Create a PTM Event, add a class sitting for each class with its date and teachers, then publish. Publishing sends the invitation to every family in scope through the Parents App.
What do you need in place before a PTM?
Parent-Teacher Meetings in EDUBase work from the campuses, classes and teachers already recorded in your system. If your school is set up and teachers have Teacher App logins, there is very little extra preparation.
Parents receive the invitation in the Parents App, so it helps to know which classes have installed it. Parent App Analytics on the web portal shows adoption by class and section, so you can see where to encourage installation before the meeting date.
- Campuses, classes and sections entered in school setup
- Teachers created as employees, with the Teacher App login assigned
- Parents using the Parents App, checked in Parent App Analytics
How do you schedule a PTM step by step?
The process has two layers: the whole occasion, and the individual sittings inside it. This keeps a PTM across many classes or campuses manageable for one office.
- Create a PTM Event for the occasion, for example 1st Term PTM. It stays as a draft until you publish it.
- Add one class sitting for each class, choosing the campus, sections, date and the teachers who will hold it.
- Assign more than one teacher to a sitting where several subject teachers should meet parents.
- Review the draft, then publish the event.
How are parents notified?
Publishing pushes the invitation to every family in scope through the Parents App. While the event is a draft you can still adjust dates and teachers, because parents are notified when you publish.
If you also want to reach families by other routes, SMS, WhatsApp and app notifications can carry PTM invitations. For SMS you can use the free SMS Sending App on the school's own SIM or a branded SMS gateway, and WhatsApp can be linked to the school's own number by QR code.
What can teachers record during the meeting?
Each conversation can be recorded in a structured form instead of on loose paper. This gives the principal something concrete to review afterwards.
In the Teacher App, a teacher can dictate a voice note. The system drafts a written summary for the teacher to edit, and the audio is kept.
- Attendance of the parent and a contact number
- Remarks, strengths, weak areas and areas to improve
- Subject-wise performance for the child
How does the principal follow up afterwards?
The PTM Report shows attendance per class, weak subjects, which parents did not come, and a term-over-term comparison. That helps you decide which families to contact again.
The Owner App also shows PTM statistics and lets you play the voice notes. Parents who attended can send feedback from the Parents App.
If you want marks to be discussed at the meeting first, results can be entered now and released to parents in the Parents App at PTM time, using the show or hide marks option in examinations.
PTM steps and what each involves
| Step | Who does it | What happens |
|---|---|---|
| PTM Event | Principal or office | Create the occasion, such as 1st Term PTM; it stays a draft until published |
| Class sitting | Office | Set campus, sections, date and teachers for each class |
| Publish | Principal or office | The invitation is pushed to every family in scope in the Parents App |
| Meeting record | Teacher | Enter attendance, remarks, strengths and weak areas; optional voice note |
| Parent feedback | Parent | Parents who attended send feedback from the app |
| PTM Report | Principal | Review attendance, weak subjects, absentees and term comparison |
Related modules
- Parent-Teacher Meetings (PTM) — Plan the PTM, invite parents through the app, record each conversation, and report on it.
- Parents App Controls — See adoption, control what unpaid families see, and manage parent logins from the web portal.
- SMS, WhatsApp & Notifications — Reach parents by SMS, WhatsApp, branded SMS or app notification, from every screen that matters.
- Examinations & Results — From subjects and grading policy to award lists, result cards and date sheets.
- AI Assistant & Automation — Ask the built-in assistant in English or Roman Urdu, speak instead of type, and let it fill forms.
- Owner Dashboard & Reports — Daily P&L, collections, attendance and strength at a glance, on the web and in the Owner App.