use the appointment not needed screen. Technically, you can carefully skip over the necessary appointments in the appointment and the appointment and not create them.

09:49 So therefore, before all of you dear viewers, these patients with me, and the interest of actually getting to the part of this video where we schedule the Well, smoothly skip right over the rest of the discussion I wanted to have now about the advanced tab and it's around the explanations.

10:06 Yippee, please understand that it's really, really important that you actually watch the pendicts later, because the appendicts touches on a lot of general scheduling nuances that you really need to know.

10:18 So really, please make sure you watch it.