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Parent-Teacher Consultation Scheduler

Example prompt: "We've got parents' evening on Thursday 16 April from 16:00 to 19:00. Send our class parents a Google Form letting them request up to three teachers and pick a preferred time. When the form closes on Tuesday, build a running order for each teacher that avoids clashing parent slots, allow five minutes per appointment with a five-minute buffer, and email each parent their personalised timetable. The day before, send each teacher their running order as a Google Doc and a calendar block."

The Problem

Organising parents' evening at a secondary school usually starts in a shared spreadsheet that quickly becomes unreadable. Parents request slots with multiple teachers, teachers have unequal demand, and the office staff member tasked with building the running order spends hours doing manual constraint-solving — making sure no parent is booked into two appointments at the same time, no teacher is double-booked, and every parent's slots are close enough together that they aren't sitting in the corridor for two hours. Then everyone needs to be emailed their personal timetable, and updates have to be re-issued every time a request changes. By the morning of the event the spreadsheet has multiple conflicting versions and nobody is certain which is right.

How GloriaMundo Solves It

We build a workflow that opens with an integration step sending a Google Form to all parents inviting them to request appointments with up to three teachers and a preferred time band. After the form closes, an integration step pulls the responses into a Google Sheet. A code step solves the scheduling problem — fitting each parent's requests into available teacher slots with the right gap between appointments, honouring preferences where possible, and flagging unavoidable clashes for the coordinator to resolve. An LLM step drafts a clear personalised timetable email for each parent that lists their appointments with teacher names, room numbers, and times. Integration steps send the emails through Gmail, share each teacher's running order as a Google Doc, and add a calendar block to each teacher's Google Calendar for the event. Glass Box preview shows the full timetable and every email before anything is sent, so the coordinator can spot conflicts and amend specific parent emails before the workflow runs.

Example Workflow Steps

  1. Trigger (manual): The coordinator provides the event date, time window, slot length, list of teachers, and the parent contact list.
  2. Step 1 (integration): Send the Google Form to every parent inviting them to request up to three teacher appointments and a preferred time band.
  3. Step 2 (integration): After the form deadline, pull all responses into a Google Sheet keyed by family.
  4. Step 3 (code): Solve the scheduling problem — assign appointments to teacher slots without clashes, honour preferences where possible, and flag any requests that could not be satisfied.
  5. Step 4 (LLM): Draft a personalised timetable email for each parent listing their appointments, teachers, rooms, and start times in order.
  6. Step 5 (integration): Send each parent their timetable via Gmail.
  7. Step 6 (integration): Share a Google Doc with each teacher containing their running order for the evening.
  8. Step 7 (integration): Add a Google Calendar block to each teacher's calendar covering the event window.

Integrations Used

  • Google Forms — collects parent appointment requests
  • Google Sheets — holds the consolidated request data and the solved running order
  • Google Docs — produces each teacher's running order as a printable handout
  • Gmail — sends personalised timetables to parents
  • Google Calendar — blocks the event window on every teacher's calendar

Who This Is For

School administrators, heads of year, and form tutors organising parents' consultation evenings, post-16 options evenings, or transition meetings. Particularly useful in secondary schools where a single parent can have appointments with five or six different teachers in one evening.

Time & Cost Saved

A coordinator scheduling parents' evening for a year group of 200 typically spends 6–10 hours over a week building and re-issuing timetables, then chasing late changes. This workflow reduces that to the initial setup and a review of the Glass Box preview, around 45 minutes, with re-runs available when the timetable needs amending. The code-driven scheduling step removes the constraint-solving entirely, which is where most of the time and most of the mistakes lived.