Resources / School / The Complete How-To-Guide for Using SignUpGenius for Parent-Teacher Conferences
The Complete How-To-Guide for Using SignUpGenius for Parent-Teacher Conferences
This How-to-Guide is for schools that are ready to get started. If you're new to SignUpGenius, learn the basics about our service for parent teacher conferences.
SignUpGenius can help your school plan your parent-teacher conferences and save numerous man-hours for your teachers and staff. In addition, the site can be used for other school volunteer opportunities, increasing parental involvement all year round!
Designing your parent-teacher conference sign ups can be a painless process and this guide will walk you through each step. Follow along below, and your free online sign up(s) will be up and running in no time! If you have questions or run into problems, we pride ourselves on customer service… so contact us for some personal advice and help from a real live person. You can’t beat that!
Step 1: Decide who will build/manage your sign ups
There are several different ways to utilize SignUpGenius for parent-teacher conference sign ups:
A) An Individual Teacher:
B) An Entire School, Sign Ups Managed by a Single Administrator:
C) An Entire School, Sign Ups Managed by Teachers:
D) An Entire School using SignUpGenius PRO, Sign Ups Managed by Multiple Admins:
Take your sign ups to the next level with SignUpGenius PRO. Check it out!
Step 2: Build a single sign up form template
Most schools have similar conference sign up slots for each teacher – so we’ll build a master template for a single teacher first. There are numerous ways to customize and build all kinds of sign ups on our site…so for those not familiar with the system, print this out and follow these directions to build the basic template that will be used for all your teachers/sign ups. If you are a single teacher using our system, these steps will help build your individual sign up.
A) Click the “CREATE A SIGN UP” tab
B) The GENERAL DETAILS tab
C) The THEME tab
D) The DATES/TIMES tab
E) The SLOTS tab
F) The SETTINGS tab
G) The PREVIEW tab
H) The INVITE & PUBLISH tab
Step 3: Duplicate the sign up template for other teachers
If you are creating one sign up form per teacher, you can duplicate your initial form to be used by all the teachers in your school. Go to the "My Account" page and look for the “Duplicate” button in the top right corner of the "Sign Ups I've Created" box. Once you click here, you are going to give a new name to the sign up. Integrate the name of the teacher in the new title. For example: “Mrs. Browns 3rd Grade Parent-Teacher Conferences.” If you plan to send invites to all the various parents through our system… choose “Unpublished” for the status of the new sign up so that invites can be sent later (by each teacher) when the sign up is published. If you are going to send invitations outside our system (i.e. your own email system or newsletter) then go ahead and choose “LIVE Sign up” for the status of the new sign up. Continue using the duplication wizard until all the sign ups are created for all your teachers. You can also go in and edit/customize any of the sign ups after they are duplicated. If you plan to leave all sign ups in one account, you may want to consider upgrading to Pro and using our Sign Up Tabbing feature to easily navigate between sign ups.
See an example of how Tabbing allows easy navigation from one sign up to another here.
Step 4 (Optional): Transfer the duplicated sign ups to the teachers
If you want your teachers to publish and manage their own sign ups (option C from step 1), you would now transfer the copies you made into the individual accounts of teachers. To do this, go to the "My Account" page and look for the “Transfer” button in the top right corner of the "Sign Ups I've Created" box. Transfer each teacher’s sign up into his or her SignUpGenius account.
Step 5: Invite your parents to sign up!
There are several options for inviting your parents - using our system or your own.
If you have kept all your sign ups in a single school account and they are already live, you can create a web button that will link to all your sign ups. Log into the main account where the sign ups were created, and click “Goodies” in the left hand navigation of the "My Account" page. Select the button you would like to use, set preferences, and click "Build My Button." Once you build the Web Button, you can embed it into your school's website. You can also click it to go to the created index page. If you copy the URL in the web browser address bar while viewing the index page, you can email this link to all your parents through your own email system and invite them to come sign up this way. If you don't want to embed a web button on your website, after you click "Goodies" from your account page, you can just click the radio button next to "A page showing all my sign ups" and then click the orange text that says "[View Page]". You can copy the URL from here and give out this link to the index page.
Do our parents have to create a SignUpGenius account?
It is also important to note that we do NOT send out any emails to sign up participants (your parents) other than those emails related to your sign up (reminder emails or emails initiated by your school). Sign up creators (the teacher or point-person who created the sign up) will get a monthly newsletter, although they can unsubscribe from that if they choose.
Finally, we also have a “delete anytime” policy… where, upon request, any user can be completely deleted from our database.
How secure are our sign ups?
Can an administrator sign people up themselves if a parent signed up on paper or by phone?
I have another question.
Posted by Amy Tidwell
Posted by Betsy Lytle on Mon Nov 28, 2016 7:44 PM EST
At this time, we do not offer the functionality you have described, but I do see how this would be very helpful for situations like you have described. I will add your suggestions to our requested features list now.
To manually tabulate the open slots, you could create a custom report by clicking Reports on the left side of your account page. The first section of the report page will allow you to select the sign up(s) for which you wish to run a report.
Next, the "Date Range" will allow you to include all dates from the selected sign ups, or you can enter the dates you wish to be included. Lastly, choose the type of report that you wish to generate. The List of sign ups for Export to Excel with All Fields is the most comprehensive report.
If you sort by first or last name by clicking on the header titles before exporting, all of the open slots will be listed at the top of the report.
Posted by Allen Souliere on Sun Nov 27, 2016 12:06 PM EST
I have a situation where I would like to post a list of positions that have not been filled on a message board. Is there a way to extract a list of positions that have not had volunteers sign up for on a specific day?
For instance, if we have 3 positions on a Saturday that need to be staffed, and only the second one was staffed, I would love to be able to post a notice on our own website that shows position 1 and 3 are not filled for the coming weekend yet.
Is this possible? Through an html include, or a web service call? I realize I can do this manually, but it would be amazing to be able to automatically update each time our own web site is viewed.
Posted by Betsy Lytle on Wed Oct 26, 2016 9:10 AM EST
We offer customized reminders with our Pro subscriptions if you do not want to use the default reminders in Step 5: Settings. Check it out here: http://www.signupgenius.com/Pro
If you are not at the point where you need a Pro subscription, you can send a customized email to your group in addition to the automatic reminder group members will receive.
Please log in to your account and click *Messages* located on the left side of the account page.
Click 'Compose. '
Choose: 'Email people participating in a sign up' and then complete the rest of the fields on the next screen to compose and send your email.
Posted by Westchester Rotary on Mon Oct 24, 2016 7:23 PM EST
Is it possible to send a reminder based on the original message requesting volunteers?
Posted by Betsy Lytle on Mon Sep 5, 2016 8:31 AM EST
The setting to allow users to "swap" is in Step 5 under "Miscellaneous Preferences." To initiate a swap, a user will need to have an account with SignUpGenius. This just means that if a user would like to swap with another user, they register at SignUpGenius with the same email they used to sign up for their item… and then they initiate the swap. Any other users with emails in the system (regardless of whether or not they have created an account) will be available for the swap.
Posted by Annie Tarr on Fri Sep 2, 2016 2:23 PM EST
HOW do I enable the swap feature? I can't figure this out and I've been through lots of the q/a pages and settings:( Help me!
Posted by Teresa Clark on Thu Jun 18, 2015 2:30 PM EST
I'm happy to help you with this question. To add someone to your sign up, please go to SignUpGenius.com and log into your account. Click "View" beneath your sign up, and when it opens you'll see the "Add/Edit/Delete People" button at the top on the Admin Toolbar. Click the button, and on the next page click "Sign Someone Up" in the top right corner for a standard format sign up.
Click the address book icon to select a person from your group. Once you click a check box, it goes back to that page and you'll see their name in black text beneath the address book icon. If the person is not in your group, click "New Person" and enter their name and email address. If this user does not have an email address, then remember to un-check the option to add this person to my group. Click the "Add Item" button.
Click all items to add, then click "Submit & Continue" at the bottom of the page. Now you should see a table listing the item(s). Choose either to send or not send an email to this person. Click "Save and Finish" or "Save and Add Another Person." If your sign up is an RSVP format, then you will click "RSVP for Someone" on the "Add/Edit/Delete People" page. We also provide a tutorial to walk you through the steps to add someone from your group to the sign up. Please click on the link below to view the quick tutorial:
I hope this is helpful for you!
Posted by Teresa Curtis on Sun Jun 14, 2015 6:13 AM EST
I already have the list of volunteers for our regatta. I'd like to assign them to a task on a particular date and time on SignUpGenius. How do I do that?
Posted by Amy Tidwell on Sat May 30, 2015 11:03 AM EST
When you request a phone number, address, or custom question response from the people who sign up, you can find that information in two places.
If you are just looking for the response from one user, you can go to SignUpGenius.com and log into your account. Under "Sign Ups I've Created" on your account page, click "View" beneath the sign up. When the sign up opens, locate the Administrator's Toolbar at the top of the sign up. Click the "Add/Edit/Delete People" button. Click "Edit" next to the user.
If you need to retrieve this information for all or several users, it's best to create a report. From the Admin Toolbar at the top of your sign up, click "Reports and Stats."
For the Date Range, the default is set to "Include all dates from the selected sign ups." For the Report Style, click on the circle next to "List of Sign Ups for Export to Excel" and "Show All Fields." Click the tab at the bottom called "Create Report."
Please contact our support team by clicking "Help" at the top of the page if you have any additional questions. Thanks!
Posted by Kelly Wischmeier on Fri May 29, 2015 1:15 PM EST
I asked for cell phone numbers to be entered when signing up, but I can't see them, why?
Posted by Teresa Clark on Tue Mar 24, 2015 7:55 AM EST
As part of our Pro versions of SignUpGenius, we offer the ability to add start and stop dates to a sign up, as well as lock a sign up to shut down a user's ability to edit or delete their name from the sign up. There are settings for single date/event sign ups as well as sign ups with multiple dates.
To learn more about this feature, and the other options offered with Pro, please click on one of the links below:
If you are not at the point where you want to make the transition to a Pro account yet, you can manually lock your sign up. To do this, log into your account. Under "Sign Ups I've Created," click "View" beneath the sign up, and you should see an Administrator's Toolbar at the top of the sign up page. Click the "Edit Content" tab. Go to Step 5: Settings, and under "Optional Advanced Settings" select "Require my users to enter an access code to view my sign up." and enter the access code. Make sure you click "Update" at the bottom of the page to save this change.
Keep in mind that this does present a problem because the only people who can access the sign up are those who have the access code. So, if you make this change too early, people who need to access the sign up to see what they signed up for will not be able to do that.If you have other questions, please email our support team and someone from that team will be happy to assist further!
Posted by Janet Lacey on Mon Mar 23, 2015 11:31 AM EST
Is there a way to close or lock a signup after all positions are filled?
Posted by Amy Tidwell on Fri Dec 5, 2014 2:27 PM EST
You don't have to send email invites from our site to use our sign ups. Just take the sign up "live" without sending emails. On the page that follows you can copy the URL link and distribute it however you wish. That link is the URL address in the web browser address bar when you are viewing the sign up. I hope this is helpful!
Posted by Noni Natarajan on Tue Dec 2, 2014 10:43 PM EST
If I create a sign up for a homeroom classroom party, can the teacher forward the link on since she has all the email addresses
I tried to do this for another event that someone else created since it was a school wide event, and those who received the forwarded link weren't able to open up the sign up.
Posted by Amy Tidwell on Mon Sep 22, 2014 10:17 PM EST
Can you please email our support team directly via the help tab so that we can view your sign up and advise on how to adjust that for your sign up. Thanks!
Posted by Becky Lichtenstein on Mon Sep 22, 2014 11:00 AM EST
Hi there -
In setting up Parent/Teacher conferences, I put one slot per time per teacher, but it seems to allow more than one parent to sign up for that time slot. Is there a way that once a slot is taken, no one else can sign up there?
Posted by Teresa Clark on Sun Sep 7, 2014 5:50 PM EST
Thank you for writing in. We do not have a way to multiple reminders to be sent to two different people. However, we offer the ability for multiple administrators to share responsibilities for sign ups as part our "Pro" options. You can learn more about these options by clicking on the link below:
Additionally, we offer a video tutorial that provides more details about utilizing the multiple administrator option on a Pro account:
With Pro, the coach could become an administrator so that they receive notifications when users sign up for the event. I hope this will be helpful for you.
Posted by Gretchen Caldwell on Fri Sep 5, 2014 12:43 AM EST
Is there a way to have 2 email reminders sent out, one to the teacher, and one to the parent (for each slot), if the Sign Up is run by one Admin?
I'm looking at this template to have parents sign up for Private lessons with our various gymnastics coaches. I would like a reminder email to go to both the parent and the coach, for any given time slot.
Thank you! :)
Posted by Teresa Clark on Mon Aug 25, 2014 11:32 AM EST
You can keep a Pro subscription for as long as you like. When you no longer need the Pro features, all of your sign up data and sign ups will remain in tact on your account page. The sign ups can continue to be used with the free account features. Many groups use the site for free for part of the year and then sign up for Pro features when the events they are managing require those features. I hope this helps to clarify and you have any questions, our support team will be happy to assist further!
Posted by Mark Gol on Sun Aug 24, 2014 3:57 PM EST
What happens when you cancel a PRO account? Do you lose your data to returnto the Free account? We only need to use the service for 3 or 4 months a year and would like to have the PRO version during those months, but not lose our information the rest of the year.
Posted by Amy Tidwell on Fri Feb 21, 2014 1:31 PM EST
Please click the "contact" link at the top of the sign up to email the sign up creator with your questions about scheduling an additional meeting. Thanks!
Posted by Victor Casarrubias on Fri Feb 21, 2014 1:15 AM EST
HI I tried to set and a additional meeting with Mrs. Oglesby and Miss Goers at Carson Elementary School How can I set up a time?
Posted by Amy Tidwell on Mon Aug 5, 2013 8:30 PM EST
When a parent signs up, as long as they enter an email address they will have the option delete and re-sign up if needed. Also, the teacher may give the parents the option to "swap." If you have more questions, please visit our Help page and send our support team an email. Thanks!
Posted by Julie Bozeman on Mon Aug 5, 2013 1:56 PM EST
Would parents be able to alter their originally scheduled conference or would that be up to the teachers?
Posted by SarrahAnn Baseanoo on Sat Oct 13, 2012 3:12 PM EST
I want to sign up for a conference with the sweetest teacher Miss Intile but I am not sure exactly where to go. Thank you.
Posted by Dan Rutledge on Fri Sep 21, 2012 9:32 AM EST
Absolutely! If you use our time-slot function on the date/time screen... then you enter the teacher's names on the "slots" page and you can even get your entire school on one sign up page. Contact us via the "help" tab at the top of this page and we can give you specific help with your scenario.
Posted by Lisa Turzai on Fri Sep 21, 2012 8:32 AM EST
We have multiple parent conferences going on at once. Can I have multiple sign ups for each time slot?
Posted by Dan Rutledge on Thu Jan 12, 2012 12:29 PM EST
Right now, there is not an official way to "close" sign ups, although that is a feature that is coming. You can of course, modify your sign up and type "CLOSED" at the top. And since you get email notifications, you can reject/delete anyone that doesn't follow your rules. For critical situations, we've seen some people change their sign up to a password-protected sign up to absolutely close it off after a certain time. We will be providing more options for this in the future, but those are some of the ways people handle it for now. Hope that helps!
Posted by Mary Dunn on Thu Jan 12, 2012 9:00 AM EST
I am a creator of a sign up. Am I able to have a specific date that sign ups will end?
Posted by Dan Rutledge on Thu Dec 1, 2011 1:16 PM EST
Hi Lori. Thanks for writing. Feel free to contact our support team at SignUpGenius.com/help for further detailed interaction on this.
Here's the scoop in brief form -- We offer four different settings for setting up your sign up, two of which do NOT require accounts. You can use our site very simply without any emails if people don't want to create accounts and there is a worry there.
However, we do not offer a way to gather emails and send email reminders without creating an account. We feel that if we are going to collect emails (in many cases hundreds per sign up) and send people scheduled reminders and be responsible for maintaining their data and knowing which emails they want to get and which they don't.. we need to require an account for them so they can securely manage settings related to their data and email. We make the process very simple (basically you just add a password) and we NEVER release or distribute people's info.
There is always a careful balance to walk between security/privacy and ease of use and we've tried to find something that works for everyone. Most people find, particularly if their organization uses our site more than once, that having an account is super-beneficial.
As I mentioned, feel free to contact us to discuss further using the link I provided above!
Posted by Lori Remington on Thu Dec 1, 2011 10:47 AM EST
We are trying to create a signup that will allow people to signup without creating an account, but get their email address. Can you help us?
Posted by Dan Rutledge on Fri Oct 21, 2011 11:39 AM EST
Hi miyoung. To contact our support staff, use the "Help" link at the top right of this page. I'm not sure if you are a sign up creator or a user, but we can definitely get you taken care of. Sorry I can't assist in this specific comment, but since these posts can be seen on the web by everyone, we try not to answer specific sign up questions for privacy reasons.
Posted by miyoung seo on Fri Oct 21, 2011 11:35 AM EST
I have no idea! where is my conference sign up?
Posted by Dan Rutledge on Tue Oct 18, 2011 3:36 PM EST
Hi Bridgette - contact us through the help form at the top right of this page and we'll be happy to assist. That way we can give you specifics without releasing information publicly about your sign up here in the comments! :)
Posted by Bridgette Hickman on Tue Oct 18, 2011 3:35 PM EST
I want one of my topics/titles to say availabe slot. How do i do that?
Posted by Dan Rutledge on Fri Feb 18, 2011 1:02 PM EST
You can customize the text, but not the look of the email. However... you can also certainly send out the emails yourself. Many schools choose a "Public with Email" or "Public Anonymous" setting for their sign up, which then allows them to send out the email through their standard school email system to invite everyone to the sign up rather than using our system. If you have one sign up, you can send an individual link. If you have multiple sign ups, you can get a single link that will point to all of them. Email us directly via the "help" link at the upper right of the website and we can help you regarding a specific sign up or school setup!
Posted by Penie Atherton-Hunt on Fri Feb 18, 2011 12:57 PM EST
Is there a way to customize the email that is sent out to clients from signupgenius so when they get the email it looks like it comes from your company when they click then it goes to the signupgenius page to click on the date?
Posted by Dan Rutledge on Wed Nov 17, 2010 12:55 PM EST
Thanks for writing Jody. If you have further issues, please just use the help link on our site to write into our support staff so we can interact with you and help you get going. The administrator's toolbar is at the top of your sign up form if 1) you are the creator of that specific sign up and 2) you are logged into our site prior to viewing the sign up.
Posted by Jodee Hoffman on Wed Nov 17, 2010 12:34 PM EST
I CANNOT FIND THE ADMINISTRATOR'S TOOL BAR TO SIGN PARENTS UP AT SPECIFIC, PREDETERMINED TIMES. Regarding-Can an administrator sign people up themselves if a parent signed up on paper or by phone?
Yes, absolutely. The creator of the sign up has a whole suite of utilities after the sign up is published that enables them to add or delete people from the sign up or edit the sign up at any time. The administrator should login with the email/password used to create the account and then view the sign up. They will see an "administrator's toolbar" at the top of the screen with a number of management utilities.
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