Parents’ evenings don’t just happen. Behind the scenes, support and admin teams are juggling bookings, staff availability, room setups, parent communications, last minute changes, technical checks and many other moving parts – all to ensure interviews are well organised and give parents a positive experience. 

This guide walks through everything you need to consider before, during, and after interviews to keep things smooth and stress free. 

1. Decide on your format: in person, online or hybrid 

Every school community is different, so choose a format that best supports your families and staff. Each comes with its own benefits and considerations: 

• In person: great for personal connection, but requires careful room planning 

• Online: ideal for busy families, split households and rural and remote communities – but can lack the connection of in-person meetings 

• Hybrid: the best of both worlds – parents choose what works for them 

If you’re offering online meetings, make sure your platform: 

• Doesn’t require parents to download an app 

• Allows extra guests to join 

• Supports screen sharing 

• Has built in chat for quick links and follow up notes 

• Is secure and browser-based for easy access 

ÌÇÐÄVlog Parents’ Meetings handles all of this, making video interviews streamlined, easy and efficient while maintaining professionalism.

2. Build the timetable: booking rules, buffers, and schedulesÌý

Admin teams can lose hours trying to coordinate appointment times – especially when multiple teachers, siblings, or specialist staff are involved.Ìý

A good scheduling setup will:Ìý

• Enable teachers to set their own availabilityÌý

• Offer parents a simple, intuitive booking experienceÌý

• Create efficient routes for families and minimise waiting timesÌý

• Offer optional buffer time between meetingsÌý

• Make last minute changes easyÌý

Software such asÌýÌÇÐÄVlogÌýParents’ Meetings simplifies this process with an automatic booking mode – so each family can quickly find an efficient schedule.Ìý

3. Get your data ready: integrations, staff access, and setupÌý

Before bookings open, check that:Ìý

• YourÌýpupil, parent and class data is up to dateÌý

• Staff know how to log in (single sign-on helps reduce friction here)Ìý

• Teacher availability is confirmedÌý

• Room allocations are assigned (for in-person meetings)Ìý

• Video call devices have been tested (for online meetings)Ìý

Systems that integrate directly with your school management software save admin staff a huge amount of setup time and reduce the risk of errors.Ìý

4. Communicate clearly with parentsÌý

Great communicationÌýfrom the outset means fewer parent emails, phone calls, and last-minute problems.Ìý

Consider sending parents:Ìý

• A clear ‘How to book’ emailÌý

• FAQs with information on how long appointments are, whether children should attend,Ìýand what to do if theyÌýcan’tÌýattend or book sessions (e.g. due to working hours)Ìý

• Reminders closer to the dayÌý

• Instructions for video calls (if applicable)Ìý

PlatformsÌýlikeÌýÌÇÐÄVlogÌýParents’ Meetings can send reminders automatically – so your admin staff have one less job on their list.Ìý

5. Prepare for the day: environment, tech, and timingÌý

A calm, organised setup makesÌýa huge differenceÌýfor staff and families alike.Ìý

For in-person interviews:Ìý

• Ensure waiting spaces are comfortable and clearly signpostedÌý

• Provide water stationsÌý

• Keep printed timetables handy for staffÌý

• Ensure each teacher’s room is labelledÌý

• Have an admin ‘base camp’ for support requestsÌý

For video interviews:Ìý

• Encourage teachers to test their device and connection earlyÌý

• Ask staff to keep backgrounds tidy and professionalÌý

• Use countdown timers to keep meetings on scheduleÌý

A countdown timer and automatic end to appointments help prevent bottlenecks and ensures all families have an equal opportunity to talk to teachers – the right software will have these features built in.Ìý

6. After interviews: follow-up, reporting, and next stepsÌý

Great adminÌýdoesn’tÌýstop once the last interview ends. After the event, you should:Ìý

• Check reports toÌýidentifyÌýanyÌýpupilsÌýwhoÌýdidn’tÌýhave appointmentsÌý

• Follow up with families who need another time or formatÌý

• Review attendance rates toÌýidentifyÌýany patternsÌý

• Gather teacher feedback on what worked (and whatÌýdidn’t)Ìý

• Make notes while the experience is fresh so you can improve next timeÌý

Using a platform with built-in reports such as teacher availability, popular appointment times, andÌýpupilsÌýwithout bookingsÌýprovidesÌýinstant insights.Ìý

BetterÌýparents’ eveningsÌýwithÌýÌÇÐÄVlogÌý

ÌÇÐÄVlogÌýParents’ Meetings is trusted by schools worldwide and supports you with:Ìý

• Integrated video calls:Ìýa secure platform with no app neededÌý

• Hybrid scheduling:Ìýoffer both virtual and in-person optionsÌý

• A built-in countdown timer:Ìýkeep interviews fair and on timeÌý

• Automatic booking mode:ÌýoptimiseÌýparentÌýschedulesÌý

• MIS integrations:Ìýquick and automated data sync saves valuable admin timeÌý

• Reports:ÌýidentifyÌýgaps and improve engagementÌý

Parents' meeting softwareÌýsaves your admin team hours they would spend scheduling interviews,Ìýmanaging chaoticÌýtimetablesÌýand chasing parents for responses.Ìý

Download our free guide to explore how you can streamline your parent-teacher interview process.

Read the guide