MyConferenceTime permits school admins to change the date of conferences without requiring parents to sign up for new dates/times. Simply changing the date in the date summary will move the conferences (time slots, parent registrations, etc) to the new date. This is especially useful if conferences need to be changed due to inclement weather. Here are the recommended steps:

  1. Optional: send a notification to parents that conferences are postponed.

    Sending a notification will email all parents who are signed up for a conference that is on the date being postponed. When you use this feature, you customize the subject and body of the email to announce that conferences are postponed to a new date. No conference information (date, time, teacher, etc.) is pre-filled in the message.

    You probably do not need to do this if parents have already been notified by the school/district that activities have been postponed.

    Use these directions to send an email notification: Email Notifications For Specific Date(s) - Weather, Emergency Cancellations

  2. Required: Change the date of conferences.

    Scenario: If conferences are scheduled for January 10 but need to be moved to January 17, use the Date Summary to change January 10 to January 17. All conferences that are scheduled for January 10 will be moved to January 17.

    When changing the date, parents keep the same time slots, same schedules, etc.

    Use these directions to change the date of conferences: Date of Conference - Change to New Date

  3. Optional: Re-open scheduling.

    Due to the new date of conferences, parents who previously could not attend conferences on the old date might be able to attend conferences on the new date. If your schedules are "not visible," you can make them visible so that parents have the opportunity to sign up.

    Use these directions to make schedules visible immediately: Schedules - Visible/Not-Visible - Immediately
    Use these directions to set a date/time when schedules will close: Schedules - Visible/Not-Visible in Advance
     
  4. Optional: change the undo cut-off date so that parents can edit/cancel their conference if needed. 

    Changing the undo cut-off date is helpful because the new date might not suit all parents and allows parents to cancel their scheduled conferences online. (It's possible that your undo cut-off date does not need to be changed [the undo cut-off date is far enough in the future to allow ample time for parents to cancel], or you do not want parents to be able to cancel online.)

    Use these directions to change the undo cut-off date: Cancel Conferences Online (Directions for School Staff to Allow Parents to Cancel Online)

  5. Optional: schedule a courtesy reminder which includes the new conference date. 

    Use the Date Summary to set up a courtesy reminder email to be emailed prior to the new date of conferences. The email will contain the new date (same times) of conferences.

    Use these directions to schedule conference reminders: Email Reminders for Conference Dates - Scheduling in Advance