Preparation forms for parent-teacher meetings

A preparation form lets parents reflect on learning goals, agreements and wishes before a parent-teacher meeting (for example the report or intake meeting). You design the questions yourself, link the form to a meeting round or a single meeting, and the parent fills it in via the mobile app. During the meeting you and the teacher read the answers back.

Where to find it

Sidebar → Planning → Events → open the parent-teacher meetings overview. At the top of that overview you'll find the Preparation forms button, where you manage your forms (templates).

Step by step: building a form

1. Click Preparation forms → New form.
2. Give the form a name (for example "Intake meeting 2026").
3. Add questions. For each question pick a type:
   • Short text and long text — for open answers ("My personal goal: …").
   • Number — for example "Number of new chapters this year".
   • Single choice — the parent picks exactly one option.
   • Multiple choice — the parent can tick several options.
   • Yes/No — a simple confirmation.
4. Mark a question as required if it must always be answered.
5. Use the arrows to change the order of questions.
6. Set the form to Active so you can link it. Optionally make it the default form.
7. Save.

Languages and automatic translation

By default you edit the form in your own portal language — not a fixed one. At the top you pick the language tabs (TR, NL, EN, AR); your language comes first and is required. Fill in the questions and options in your own language and click AI translate: the AI model then fills the other languages automatically (name, questions, help texts and answer options). Parents always see the form in their own app language.

Linking a form to meetings

A form only does something once you attach it to a meeting. There are two ways:

• In bulk — when you bulk generate a meeting round, pick one preparation form at the bottom for the whole round.
• Per single meeting — when you schedule or edit a meeting there's a Preparation form dropdown. Choose "No form" to remove the link again.

What the parent sees (mobile app)

If a meeting has a form, the parent sees a Fill in preparation form button at the meeting — separate from accepting or declining it. The parent can save as draft and finish later, or submit. The form stays editable until it is submitted. With linked guardians (two carers) each can submit their own form.

Notifications

When you send the meeting notification and a form is linked, the parent gets two messages: the regular meeting invitation and a separate questionnaire notification that opens the form straight away. So send the notification only after you've linked the form (via "Send notifications" on the selected meetings, or by turning on "send notification" for a new meeting).

Viewing and exporting answers

• Per meeting — in the meetings overview, every meeting with a form has a View answers action showing that parent's answers.
• Bulk overview — each form card has View answers. It opens a single overview of all submitted forms for that template: one row per student, class, parent, date and the answer to every question.
• Export — from the bulk overview you export the list to CSV (handy in Excel) or PDF (a clean, printable version per parent).

The assigned teacher can also read the answers — in the mobile app at the meeting and in the portal — but only for students in their own classes.

Tips

• Fill one language fully and let AI translate do the rest; it saves a lot of typing.
• Reuse one form per season: link the same template to every new meeting round.
• Keep required questions limited so parents finish faster.
• Use the bulk overview right before the meetings to prepare at a glance, and export a PDF to bring along.

Frequently asked questions

Is filling it in mandatory for the parent? No. The form is a separate, optional preparation step; it is independent of confirming the meeting ("I'll attend / I can't").

Can I link a form afterwards? Yes. Edit the meeting (or the whole round), pick the form, then resend the notifications so the parent gets the questionnaire message.

Are existing answers wiped if I change the template? Already-submitted answers are kept. If you change the questions drastically, prefer a new form so old and new answers don't get mixed up.

Troubleshooting

• The parent gets no questionnaire notification. Check that the form is actually linked to the meeting and resend the notification — a message sent before linking contains no form yet.
• AI translate does nothing. Fill your own language fully first; translation works from completed fields. The AI assistant must also be enabled for your organization.
• In multiple choice all options look selected. Open the form in the builder and save it again; this gives the options clean, unique values.
• I don't see the Preparation forms button. The events/meetings module is off, or you lack the manage planning permission. Ask a lead administrator to enable the module or grant you the permission.

Related

• Events and internal agenda — that's where you reach the parent-teacher meetings.
• Meeting minutes — recording and sharing meeting notes.