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One-to-one meetings with parents

Who this is for: teachers · Where: Meetings in the sidebar.

What this page is for​

Parents book a private call with you. You publish the times you are free, they request one, you approve or decline. The call happens over Google Meet, on a link you supply.

The page has two tabs: Requests and Availability.

Before parents can book anything​

Two things are needed, in this order:

  1. Paste your Google Meet link. It must be a real one — the field only accepts an address beginning https://meet.google.com/.
  2. Switch availability on.
The switch will not turn on without a link

If you try, you get an error. It is deliberate: a parent whose request you approve has to receive something they can actually join.

This is one permanent link that every meeting reuses. There is no Google Calendar connection — nothing is created in your calendar, and no invitation is sent from Google.

Publishing your free times​

On the Availability tab you add slots in one of two ways.

One at a time​

Pick a date, a start time, and a length. Lengths available: 15, 30, 45 or 60 minutes (30 by default).

A repeating pattern​

Choose the weekdays, add one or more start times, pick how many weeks ahead to generate (2, 4, 8 or 12), and one length for all of them. The whole grid is created in one go.

There is a ceiling of 200 slots per action

A wide pattern over many weeks can exceed it. Generate a shorter run and repeat if you need more.

Slots are shown grouped by day. A slot that has been booked is marked as such.

A booked slot cannot be deleted. Decline the request first — that frees the slot and it becomes bookable again.

Handling requests​

Each request shows the parent, the child, the subject you teach them, the requested time, and any note the parent added.

  • Approve — the parent is notified, and the meeting is confirmed with your Meet link.
  • Decline — you may add a reason, which the parent sees. The slot is released for someone else to book.

Only a request still waiting can be acted on. If you approve one that has already been handled — for instance in a second browser tab — you get a conflict message rather than a double booking.

The Meet link is not shown from the moment you approve. It becomes visible 15 minutes before the start and stays until 30 minutes after the meeting should have ended.

This is a privacy rule, not a display quirk

Outside that window the link is not sent to the browser at all. A permanent Meet link that sat visible in a parent portal for weeks could be joined by anyone who found it, at any time, including while you were teaching a different class.

The parent sees it on the same schedule.

Rules and limits​

  • A Meet link is required both to switch availability on and to approve a request.
  • Slot length: 15–60 minutes from the picker; the server accepts 10–120.
  • 200 slots maximum per add action.
  • Booked slots cannot be deleted — decline first.
  • Only pending requests can be approved or declined.
  • Parents can only reach you if they are linked to a pupil you actually teach.

Troubleshooting​

"My link is rejected as invalid." It has to start with https://meet.google.com/. A calendar invitation URL, a Zoom link, or a shortened link will not pass.

"A parent says they cannot see the join button." Check the time. Outside the window described above it is hidden by design — for both of you.

"I want to remove a slot but there is no delete." It is booked. Decline the request and the slot comes back.

"No parent has ever requested a meeting." Confirm availability is switched on and that you have future slots. Past slots are not bookable.

"I need a group meeting with the whole class instead." That is a different feature — see Class parent meeting.