What this is
Calendar brings school events, parent–teacher meetings, and care hours together. Staff also plan shifts and time off here.
Do this
After signing in, open Calendar and choose the dates you want to see.
Choose Add event, check its dates and Visible to, then choose Add event at the bottom. The calendar moves to the new event and opens it, so you can add a permission slip. For a day the school is closed, add it to closed days in School setup instead.
Open a published event to see how many are coming. Families answer for each child, then Send answer; staff can record an answer given in person, and set a people limit and deadline under Response settings.
Add a permission slip for an activity. Families review the details, type their name, tick the agreement and sign; they can also decline or withdraw their permission. Directors see how many children are signed for, choose See who signed, then Remind families. A family with nobody on Ashby is marked so staff can text them the join link. When a parent signs on paper, choose Signed on paper next to the child, then who signed and the date on the slip. Print blank slip makes a paper slip to hand out.
Open Parent–teacher meetings. Choose Set availability, then the dates, each teacher and their times, then Open for booking. Families book a time from the calendar, or staff choose Book a meeting to book one for a child and parent. Staff can remove an open time nobody needs; it stays gone when they change the times. To stop all of a set’s open times, choose Stop offering meetings (booked meetings stay), and Offer times again to open them again.
Use Care hours for expected hours and family requests. Open Staff → Schedule and add a shift with start and end times or Use school hours, then choose weekdays and rooms.
In Coverage, choose a room at the top to check its staffing and capacity.
How it works
- Events
- belong to one location. Saving makes events visible to the selected people and rooms. Closures come from School setup.
- Closed days
- show as Closed: and their name, apart from events. Days off with the same name in a row show as one closure. In the list on a phone, a closure of several days shows once, on its first day, with its dates (Closed: Fall break · Oct 12 – 16).
- Event responses
- count each child once plus accompanying adults. Full events and closed deadlines prevent new responses. A second parent or guardian sees the same answer for the child. RSVP reserves places; activity permission remains separate.
- Permission slips
- keep the exact slip, event details and time of each parent’s or guardian’s signature. A slip signed on paper counts once staff record it, with who signed, the date on the paper and who recorded it. Changed slips or events require a new signature. When parents give different answers, talk with the family. Queued reminders recheck access and missing signatures and follow notification preferences and quiet hours.
- Parent–teacher meetings
- show available and booked times on a calendar. All school staff can arrange meetings with any teacher at their school; Meets with starts on you, and the rest of the team follows in name order. Parents see only their own family bookings. Each child can book once per teacher per meeting period without overlapping appointments. Changing availability preserves bookings and flags those outside the new times. A removed time never comes back when the times are changed. Stop offering meetings takes away every open time in a set at once; booked meetings stay, and Offer times again opens the times again without the removed ones. A failed move keeps the original booking.
- Care hours
- describe when a child is expected. Parents report absences immediately; changed hours need approval. Planning never checks a child in or out.
- Take back
- a parent or guardian can take back an absence they or the child’s other parent added, for a later day, or for today until the child is checked in; it asks first, and a several-day absence goes back from today on. Past days never change, and a day the school entered is not theirs to take back. Managers can take back any absence in Care hours. Ashby doesn’t check the group’s capacity when a parent takes an absence back: if the school gave that day’s spot to another child, it talks to the parent.
- Staff schedules
- stay private until published. Use school hours copies editable weekday hours and skips closed days unless you add shifts on them too. Later school setup changes do not change saved shifts. An end time earlier than the start means the shift ends the next day. Teachers can work in one room, move between rooms at set times, or float between rooms. Floating teachers reserve their time but do not count toward any room’s planned coverage. Edit one shift or this and following shifts; shifts you changed one at a time keep their changes. Time off can be whole days or part of a day. Approved time off opens affected shifts and withdraws appointments the teacher cannot attend; it can be cancelled from Time off until it is over.
- Coverage
- compares expected children with published care shifts, excluding breaks. Missing schedules or room settings need review. Planned coverage is not live attendance.