Parent-Teacher Meetings That Keep the Staff Note Private
Set up a meeting period, open bookable slots inside it, and let staff record a private internal note on every booking — separate from the shared summary the parent who booked it actually sees. Reminders are built into the same booking flow, not a separate spreadsheet or email thread.
What Makes This Different
Four specific, checkable mechanisms — not adjectives.
Staff See Two Things, Parents See One
Every booking carries a private internal note visible only to staff, plus a shared summary the parent can see. The parent who booked the slot never has access to the private note — enforced by the platform (rule R-MTG-008), not left to staff to remember.
Meeting Structure Lives in the System, Not a Spreadsheet
Periods, slots, bookings, notes and reminders are one connected system — GroupMeetingsController and OrgMeetingsController handle both a single class's meetings and an organisation-wide meeting day.
Reminders Live in the Booking, Not a Side Spreadsheet
Reminder functionality is tied directly to each booking — part of the same system as periods, slots and notes, not a separate spreadsheet or one-off email an admin has to track by hand.
Hardened Against Real Rules, Not Just Demoed
The admin meetings module went through browser-based end-to-end testing covering nine live booking rules — including the private-note/shared-summary split — and all nine passed before it shipped.
What the Meetings Module Actually Does
Built around the one thing school meeting logistics get wrong most often: mixing what staff privately note with what a parent is shown.
Create a Meeting Period
Define the overall window for a round of meetings — a parent-teacher evening, a term check-in — before any slot is opened inside it.
Open Individual Bookable Slots
Inside a period, open the specific time slots that will hold each parent-teacher booking.
Track Who's Coming and When
Every booking ties a slot to a parent and a student, giving staff a clear record of who is confirmed for which time — not a loose thread of emails.
A Private Note Alongside a Shared Summary
Each booking holds two fields: a private note staff can use freely, and a shared summary written for the parent. The parent only ever sees the second one.
Booking Reminders
Reminders are tied to each booking, built into the same system as periods, slots and notes — not a separate spreadsheet or email you have to track by hand.
Group-Level or Organisation-Wide
GroupMeetingsController scopes meetings to a single class or group; OrgMeetingsController runs them organisation-wide — the same booking, notes and reminder mechanics apply to both.
How It Works
Open a meeting period
Staff define the window for a round of meetings, scoped to a group or the whole organisation.
Slots become bookable
Staff open individual time slots inside the period, ready to be booked against a parent and student.
A booking gets a private note and a shared summary
Staff can record both on the same booking — only the shared summary is ever visible to the parent who booked it.
Reminders are tied to the booking
Reminder functionality lives in the same record as the period, slot and notes — one connected system instead of a separate spreadsheet or email trail.
See It in Action
A recorded walkthrough of this specific module is coming soon. Book a live demo to see it today.
Module Preview Coming Soon
A recorded walkthrough of this specific module is in production. Book a live demo to see it working today.
Book a Live Demo →Why It Matters for a School
The admin meetings module passed browser-based end-to-end testing on all nine live booking rules, including the private-note/shared-summary split.
One shared summary the parent sees, one private note that stays with staff — never the two mixed into a single visible record.
No juggling calendars, spreadsheets and email threads — meeting periods, slots, notes and reminders live in one connected system.
Common Questions
Can parents book a meeting slot from the BeeNet mobile app?
Not yet. Meeting booking, notes and reminders are live and E2E-tested through the API and admin today, but the mobile app has no meeting-booking screens for parents at all — that's an acknowledged gap, not a hidden one. If parent self-service booking from a phone matters for your rollout timeline, ask us directly about where it sits on the roadmap.
Who can see the private note on a booking?
Only staff. Every booking carries both a private internal note and a shared summary in the same record, but the parent who booked the slot only ever receives the shared summary — the private note is never exposed to them. That split is enforced by the platform (rule R-MTG-008), not left to staff to remember.
Can meetings be scoped to a single class instead of the whole school?
Yes. GroupMeetingsController handles meetings scoped to a specific class or group, while OrgMeetingsController handles organisation-wide meetings — the same periods, slots, notes and reminder mechanics cover both scopes.
Do parents get reminded before their meeting?
Reminder functionality is built into the meetings module — tied directly to each booking alongside the period, slot and notes, rather than tracked in a separate spreadsheet or sent as a one-off email. If the exact delivery timing matters for your rollout, ask us directly.
Has the meetings module actually been tested, or is this a new feature?
It's been hardened, not just built. The admin meetings module went through browser-based end-to-end testing covering nine live booking rules — including the private-note/shared-summary split — and all nine passed before it shipped.
How do staff set up a meeting period and its slots?
Through the admin: create a meeting period as the overall window — a parent-teacher evening or a term check-in — then open individual bookable slots inside it. Both group-level and organisation-wide meetings are supported.
See the Meetings Module in Action
Watch how periods, slots, private notes and reminders work together — and ask us directly about the mobile booking timeline for parents.
Request Demo