Parent teacher conference sign up sheet: collect time choices

Conference week starts with a flood of messages: can we do Tuesday, what about Thursday? I would rather ask once. One link gathers each family's first and second choice, and what they want to talk about. Then I build the timetable.

Before the form is open

Decide your conference days and the time windows you can offer, then edit the day and time lists to match. This form does not book slots. It gathers choices, so you stay in control of the timetable. Set close_at a few days before conferences start.

While it is open

Families pick two choices, a format and topics. A parent's AI might ask: "Which day suits you?" Then "Would you rather meet in person or by phone?" Then "What would you like to talk about?" It shows the answers and sends only after a yes. See agent-fillable forms.

After it closes

Download the CSV, sort by first choice and fill your timetable. Message each family their time yourself. Browse forms for schools for more. Invite families to a student club sign-up in the same message, or ask for treats for the waiting room with a bake sale sign-up sheet.

Questions

Does the form book a time slot for each family?

No. It collects a first and a second choice. You read the CSV and assign times yourself, so you control clashes and the order of meetings.

How do I tell families their time?

The form sends nothing to the person who filled it. Use your usual school channel and the email and phone columns to confirm each family's slot.

How do I plan for families who need language support?

A tick box flags them. Sort the CSV by that column and place those families on the evening or day when an interpreter is available.

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text

Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Sign up for a parent teacher conference",
  "description": "Tell us which times suit you. We will confirm your time by the usual school message once we have everyone's choices.",
  "fields": [
    {
      "id": "parent_name",
      "label": "Your full name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "child_name",
      "label": "Your child's full name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "child_class",
      "label": "Your child's class or teacher",
      "type": "short_text",
      "max_length": 120
    },
    {
      "id": "contact_email",
      "label": "Email",
      "type": "email",
      "required": true
    },
    {
      "id": "contact_phone",
      "label": "Phone",
      "type": "phone"
    },
    {
      "id": "first_choice_day",
      "label": "First choice: day",
      "type": "single_choice",
      "required": true,
      "options": [
        "Monday",
        "Tuesday",
        "Wednesday",
        "Thursday",
        "Friday"
      ]
    },
    {
      "id": "first_choice_window",
      "label": "First choice: time of day",
      "type": "single_choice",
      "required": true,
      "options": [
        "Morning",
        "Early afternoon",
        "Late afternoon",
        "Evening"
      ]
    },
    {
      "id": "second_choice_day",
      "label": "Second choice: day",
      "type": "single_choice",
      "options": [
        "Monday",
        "Tuesday",
        "Wednesday",
        "Thursday",
        "Friday"
      ]
    },
    {
      "id": "second_choice_window",
      "label": "Second choice: time of day",
      "type": "single_choice",
      "options": [
        "Morning",
        "Early afternoon",
        "Late afternoon",
        "Evening"
      ]
    },
    {
      "id": "meeting_format",
      "label": "How would you like to meet?",
      "type": "single_choice",
      "options": [
        "In person",
        "Phone call",
        "Video call"
      ]
    },
    {
      "id": "topics_to_cover",
      "label": "What would you like to talk about?",
      "type": "multi_choice",
      "options": [
        "Progress and grades",
        "Behaviour",
        "Friendships",
        "Homework",
        "Next year",
        "Extra support",
        "Something else"
      ]
    },
    {
      "id": "language_support",
      "label": "We would like language support in the meeting",
      "type": "checkbox"
    },
    {
      "id": "teacher_to_prepare",
      "label": "Anything you would like the teacher to prepare",
      "type": "long_text",
      "max_length": 600
    }
  ]
}

Or call the API

bash

curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Sign up for a parent teacher conference","description":"Tell us which times suit you. We will confirm your time by the usual school message once we have everyone'\''s choices.","fields":[{"id":"parent_name","label":"Your full name","type":"short_text","required":true,"max_length":150},{"id":"child_name","label":"Your child'\''s full name","type":"short_text","required":true,"max_length":150},{"id":"child_class","label":"Your child'\''s class or teacher","type":"short_text","max_length":120},{"id":"contact_email","label":"Email","type":"email","required":true},{"id":"contact_phone","label":"Phone","type":"phone"},{"id":"first_choice_day","label":"First choice: day","type":"single_choice","required":true,"options":["Monday","Tuesday","Wednesday","Thursday","Friday"]},{"id":"first_choice_window","label":"First choice: time of day","type":"single_choice","required":true,"options":["Morning","Early afternoon","Late afternoon","Evening"]},{"id":"second_choice_day","label":"Second choice: day","type":"single_choice","options":["Monday","Tuesday","Wednesday","Thursday","Friday"]},{"id":"second_choice_window","label":"Second choice: time of day","type":"single_choice","options":["Morning","Early afternoon","Late afternoon","Evening"]},{"id":"meeting_format","label":"How would you like to meet?","type":"single_choice","options":["In person","Phone call","Video call"]},{"id":"topics_to_cover","label":"What would you like to talk about?","type":"multi_choice","options":["Progress and grades","Behaviour","Friendships","Homework","Next year","Extra support","Something else"]},{"id":"language_support","label":"We would like language support in the meeting","type":"checkbox"},{"id":"teacher_to_prepare","label":"Anything you would like the teacher to prepare","type":"long_text","max_length":600}]}'

JSON definition

json

{
  "title": "Sign up for a parent teacher conference",
  "description": "Tell us which times suit you. We will confirm your time by the usual school message once we have everyone's choices.",
  "fields": [
    {
      "id": "parent_name",
      "label": "Your full name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "child_name",
      "label": "Your child's full name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "child_class",
      "label": "Your child's class or teacher",
      "type": "short_text",
      "max_length": 120
    },
    {
      "id": "contact_email",
      "label": "Email",
      "type": "email",
      "required": true
    },
    {
      "id": "contact_phone",
      "label": "Phone",
      "type": "phone"
    },
    {
      "id": "first_choice_day",
      "label": "First choice: day",
      "type": "single_choice",
      "required": true,
      "options": [
        "Monday",
        "Tuesday",
        "Wednesday",
        "Thursday",
        "Friday"
      ]
    },
    {
      "id": "first_choice_window",
      "label": "First choice: time of day",
      "type": "single_choice",
      "required": true,
      "options": [
        "Morning",
        "Early afternoon",
        "Late afternoon",
        "Evening"
      ]
    },
    {
      "id": "second_choice_day",
      "label": "Second choice: day",
      "type": "single_choice",
      "options": [
        "Monday",
        "Tuesday",
        "Wednesday",
        "Thursday",
        "Friday"
      ]
    },
    {
      "id": "second_choice_window",
      "label": "Second choice: time of day",
      "type": "single_choice",
      "options": [
        "Morning",
        "Early afternoon",
        "Late afternoon",
        "Evening"
      ]
    },
    {
      "id": "meeting_format",
      "label": "How would you like to meet?",
      "type": "single_choice",
      "options": [
        "In person",
        "Phone call",
        "Video call"
      ]
    },
    {
      "id": "topics_to_cover",
      "label": "What would you like to talk about?",
      "type": "multi_choice",
      "options": [
        "Progress and grades",
        "Behaviour",
        "Friendships",
        "Homework",
        "Next year",
        "Extra support",
        "Something else"
      ]
    },
    {
      "id": "language_support",
      "label": "We would like language support in the meeting",
      "type": "checkbox"
    },
    {
      "id": "teacher_to_prepare",
      "label": "Anything you would like the teacher to prepare",
      "type": "long_text",
      "max_length": 600
    }
  ]
}

Parent teacher conference sign up sheet without the back-and-forth