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The Complete How-To Guide for Using SignUpGenius for Parent-Teacher Conferences

Teacher-Parent Conferences School SignUpGenius can help your school plan your parent-teacher conferences and save many hours for your teachers and staff. In addition, the site can be used for other school volunteer opportunities, increasing parental involvement all year round! 

We provide tools to make it easy to create parent-teacher conference sign ups. This guide will walk you through each step. If you have any questions along the way, contact us and we’ll be happy to assist. 

Creating a Parent-Teacher Conference Sign Up 

To get started, click the green “Create a Sign Up” button at the top of the page and log in or register on our site. This will take you to the sign up creation tool. Follow these steps below through the process: 

1) General Details Tab 

Choose an existing group or create a new group name, such as “Ms. Harris’ Fifth Grade Class.” In the “Description” text box, you can enter some descriptive text or save this to fill out later. For instance, you might remind parents to arrive five minutes early to keep everything on schedule. Genius Tip: Need to learn more about setting up Groups? Check out this guide

2) The Theme Tab 

Select a theme for your sign ups. In the drop-down box near the top of the page, select the category of “Education” to see school-related themes or select the “General” or "Colors" category for general themes or to search by color. We offer free themes for everyone and custom/premium themes for our paid subscribers. (Premium themes are designated with a white ribbon.)  

3) The Dates/Times Tab 

For conferences, select the "Time Slots" option. This will bring up our time slot generator where you can enter the time slot parameters and select the time increments for your meetings. For instance, if your conferences will be Tuesday-Thursday, you’ll want to check those days of the week. If your conferences are 20 minutes apart, you’ll want to type that as the “Time Slot Increment.”  

parent teacher conference sign ups multiple slots teachers

4) The Slots Tab 

For One Teacher: You can enter one slot simply called "Parent Conference" with a "1" in the "# Wanted" column and "All dates" selected in the "Show for date/time" column. This will create a single sign up slot for each of the time slots you entered on the previous page.  

For Multiple Teachers (2-5): If you are creating a sign up for multiple teachers on the same sign up, enter each of your teachers' names as an individual slot. This will make it so that there are sign up slots for each teacher.  

For Multiple Teachers (5+): If you are grouping more than a handful of teachers on a sign up, you may want to create multiple sign ups and link them together with our tabbing feature. That way people can toggle between sign ups easily from one single link. It’s convenient for parents who have several children in different classes and want to sign up for back-to-back meetings at one time.  

Some schools will group teachers by grade level, department or alphabet to create smaller sign ups. You can create one sign up to use as a template and then easily duplicate it and edit the information for each sign up that will be linked with the tabs. 

parent teacher conferences sign ups add slots

For a sign up with multiple teachers, the "Slot first, then date" grouping seems to work better.  For individual teacher sign ups, the "Dates first, then slots" (default) works better. 

parent teacher conferences sign ups layouts slots

5) The Settings Tab 

First, you will select the contact information you want from your parents in the "Ask Participants For" area. Remember that the only information that is ever displayed publicly on the sign up will be the person’s name. Any other information will still be available to the sign up administrator. You can also select the option to "Also hide the names from group members" and then the names will not be visible to anyone but the admin.  

This page allows you to set up your " Preferences" including automatic email reminders to your parents and whether or not you want notification emails sent every time someone signs up. If you want to add additional security to the sign up, click the "Advanced Settings" box and make your selections there.  

parent teacher conferences sign ups preferences security settings

6) The Preview Tab 

This step will show you what your sign up is going to look like. If you need to adjust any of your times, days, theme or description, click back on the previous steps to make edits. Be sure and click "Update" at the bottom of any page to save any changes you make. Then click “Proceed to Invite and Publish.” 

7) The Invite/Publish Tab 

At this point, you can invite people to the sign up. You can either enter information manually or import email addresses with a digital address book or CSV file. If you enter email addresses manually, make sure to enter just the email address (no names) separated by commas or line breaks. 

Once completed, you can customize your email invitation text and click "Take My Sign Up Live and Send My Invites" and you're all set! Our system will save these email addresses under the group name you assigned at Step 1: General Details. If you create other sign ups for your classroom, you can just assign the existing group to the new sign up, and when you're ready to publish it, the email addresses will already be there for you.    

If you want to wait until later to send the invites or if you’d prefer to share the sign up link from your own email program, you should NOT enter any emails in the box. Click "Take My Sign Up Live But Don't Send Emails." The next page will display the unique link to the sign up. You can copy this link to send in your own email. 

A Few More Helpful Tips 

  • Duplicate a Sign Up - You can duplicate your initial sign up to be reused or shared with others. To learn more, check out this step-by-step guide that will also walk you through how to transfer a sign up to another user.
  • Create a Web Button – With our “Web Button” builder you can embed a button on the school website that links to all active sign ups on the account. This way, parents can visit the school website and click the web button to select from the list of your created conference sign ups. Learn more about sharing your sign ups here.

Popular Premium Features for Schools 

  • Remove Advertising - With paid plans, you can remove ads from sign ups.
  • Lock Sign Ups – Locking a sign up allows the sign up creator to close slots by a specific date so users cannot remove their sign up. (Instead the sign up will direct them to contact the sign up creator.) This way users can’t delete their sign up at the last minute without notifying you.
  • Link Sign Ups with Tabs – With Sign Up Tabbing, you can group multiple sign ups together so participants can more easily see related sign ups. For instance, you could link parent-teacher conference sign ups for multiple grade levels.
  • Create Custom Themes – If you are creating sign ups for the entire school, you can design custom themes to match your school colors and upload your school logo to create a professional look to your sign ups.
  • Multiple Administrators – You can assign additional administrators to the school account. This way, other people can help create and manage sign ups on the account.

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Frequently Asked Questions 

Do parents have to create a SignUpGenius account?
No. Parents are not required to create an account with our site in order to sign up. On the Settings tab in Step 5, the sign up creator has the option to select required contact information. If you want to require an account, you can indicate this using the "Advanced Settings" at the bottom of the Settings page and selecting “Enhanced Security.” 

What is your privacy policy?
You can read our detailed privacy policy, but the bottom line is: we do not sell or distribute any emails or contact information. We use aggregate information to make wise marketing decisions for our company, but your data stays with us, period. We have a “delete anytime” policy where, upon request, any user can be completely deleted from our database. 

Can an administrator sign people up themselves if a parent signed up on paper or by phone/email?
Yes, absolutely. The creator of the sign up has a whole suite of utilities after the sign up is published that enables them to add or delete people from the sign up or edit the sign up at any time.  The administrator should log in with the email/password used to create the account and then view the sign up. They will see an "Admin’s Toolbar" at the top of the screen with a number of management utilities, including the ability to “Add/Edit/Delete People.” 

I have another question.
No problem. Contact us. We’re happy to help you get started! 

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