Scheduling Meetings through the ParentHub Scheduler

You can use the ParentHub app to schedule meetings with your constituents. 

How to create and send the meeting invite

1. Login to the ParentHub app
2. Navigate to the Menu tab
3. Tap Scheduler

4. In the Appointment Scheduler window, enter a title for your meeting and a location

5. Use the Meeting Duration drop-down to choose the length of time the meeting will last for

6. If you're sending invites to schedule multiple meetings, you can use the "Delay Between Meetings" drop-down to allow some time between meetings

7. If you want to ensure the meeting is only scheduled by verified recipients, turn on the "Verified Recipients Only" toggle. With this toggle on, only your contacts who have a ParentHub account set up will be able to schedule the meeting with you.

8. If you are sending meeting invites to multiple people / multiple timeslots and want to make sure that each recipient only books one meeting time, turn on the "One Reply per Recipient" toggle. With this toggle on, the recipient will not be able to schedule multiple times in the meeting schedule. 

9. Tap the Add New Date button and select the date for which your recipients can schedule the appointment
   
   1. Tap inside the Start Date box to select a date using the calendar picker
   
10. Once your date is selected, a new start and end time for your meeting schedule will appear

11. Tapping inside either the Start or End box will open up the Select Time window for you to choose the time accordingly. Use the clock and AM/PM options to select the start and end times for the meeting.


1. If you are scheduling only one meeting, use the start and end time boxes to enter the exact time for that meeting. 
2. If you are sending invites to schedule multiple meetings in one day, use the start and end time boxes to block out the entire time that you will be available for appointments. 

3. Use the + icon to add an additional time block for that day's meetings. For example, if you are available to meet between 10:00am and 1:00pm, then will take a break and resume meetings again from 4:30 until 7:00pm, you will use the + icon to create a block from 10:00-1:00 and another block from 4:30-7:00. 

12. If you need to add timeslots for an additional date to the meeting, tap the Add New Date button again to add subsequent days and times. 
    1. Example: Conferences are held on Thursday and Friday evening. First, use Add New Date to create the schedule for the first day of conferences, then use the Add New Date button again to add the second date and so on until all dates and times for the meeting schedule are added. 
    
13. Tap Save Changes to save the schedule. 
    1. IMPORTANT: changes do not auto-save. If you are overwriting a previous meeting schedule and don't click Save Changes, the prior meeting schedule will send. 

14. If you are ready to send the meeting invite, tap the Share button.

15. In the pop-up window, tap the Copy Link button to copy the meeting invite link, then tap Close

16. With the meeting link now copied to your clipboard, navigate to the Create & Send tab
17. Tap on the list of contacts you would like to send the meeting invitation to
    1. If you are sending the meeting invitation to more than one list, use the check boxes to select multiple lists to send the invite to
    
18. Mark the checkboxes for each contact in the list that you would like to send the meeting invitation to. If you want to send the invitation to all contacts in the list, ensure the "Enable All" checkbox is marked. 

19. To send the link via email or text, tap Create Message. To send the link via Chat, tap Chat.

20. Write your message and paste in the meeting link from your clipboard. 
    1. In a text message or Chat, the link will automatically be a hyperlink when it is delivered to a phone with internet access
    2. In an email message, you must add the link as a hyperlink when creating the message. 
    
21. Tap Send Message Now to send the link to your meeting to your contacts

How the recipient signs up for the appointment

Now that your meeting invitation has been sent to your recipients, they will need to click the link in the message you sent them to open up the calendar and sign up for a meeting time. The recipient can open the link in the ParentHub app, on their browser, or from the text message they received on their phone. 

1. When the recipient opens the link, a calendar will open. There will be a blue dot on any days that have available meeting times. 
2. Tapping on a date with a blue dot under it will show all available timeslots for the meeting

3. In the Time Periods section, they'll pick the time they want to schedule with you

4. A pop-up window will open to prompt the recipient to enter additional details including name, email address, and any additional meeting notes
   1. IMPORTANT: in order for the recipient to receive a confirmation email, they must enter their email address in the Email (Optional) box 

5. Tapping Confirm will schedule the meeting. This meeting time will no longer show for recipients since it is booked. 

6. Another window will pop-up to prompt the recipient to add the appointment to their calendar. They can either tap the button and select their calendar, or just click Close

7. Once a recipient schedules an appointment with you, you will receive an email alert to let you know.