Automatic Parent Teacher Conference Scheduling
Every Monday, WebRun opens Teaching Strategies GOLD to pull each child's latest progress notes, checks the teacher's Google Calendar for open conference slots that week, and drafts a personalized invite in Gmail with two or three time options, leaving it in Drafts for the teacher to review and send.
How do I schedule parent teacher conferences without back and forth emails?
WebRun pulls each child's latest progress notes from Teaching Strategies GOLD every Monday, checks the teacher's Google Calendar for open conference slots, and drafts a personalized invite in Gmail with time options and a short progress summary. Every invite waits in Drafts for the teacher to review and send, so nothing reaches a family unapproved.
- Conference invites go out with real progress notes attached instead of a generic time request
- Teachers stop juggling calendar slots by hand during a busy enrollment week
- Every invite is reviewed before it reaches a family, so nothing sends by mistake
Built for preschool teachers · pre-K programs · early learning centers · program directors
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
mygold.teachingstrategies.comin a real browser with your saved login - no setup, no API keys. -
1
Teaching Strategies GOLD - pull each child's latest progress notes
teachingstrategies.com
WebRun opens Teaching Strategies GOLD to pull each child's latest progress notes. - Open Teaching Strategies GOLD and pull each child's most recent checkpoint summary
- Note one or two talking points a teacher would want on hand for the conference
Done when Every child due for a conference has a summary and talking points ready.
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2
Google Calendar - find open conference slots
calendar.google.com
WebRun opens Google Calendar to find open conference slots. - Check the teacher's Google Calendar for open slots in the conference window
- Hold two or three time options per family so nothing double books
Done when Every family has two or three open slots reserved on the calendar.
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3
Gmail - draft the family invite
gmail.com
WebRun opens Gmail to draft the family invite. - Draft a personalized invite naming the child and the offered times
- Attach or reference the progress summary so the family knows what to expect
- Leave every invite in Drafts. Never send a conference invite without teacher review
Done when A draft invite with time options is waiting in Gmail for every family, none sent yet.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it email families without a teacher reviewing first?
No. Every conference invite is left as a draft in Gmail. A teacher has to read it and hit send. Nothing goes out on its own.
Can it double book a teacher's calendar?
No. It only offers time slots that are already open on the teacher's Google Calendar, and it holds each offered slot so two families aren't drafted the same time.
What goes into the draft besides the meeting time?
A short summary pulled from the child's latest GOLD checkpoint, so the family knows roughly what will be discussed before they even reply.
Related templates
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