Front Desk › Visitor Meetings, and Schedule a meeting on the same screen.
A meeting belongs to a visit
Register the visitor first (Front Desk › Register Visitor). The meeting then hangs off that arrival, which is what stops the gate asking for their details a second time. If you open the scheduler on its own, search for the person and it picks up the visit already recorded for them today.
The statuses, in order
- Scheduled — booked; the visitor has not arrived.
- Waiting — set automatically the moment the gate checks them in. Nobody clicks it, and the host gets a notification in their bell.
- In meeting — somebody pressed Start, so the clock is running.
- Completed — closed with a summary and an action.
- Cancelled and No show — two different things, and both are kept. "How many booked meetings never happened, and why" is a real question, and a table that deleted them cannot answer it.
Finding a meeting you booked for a later date
The screen opens on Today & upcoming, so a meeting booked for next week is on the list from the moment you book it. Use Show to change the window:
| Show | What you get |
|---|---|
| Today & upcoming | today and every future date — the default |
| One day | just the date in the Date box |
| All meetings | every meeting the school has ever booked |
Each row carries its own date and time, so the list stays readable across days.
Changing a meeting's status
Each row has a Status dropdown with the four states you set by hand: Scheduled, In meeting, Completed, Cancelled. Choosing Completed opens the completion form rather than closing the meeting on the spot — a meeting is not completed without a record of what was discussed. Choosing Cancelled asks whether the visitor never came (No show) or the meeting was called off (Cancelled). Setting a row back to Scheduled undoes a Start pressed by mistake and clears its clock, and the correction is written onto the visit's timeline rather than silently overwritten.
Available slots is not a timetable
The scheduler shows what is already booked with that member of staff that day. It does not know when they teach — that lives in the exam module's timetable. Read it as "who else is coming to see them", which is still what reception needs.
🔴 Save Draft does not complete the meeting
The completion form has two buttons. Save draft keeps the text and changes nothing else: the meeting stays open, stays on the pending list, and its clock keeps running. Complete meeting closes it. If drafts counted as completed, the school's "meetings held" figure would quietly stop being true.
Internal notes on that form are staff-only. Anything the parent should be told belongs in the discussion summary.
A completed meeting cannot be edited
That is deliberate — it is what makes the record worth reading months later. Rescheduling before completion is fine, and it is written onto the visit's timeline, so "it was moved twice and then nobody came" stays visible.
Who can use it
Users & Privileges → Front Desk → Visitor Meetings to book and list; Front Desk → Meeting Completion to close one. They are separate on purpose. (The group used to be called Visitor; it was renamed when the module moved into the Front Desk menu, and nobody lost a permission in the move.)