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Parents and Caregivers

Welcome! This guide will help you navigate ClassLark to book appointments for school events like parent-teacher conferences, school tours, and uniform fittings.

Getting started​

Go to the event website and enter the event code provided by your school or organization. After filling out some information, you'll be able to make your bookings.

Accessing an event​

To access an event, you'll need an event code from your school or organization. Once you have your code:

  1. Visit the event website
  2. Enter your event code
  3. Click "Continue" to access the event
Don't have an event code?

Contact your school or organization to obtain the event code for the specific event you want to attend. Different events may have different codes.

Registering for an event​

After entering your event code, you'll need to register by providing:

  • Your name (first and last name)
  • Email address (optional but recommended)
  • Phone number (optional)
  • Student information (if applicable to the event)
Why provide an email?

If you provide your email address, you'll receive:

  • A confirmation email with a link to manage your bookings
  • A reminder email before the event with your timetable
  • The ability to cancel or modify bookings online

Without an email, you'll need to contact your school directly to make changes.

Adding students​

For events like parent-teacher conferences, you'll be asked to add your children so that your teachers know who the booking relates to:

  1. Enter each student's first and last name
  2. Click "Add student" to add more (up to 20 students)
  3. You can add or remove students later from your account settings

Making bookings​

After registration, you'll be taken to the booking page where you can select appointment times.

How to book an appointment​

  1. Choose a date - If the event runs across multiple days, select your preferred date from the tabs
  2. Find available times - Browse the timetable showing staff names and available time slots
  3. Select a time slot - Click on an available time slot with the staff member you want to meet
  4. Choose a student - Select which student the booking is for (if applicable)
  5. Add details - Optionally add comments or answer any booking questions
  6. Confirm - Click "Confirm booking" to complete

Managing your bookings​

Viewing your timetable​

To view all your confirmed bookings:

  1. Sign in to your event using the link in your confirmation email, or use the "Already signed up?" option on the event website
  2. Navigate to "My Bookings" to see your complete timetable

Your timetable shows:

  • Date and time of each appointment
  • Staff member you're meeting with (if applicable)
  • Student the booking is for
  • Comments you've added

You can export your timetable in multiple formats:

PDF Format:

  • Click "Print" or "Download PDF" from your timetable page
  • Great for printing and bringing to the event

Calendar Format (.ics):

  • Click "Add to Calendar" to download an .ics file
  • Import into Google Calendar, Outlook, Apple Calendar, or any calendar app
  • Automatic reminders based on your calendar settings

Cancelling bookings​

If you need to cancel an appointment:

  1. Go to "My Bookings"
  2. Find the booking you want to cancel
  3. Click "Cancel" next to that booking
  4. Confirm the cancellation
Event has closed?

Once an event closes, you may not be able to cancel bookings online. Contact your school directly for assistance.

Adding or editing comments​

You can add notes or comments to your bookings:

  1. Go to "My Bookings"
  2. Click on the comment icon next to a booking
  3. Enter or update your comment
  4. Save changes

Comments are visible to staff and can help them prepare for your meeting.

Checking in at the event​

Some events have check-in enabled to track attendance. If check-in is available, your timetable will include a QR code that you can scan when you arrive.

Using your check-in QR code​

If your event has check-in enabled:

  1. View your timetable - Access it online via the link in your email, or download the PDF
  2. Find your QR code - It appears on your timetable page
  3. Scan at the event - Point your device or the printed QR code at the kiosk scanner
  4. Confirmation - The screen will flash green and play a sound when check-in is successful
Bring your QR code

You can either:

  • Show the QR code on your phone from your online timetable
  • Print your timetable PDF and bring the paper version Both work equally well at check-in kiosks!

Check-in details​

When to check in:

  • Check in when you arrive at the event venue
  • You can check in once per day for multi-day events
  • Check-in typically happens before your first appointment

What happens after check-in:

  • Your arrival is recorded in the school's system
  • Staff can see who has arrived for the event
  • You'll receive instant confirmation via the kiosk screen and sound

If check-in doesn't work:

  • Ensure your QR code is clearly visible and not damaged
  • Try adjusting the angle or distance from the scanner
  • Ask staff for manual check-in assistance if needed
Already checked in

If you've already checked in today, the kiosk will show a message saying "Already checked in today" and display a green screen. This is normal and means you're all set!

Troubleshooting check-in issues​

QR code won't scan:

  • Make sure your screen brightness is turned up if showing on phone
  • Hold the QR code steady about 6-12 inches from the scanner
  • Ensure the QR code isn't obscured or damaged
  • Ask a staff member for help

Wrong event error:

  • This means your QR code is for a different event
  • Verify you're at the correct event
  • Check the event name on your timetable matches the kiosk

Check-in disabled:

  • The event may not have check-in enabled
  • Contact staff if you expected check-in to be available

Managing your account​

Account settings​

Access your settings to manage:

  • Your details - Update your name or phone number
  • Students - Add or remove students from your account
  • Email preferences - Choose whether to receive emails from ClassLark

Adding or removing students​

To manage your students:

  1. Go to "Settings"
  2. Find the "Students" section
  3. To add: Enter student name and click "Add student"
  4. To remove: Click the remove button next to the student's name and confirm
Student bookings

If you remove a student who has existing bookings, their bookings will be cancelled.

Deleting your account​

If you want to completely remove your account and all bookings:

  1. Go to "Settings"
  2. Scroll to "Delete account"
  3. Click "Delete account" and confirm
Warning

Deleting your account will cancel all your bookings and cannot be undone. You'll need to re-register if you want to access the event again.

Email communications​

What emails will I receive?​

If you provide your email address and opt in to communications:

  • Welcome email - Sent immediately after registration with a link to access the event
  • Reminder email - Sent before the event starts with your timetable (includes your check-in QR code if check-in is enabled)
  • Feedback request - If enabled by your school, sent after the event asking for your feedback (optional)

Already signed up?​

If you've lost access to your booking or need a new link:

  1. Visit the event website
  2. Click "Already signed up?"
  3. Enter your email address
  4. You'll receive an email with links to all events you're registered for

Not receiving emails?​

If you haven't received expected emails:

  • Check spam/junk folders - Email providers sometimes filter our messages
  • No email provided - You won't receive emails if you didn't provide an email during registration
  • Email blocked - If you've previously unsubscribed or marked emails as spam, you won't receive further messages

For help with blocked emails, contact us.

Tips for a successful event​

Before the event​

  • ✅ Book early - Time slots can fill up quickly
  • ✅ Review booking limits - Understand any restrictions on number of appointments
  • ✅ Plan your schedule - Leave time between appointments if needed
  • ✅ Add comments - Let staff know what you'd like to discuss
  • ✅ Export your timetable - Print it or add to your calendar

Day of the event​

  • ✅ Bring your timetable - Have it on your phone or printed
  • ✅ Check in when you arrive - Scan your QR code if check-in is enabled
  • ✅ Arrive on time - Respect the schedule to keep things running smoothly
  • ✅ Check room numbers - Note where each appointment is located
  • ✅ Bring materials - Have any reports, questions, or documents ready

After the event​

  • ✅ Provide feedback - Help improve future events
  • ✅ Follow up - Contact teachers directly if needed

Need help?​

Booking issues​

For booking assistance, questions about the event, or help with changes:

  • Contact your school or organization directly
  • ClassLark support cannot modify bookings on your behalf

Technical issues​

If you're experiencing technical problems with the website: