Parent-Teacher Conference Scheduler
Enter your available slots and each family's preferred times to build a conference schedule with no double-booking
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Builds a parent-teacher conference schedule from your free times and each family's first, second and third choices, with no double-booking. It also prints notes for families and a blank request form to collect their choices.
How to use
- Under "1. Available times", set each date with its start and end time, the "Length of one conference" and the break between conferences. Add lunch or meetings under "Times to leave free".
- Under "2. Families", paste the names one per line, or load a saved class list.
- Under "3. Choices", pick up to three choices per family, the conference type and, for siblings, the same label in "Siblings".
- Check the "Schedule" tab. Drag a name to another time, or tap it and then tap the new place; moved families are locked.
- Print the schedule, the "Family notes" or the "Blank request form", or press "Save as CSV".
How it works
- The assignment first gives the largest possible number of families their 1st choice, then the most 2nd choices, then 3rd choices, then places everyone else in free times. It uses an optimal matching method (the Hungarian algorithm); sibling groups are placed by trying every block of back-to-back times.
- With "Only schedule families in the times they chose" turned on, families whose choices are all taken are listed as not scheduled.
- Names and choices are saved only in this browser on this device. There is no online sign-up and no reminders.
Questions and answers
- How many conferences fit in an afternoon?
- From 14:00 to 17:00 with 15-minute conferences and a 5-minute break, nine fit: 14:00, 14:20 and so on up to 16:40.
- What happens when two families want the same time?
- Only one can have it. The one who has another usable choice is moved to that choice, so the number of first choices met stays as high as possible.
- Can siblings have back-to-back conferences?
- Yes. Give both families the same label, such as A, under "Siblings". They get consecutive times on one day, or a warning if no such block is free.
- How do I collect the families' preferred times?
- Print the "Blank request form". It lists every time with a box where the family writes 1, 2 or 3.