Google Meet

Parent Conferences: Easy Scheduling with Google Calendar Appointment Schedules

Why Use Appointment Schedules?

• No more back-and-forth emails to find a meeting time

• Parents can view your available time slots and choose what works best

• Automatically adds appointments to your Google Calendar

• Sends confirmation emails to parents and reminders automatically

Set Up Your Appointment Schedule

1. Open Google Calendar

• Go to calendar.google.com using your PSB Google account

• Click the + Create button (top left)

• Select Appointment schedule

• Add a title like “Parent-Teacher Conferences - Fall 2025 - Ms. Jones”
  
  

2. Set Your Availability

• Set the Appointment duration ie the conference meeting length (eg 15 or 20 minutes)

• From General availability: choose Does Not Repeat

• Then, add each dates and times you’re available for Fall conferences  eg November 6, 12, 20, and Dec 3  from 1:00- 4:00 PM (or however long you’re taking appointments)
  
  

3. Set your Scheduling Window:

• Maximum time in advance: This is the maximum time into the future that someone can schedule an appointment with you. An unchecked box means  that people can book time with you  indefinitely into the future. So it’s recommended that you check this box and set it for a week or two, depending on when you set up/share your appointment calendar.

• Minimum time before the appointment start: This is the minimum lead time you require for someone to schedule an appointment with you. Increase this to give yourself more time to prep for appointments or decrease it to allow more last minute bookings.

• Booked Appointment Settings: adjust buffer time, max bookings per day and guest permissions.

3. Customize Booking Settings

• Click Next to customize:

  • Location and conferencing: Choose none - to be specified later.  

  • Description: Add a description that explains the purpose of this meeting/ appointment e.g.” I’m looking forward to meeting you during our parent/teacher conferences for Fall 2025!” The description displays: On your booking page, In confirmation emails and in event descriptions.

  • Booking form: Collect parent name, student name, location (ie in person or via Google Meet) and parent email

  • Booking confirmation & reminders: Parents receive an automatic confirmation email

  • Click Back to edit any previous sections or  Save when you’re done.
    
    

4. Try/test it out! 

• Share the link with a friend or colleague to ensure it’s set up the way you want. 

• Delete any “practice” appointments from your appointment schedule before sharing the live link with parents

5. Share the Link with Parents:

• When you’re done, copy your booking page link

• Paste it in your parent email or newsletter
  (eg, “Book a conference with me here: [insert link]”)

Tips for Success

• Need a visual? You can watch this process happen here.

• Include your booking page link in your conferences email to families

• If your time slots fill, you can edit or add new times anytime

• You can manually add parents who prefer to schedule by phone/email