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Distance Learning Resources for Faculty and Staff

VIRTUAL Parent Teacher Conferences: Bravo Faculty/Staff Calendly, Zoom, and Webpage Setup Instructions

VIRTUAL Parent Teacher Conferences

Bravo Faculty/Staff Calendly, Zoom, and Webpage Setup Instructions

 

These instructions are for Bravo staff to setup online programs in preparation for our Parent Teacher Conferences.  These instructions will allow teachers to create an online calendar with clickable appointments during the Conferencing period for parents/guardians to automatically schedule an appointment.  Teachers will receive an email notification and calendar appointment when the parents confirm the appointment online.  This will aid teachers in planning for the Parent Teacher Conference during the scheduled day and time period.

 

These instructions will only be available on this webpage as they may continue to be updated and modified as we move forward with this process.  As such, if necessary, you may copy and paste the text to a MS Word and/or Google Doc in order to save, modify, and/or print if necessary.  However, be aware that the directions below and the links are configured to open each identified webpage/site/program in a new tab in your browser as you progress so that you may continue to come back to these instructions as you work through the sites.

 

 

For this process, teachers will be using four online resources in coordination:

  1. Outlook in Office 365--our district email/calendaring program
  2. Zoom- the most commonly used and user friendly online meeting platform
  3. Calendly--an online “booking” platform that allows for automatic scheduling of appointments and integrates with Outlook’s email and calendar.    Here is an example of what the online calendar looks like.
  4. Bravo website teacher webpage—where teachers can post their Calendly calendar link for parents to schedule an appointment.      Here is an example of a teacher webpage with the Calendly link created.

 

An INSTRUCTIONAL VIDEO that follows the steps below has been created and is posted HERE.

 

In order to complete setup your Zoom meeting, Calendly calendar, and teacher webpage with the calendar link, and then to receive notifications of parent appointments, please follow these steps:

  1. In this browser (Chrome, Firefox, Internet Explorer, Safari, etc.), first login to district email at mailbox.lausd.net
  2. Next, click on this link to open the BELL SCHEDULE page on the Bravo website to confirm your department’s scheduled day and time for Parent Teacher Conferences.On the BELL SCHEDULE page, scroll down and check the schedule posted on the scheduled month’s BRAVO CALENDAR AND BELL SCHEDULE.  Here is the link to the BELL SCHEDULE page: https://bravomedhs-lausd-ca.schoolloop.com/bellschedule
  3. Next, click on this link - lausd.zoom.us - and Sign In to the district portal for Zoom.
    • In Zoom, click on SCHEDULE A MEETING.
    • In the Topic bar, title the meeting PARENT-TEACHER CONFERENCE
    • In the WHEN settings, enter the date and beginning time of your scheduled conference time.
    • For DURATION, enter your planned time duration for your meetings (minimum is 2 hours).
    • Make sure that WAITNG ROOM is checked (you may need to enable WAITING ROOM in SETTINGS)
    • For MEETING OPTIONS, uncheck or leave unchecked the following
      • *ENABLE JOIN BEFORE HOST
      • *ONLY AUTHENTICATED USERS CAN JOIN …(ETC)
    • Click on SAVE
    • The next screen displays the settings for the meeting you have scheduled. Leave this page open for now.
  4. Next, click on the following linke https://calendly.com/ to access the Calendly website.
    • Once on the Calendly site, click on SIGN UP
    • Type in your district SSO email address
    • Click on SIGN UP WITH OFFICE 365.  You will be prompted to put in your SSO password.
    • Click on ACCEPT for the Permissions
    • For CREATE URL, allow the default name to be used.
    • Next click on CONTINUE for Availability.
    • Select EDUCATION as the area.
  5. In the GETTING STARTED GUIDE, select CREATE NEW EVENT TYPE.
    • For the EVENT NAME, type in PARENT TEACHER CONFERENCES
    • For LOCATION, click on the box and scroll down and click on CUSTOM
    • Now go back to your Zoom tab, and click on COPY INVITATION
    • Click on COPY MEETING INVITATION
    • Return to the Calendly tab, and in the open box under CUSTOM paste your Zoom invitation.
    • Make sure to select DISPLAY LOCATION ONLY AFTER CONFIRMATION
    • In DESCRIPTION/INSTRUCTIONS, you can type in whatever text you would like to have appear on the Calendar page itself, such as: Please click on an available appointment and then click on Confirm to set up the appointment.
    • Select an event color (not sure where this appears) and then click on NEXT
  6. In the next box (WHEN CAN PEOPLE BOOK THIS EVENT), go to EVENT DURATION and in the CUSTOM MIN box type in the number of minutes you want to allow people to schedule an appointment (in this case, the minimum is 5 minutes, so type in 5)
    • For DATE RANGE, click on EDIT
    • Next click the drop down box and select OVER A DATE RANGE, and then select the day that you are going to be available and click on APPLY.
    • Next, select the time in the AVAILABILTY box.Click on your designated day.
    • An EDIT AVAILABILITY box appears.Change the times to your available times (4:00pm to 6:00pm).Then click on APPLY TO *YOURDATE* ONLY
    • NEXT (addressed later in video at about 29:30): Click on ADVANCED in the AVAILABILITY box, and then be sure to change the SHOW AVAILABILITY IN INCREMENTS OF and set it to 5 minutes (or however many minutes you have set for each session).
    • Click on NEXT.
  7. Now, go to ADDITIONAL OPTIONS and click on INVITEE QUESTIONS
    • Note that the two essential questions, NAME and EMAIL ADDRESS, are already included and required.
    • You may ADD QUESTIONS that you would like parents to answer in this section, such as:
      • NAME OF STUDENT
      • PERIOD IN WHICH STUDENT IS IN YOUR CLASS
      • TOPICS THAT THE PARENT WOULD LIKE TO DISCUSS
      • WHETHER THE PARENT REQUIRES A TRANSLATOR
      • WHAT LANGUAGE THE PARENT WOULD REQUIRE FOR TRANSLATION
    • Click on SAVE AND CLOSE when you have entered all the questions you want to include.
    • During the Pro Trial period of use of Calendly (which lasts two weeks), you can enable email and text reminders to those who sign up in the NOTIFICATIONS AND CANCELLATION POLICY.(See the instructional video for details).
  8. Once you have finished, click on VIEW LIVE PAGE link
    • Highlight the entire web address in the address bar at the top and then COPY.
  9. Now go back to the Bravo website and scroll down to the very bottom of the page and click on the white STAFF LOGIN box in white.
    • You will be taken to the SchoolLoop Bravo login page.
    • Type in ONLY your user name (your district email/SSO name) WITHOUT the @lausd.net. (NOTE: Please remember that this account is NOT synchronized to your district SSO/Email account).
    • If you DON'T know your login and password, please review the instructions from Phase 1 of the Back to School Night process.
    • You should now be in the YOUR NAME PORTAL page.
  10. Click on MY WEBSITE at the top of the screen.
    • Add an element under you Name in the middle column on the page by clicking on the first green PLUS sign in the green bar at the top of the middle column.
    • Once you click, a box window titled ELEMENT GALLERY will appear. Click on RICH TEXT EDITOR.
    • An EDIT box appears; type in CALENDAR in the TITLE Box
    • In the EDIT box beneath the Tool Bar, type in a sentence such as Please click here to access my appointment calendar for parent-teacher conferences
    • For the sentence you type in, highlight the full sentence, click on the LINKS icon (the globe with the infinity symbol in the center of the tool bar), and then paste in the URL (web address of your Calendly calendar page).
    • Click on OPEN LINK IN A NEW WINDOW and then click on SUBMIT.
    • Your hyperlinked sentence will be visible in the EDIT box.
    • Click on SAVE & EXIT.
    • Your hyperlinked sentence to take people to your Calendly calendar will be visible in the CALENDAR box.
    • Click on PUBLISH at the top of the page and then LOGOUT at the top right of the screen.
  11. You should now be taken back to the Bravo website.  Mouse over the STAFF link in white letters on the links bar under the header photo; click on Directory of Personnel, or go to this link: https://bravomedhs-lausd-ca.schoolloop.com/directory
  12. Scroll down to find your name listed on the page; it should now appear in a blue hyperlink.Click on the link to see your current webpage and verify that your Calendly link works!
  13. NOTE: You can experiment with the Calendly appointment time slots by scheduling an appointment with your personal email and then checking to see how the appointment is communicated and scheduled in your district email and in your personal email.  You can then cancel the appointment from either account so that the time slot is again available (see the INSTRUCTIONAL VIDEO for more details).