A meeting belongs to a visit. Register the visitor first; the meeting then hangs off that arrival, which is what stops the gate asking for their details again.
The statuses, in order
- Scheduled — booked, the visitor has not arrived.
- Waiting — set automatically the moment the gate checks them in. Nobody has to click it, and the host gets a notification in their bell.
- In meeting — somebody pressed Start; the clock is running.
- Completed — closed with a summary and an action.
- Cancelled / No show — two different things, and both are kept. "How many booked meetings never happened, and why" is a question schools ask, and a table that deleted them cannot answer it.
Available slots
The scheduler shows what is already booked with that member of staff on that day. It is not their timetable and it does not know when they teach — EDUBase would be promising something the data cannot support. Treat it as "who else is coming to see them", which is still the thing reception needs.
🔴 Save Draft is not Complete
The completion form has two buttons and they do different things. Save draft stores the text and 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, a school's "meetings held" figure would quietly become fiction.
Internal notes are staff-only
The internal notes box is for staff. Anything the parent should be told belongs in the discussion summary instead.
A completed meeting cannot be edited
That is deliberate — it is what makes the record worth reading six months later. Rescheduling before completion is fine and is written onto the visit's timeline, so "it was moved twice and then nobody came" stays visible.
Finding a meeting booked for a later date
The screen opens on Today & upcoming, so a meeting you book for next week is on the list from the moment you book it. Use Show to change the window: Today & upcoming, One day (the date in the Date box), or All meetings ever booked. Every row carries its own date and time, so the list stays readable when it spans days.
Changing a meeting's status
Each row has a Status dropdown with the four states you set by hand: Scheduled, In meeting, Completed and Cancelled.
- Completed opens the completion form instead of closing the meeting immediately — a meeting is not completed without a record of what was discussed.
- Cancelled asks whether the visitor never came (No show) or the meeting was called off (Cancelled). Both outcomes are kept.
- Setting a row back to Scheduled undoes a Start pressed by mistake and clears its clock. The correction is written onto the visit's timeline, not silently overwritten.
- Waiting is still set automatically by the gate and is not something you pick.