Setting up a Parent-Teacher conference booking page (V2)
YouCanBookMe is well-suited for Parent-Teacher conferences. In V2, the setup uses User Profiles, Appointment Types, and Collections to manage teachers, meeting rooms, and allocation. This guide walks through how to set up a conference booking page for your school.
Available on: Team plan (PTC subscription available — contact support)
Request a Parent-Teacher Conference subscription
YouCanBookMe offers a specially priced subscription for Parent-Teacher conferences, giving paid access to all teachers for up to 30 days. You can request up to 4 conferences per year, each submitted separately. Contact the YouCanBookMe support team to request this plan before your conference period.
Set up a User Profile for each teacher
In V2, each teacher taking bookings needs their own User Profile. This is how YouCanBookMe manages each person's calendar, availability, and video conferencing setup.
To invite a teacher:
Go to Members and click Invite.
Enter the teacher's email address. They will receive an invitation to join your YouCanBookMe organization.
Once they accept, they set up their User Profile: link their Google or Outlook calendar, set their working hours and optionally connect Zoom or Google Meet.
Each teacher's User Profile automatically manages their availability — no manual calendar sharing or CMA setup is needed.
Set up Appointment Types for your conference
Appointment Types define the meeting format (duration, location, etc.) for the conference. To create one:
Go to Org Settings > Appointment Types and click Create Appointment Type.
Set the name (e.g. "Parent-Teacher Meeting"), duration (typically 10–15 minutes), and location (Use host's video conferencing for virtual conferences, or Use host's in-person address for in-person meetings).
Save the Appointment Type. It will be available to use on your booking pages.
Use Resources for meeting rooms (optional)
If your school has physical meeting rooms that need to be booked alongside each appointment, you can use Resources in v2. Each meeting room is set up as a Resource in Org Settings > Resources. When a booking is made, the Resource is reserved automatically, preventing double-booking of that room.
Create a booking page using Collections
Collections in v2 allow you to group teachers and set how bookings are allocated (e.g. booker selects teacher, or round-robin). To set up a conference booking page:
Go to Booking Pages and click Create Booking Page.
Add the Appointment Type you created for the conference.
In the Participants section, add each teacher from your team. Set the allocation strategy: Select by booker if parents should choose their child's teacher, or use another strategy if preferred.
Optionally enable Booker selects participant and label the selection page (e.g. "Select your child's teacher").
Set the booking window: under Availability, add fixed start and end dates to limit the conference period.
Uncheck Automatically detect booker's timezone under Language & Timezones to ensure all bookings happen in the school's timezone.
Customize the booking form to collect the student's name, parent's phone number, or any other information needed.
Configure notifications
Set up confirmation emails for:
The parent (booker) — include the meeting location or video link, the teacher's name using {TEAM-NAME}, and reschedule/cancel links.
The teacher — include the parent's name, any booking form responses, and the meeting details.
Consider adding a reminder email 24 hours before the conference to reduce no-shows.
Create separate pages by grade level or teacher
If you prefer to run separate booking pages per grade or per teacher:
Per grade level — follow the steps above but only add the teachers for that grade. Copy the booking page and swap team members for each grade level.
Per teacher — create a booking page with a single teacher. Copy and edit the team member for each teacher.
For further questions, contact our team at support@youcanbook.me.
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