Schedule and Manage Meetings

Schedule and Manage Meetings

Create meetings with students, faculty, and parents using the calendar-integrated meeting system with automatic notifications.

Time: 3–5 minutes per meeting Module: OpenEduCat Meeting Enterprise Permissions: Back Office Admin, Faculty, or Parent Manager

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Prerequisites

• Student, faculty, and parent records configured
• Calendar module installed
• Email server configured for notifications
• Access to meeting features

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Overview

The Meeting system provides:

• Calendar-based meeting scheduling
• Multi-attendee meeting management
• RSVP tracking and responses
• Portal access for students and parents
• Video call integration support
• Reminder notifications

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Steps

1. Create a Meeting from Calendar

1. Navigate to Calendar application
2. Click on a time slot or click New
3. Complete the meeting form:

Field	Action
Subject	Enter meeting title
Attendees	Add participants (contacts/partners)
Start	Set start date and time
End	Set end date and time
Location	Enter meeting location or video link
Description	Add agenda and notes

4. Configure options:

   • Privacy: Public, Private, or Confidential
   • Show as: Busy or Free
   • Reminders: Add notification alerts

5. Click Save

2. Create Meeting from Student/Faculty/Parent List

Bulk Meeting Creation:

1. Navigate to Students, Faculty, or Parents
2. Select multiple records using checkboxes
3. Click Action → Meeting
4. Confirm in the wizard dialog
5. Meeting form opens with attendees pre-filled
6. Complete meeting details
7. Click Save

3. Configure Attendee Responses

After meeting creation, attendees can respond:

Response	Description
Accept	Confirm attendance
Tentative	Uncertain attendance
Decline	Cannot attend

Managing Responses:

1. Open the meeting record
2. Navigate to Invitations tab
3. View attendee status:
   • Needs Action (pending)
   • Accepted
   • Tentative
   • Declined

4. Set Up Recurring Meetings

1. Open meeting form

2. Enable Recurrence option

3. Configure:

   • Frequency: Daily, Weekly, Monthly
   • Repeat Every: Interval number
   • End Date or Number of occurrences

4. Click Save

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Portal Access

Student Portal

Students can view their meetings:

1. Log into student portal
2. Navigate to Meetings section
3. View upcoming meetings with:
   • Meeting name
   • Date and time
   • Location
   • Description
   • Duration

Parent Portal

Parents can view meetings for their children:

1. Log into parent portal
2. Select child (if multiple)
3. Navigate to Meetings
4. View meeting schedule

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Field Reference

Meeting Model (op.meeting)

Field	Technical Name	Type	Description
Meeting	meeting_id	Many2one	Calendar event reference
Read	is_read	Boolean	Notification read status

Calendar Event Fields (Inherited)

Field	Technical Name	Type	Description
Subject	name	Char	Meeting title
Start	start	Datetime	Meeting start
End	stop	Datetime	Meeting end
Duration	duration	Float	Duration in hours
All Day	allday	Boolean	All-day event flag
Location	location	Char	Meeting venue
Description	description	Text	Agenda/notes
Attendees	partner_ids	Many2many	Meeting participants
Privacy	privacy	Selection	public/private/confidential
Show As	show_as	Selection	busy/free
Video Call	videocall_location	Char	Video meeting URL
Reminders	alarm_ids	Many2many	Notification alarms

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Meeting Types

Configure meeting categories:

Type	Use Case
Parent-Teacher	Progress discussions
Student Counseling	Academic guidance
Faculty Meeting	Staff coordination
Admission Interview	New student meetings
Committee Meeting	Administrative sessions

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Portal Search Options

Search Fields

• Meeting name/subject
• Start date
• End date
• Location
• Duration

Sort Options

• By meeting name
• By start date

Filter Options

• By meeting category
• All meetings

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Email Notifications

The system sends automatic notifications:

Event	Notification
Meeting created	Invitation to attendees
Meeting modified	Update notification
Reminder triggered	Alarm notification
Attendee response	RSVP confirmation

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Troubleshooting

Issue	Cause	Solution
Attendees not receiving invites	Missing email addresses	Update contact emails
Meeting not in portal	Meeting not linked	Verify attendee list
Calendar sync issues	Browser cache	Refresh browser
Duplicate meetings	Double submission	Check existing meetings
Video link not working	Invalid URL	Verify video call URL

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Best Practices

1. Clear subjects: Use descriptive meeting titles
2. Set reminders: Add notifications before meetings
3. Include agenda: Add description with meeting topics
4. Confirm attendance: Follow up on pending responses
5. Use categories: Organize meetings by type

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Video Integration

The module supports video conferencing:

1. Open meeting form
2. In Location field, enter video call URL
3. Or use videocall_location field for dedicated video link
4. Attendees receive link in invitation

Supported platforms:

• Zoom
• Google Meet
• Microsoft Teams
• Custom video URLs

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Security Notes

Role	Capabilities
Back Office Admin	Full CRUD on meetings
Faculty	Create, read, edit meetings (no delete)
Parent Manager	Create, read, edit meetings (no delete)
Portal User	View assigned meetings only

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Related Tasks

• Configure Calendar Settings
• Set Up Email Notifications
• Manage Contact Records