Video Appointments: Teachers - How to run your appointments over video call

This video gives you an overview of the process of what to do when your Administrator has informed you that your appointments on a conference will be held via video call. Underneath the video is a help article with written information to the same effect.

Video Demonstration from Meet The Teacher on Vimeo.

In order to make video calls you need to have as a minimum:

  • a device with a microphone and speaker/headphones
  • a compatible up-to-date web browser:
    iPhone/iPad: Safari
    Android: Chrome or Firefox
    Windows: Chrome, Firefox or Microsoft Edge (Chromium - download here)
    Mac: Safari, Chrome or Firefox
    Linux: Chrome or Firefox

We also recommend:

  • Using your smartphone for video appointments. If you don't have a smartphone with a front-facing camera, use a laptop or computer with a webcam.
  • Using a headset (or earphones with a microphone) to reduce echo.
  • Once a conference is available you can test your setup at any time - see below

How to take your appointments over video call

1. Log in and go to the Conference

On the day of the video appointments (or before, if you want to test your camera and microphone) login to the system in the usual way (please see the main Teacher Guide for more details if you need them) and view the event in question.

Note: the screenshots below show the view on a computer/laptop. Mobile device screens will contain the same elements though they may be arranged for a smaller screen.

Note: if no appointments with you have been booked as yet, you will not see the video options covered below. You must have been booked at least once in order to test, etc

At the top of the page you will see a blue notice alerting you to the fact that your appointments will be via video and advising you when the first appointment is due.

Press the green button to join your appointment on the day - or to test your camera/microphone at any time.

2. Check Audio and Video

When you click Join Video Appointments the following screen will be displayed. You may at this point be asked if you wish to allow access to your camera/microphone, in which case please click yes.

3. The Video Call Screen

On this screen you can see the following:

At the top left the parent name (and child details) for the current and next appointment, as well as whether that parent is currently online, offline, or in a call.

Note that parents have the ability to grant a additional parent/guardian access to their appointments, if they do so you will also see the details of this guest here. If you have any concerns about this remember that you can keep your camera switched off, or end the call.
At the top right a countdown to the start of the appointment.

At the bottom the controls for the microphone and camera.

When a parent is available these also show a pick up and hang up button.

In the middle, when your appointment is due to start, the Start Appointment button.

4. Making a call

Click the Start Appointment button. You will see yourself in the bottom right corner of the screen (unless you have no camera, or have chosen to turn it off).

If the parent has not yet joined you will see a notice to that effect in the centre of the screen.

When a parent joins a call you will see them in the main part of the screen - or hear them, if they have no camera (or have turned it off) - and can start you discussion with them.

You will also see the remaining time for the appointment counting down in a blue bar at the top of the screen.

If you lose access to the system for some reason during the call, log in again and click Start Appointment on the video call screen. As long as the parent is still in the call this will let you continue with the appointment (this is the same for the parent if they lose their access).

When the countdown in the blue bar stops the appointment time is over and the call will automatically end.

Note that if a parent is late, or leaves and rejoins the call, it does not reset the timer.
The appointment will always end at the scheduled time.

4. Follow on calls

If you have a consecutive appointment scheduled the screen will display a Start Next Appointment button. When you are ready to proceed, click on it.

Note that if you delay starting a call it does not extend the duration for that appointment.
The appointment will always end at the scheduled times.

If you do not have a consecutive appointment, but you have not completed your final scheduled appointment you will see a countdown telling you how long until the start of your next appointment.

Once your final appointment for the conference is complete you will see a message advising you of this.

When parents have joined a video call this is automatically recorded in the attendance report.

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