Interviews: Hybrid Events

Modified on Fri, 26 Sep at 4:34 AM

Many schools are now running hybrid Interviews events where they offer parents the choice of attending interviews in person, online or by phone. The new "Attendance mode' function in Timetable Interviews will allow parents to nominate their intended attendance mode for such an event and this will be displayed on teacher schedules to inform the teacher how to meet with the parent.

Setting up a Hybrid Event

Follow these steps to set up your hybrid event.

Go to Interviews > Events and select 'Create event'
On the details page, select 'Hybrid' for the event type. Enter the remaining details as required.
Still on the Details page, select the required 'Attendance mode(s)' for the event. Note that this option only appears when the event type selected is 'Hybrid'. The default will have both 'In person' and 'Online' selected. Select 'Phone' if this option will also be available to parents. Select 'Per session' if user have a multi-session event and wish to specify which attendance mode is available each session. See below for more details on the per session attendance function. Select 'Next'.
The 'Rooms' tab will reflect the possible options depending on which event type has been selected. For 'Hybrid' events, two options will appear for rooms; 'The event will be held in one room', for which a room must be entered or 'The following rooms will be used for the event', where 'Areas' and the rooms in each area must be added. Select 'Next'.
On the Teachers tab, enter both the room information if multiple rooms are to be used and enter or import the teachers' online meeting links or IDs. Note that if one room only is to be used for the event, this will have populated automatically. Select 'Next'
Make any changes on the Students tab if required. Select 'Next'
On the Classes tab, update the Split/Share column for any classes that have multiple teachers, nominate classes that can have double length interviews, remove any classes that do not require an interview and add any non timetabled classes that do require Interviews. Select 'Next' to see a summary of your event and then 'Submit'.

Attendance Mode option in the Parent mobile responsive view

Once the event has been set up and the status changed to either 'Parent preferences' for Timetabling mode event or 'Open for booking' for a Booking mode event, the Attendance mode selection will be visible on the 'Availability' tab on the mobile responsive view. Only the attendance modes selected on the details page will appear.

Attendance Mode on Teacher Schedules

Once parents have nominated their attendance mode and submitted their preferences, and schedules have been generated, the selected attendance mode will appear on teacher schedules. This includes printed and emailed schedules as well as the schedule that is displayed on the 'My Interviews' tab.

Specifying Attendance Type Per Session

In the case that there is a need for an event to have varying attendance types for multiple sessions, the 'per session' attendance mode can be used. This will allow the assignment of In person, Online, or Phone attendance types per session in the event. Note only one attendance type per session is possible.

This will appear as follows within the parent view:

If both sessions have been selected in the Available times (In the parent’s view) by the parents, then the email schedule template will have both room and meeting links columns appear in the schedule template no matter if the parents have only booked the online session interview.

Parents need to select one session in the if they want only the rooms or meeting links to appear in the interview schedule template.