Scheduling Software for Schools
Run admissions interviews with a routing form that sends each family to the right year group, book a panel of three staff at a time they are all free, and open parent-teacher slots in ten-minute steps on school days only. Vonza Scheduling runs the school’s appointments beside your courses, students and forms.
A school office’s week in bookings
An example week for a school registrar during admissions season, on a Vonza booking page. The figures are illustrative; every feature is real.
Monday
- Six admissions interviews. Each family filled in the routing form first, which sent them to the Year 7 or sixth-form interview page.
- The interview panel is a collective meeting: families only saw times when all three staff were free.
Tuesday
- Parent-teacher evening: 40 ten-minute slots per teacher, open to parents for the next ten business days only.
- A parent reschedules from the link in their email, inside the two-day deadline the school set.
Wednesday
- Open morning tours, 12 families per tour with the seats left shown; three tours shared round robin between two staff.
Thursday
- The registrar exports this week’s interviews to CSV for the admissions committee.
- A reminder goes to every Friday booking the evening before, by email, with a text if the school’s plan has an SMS allowance.
Friday
- An interviewer is off sick; the registrar reassigns her two interviews to a colleague who is free.
- The February half-term is already time off for every host, from the public-holidays list and the school calendar.
Every family in that week is a contact in your Vonza CRM, tagged with the year group they applied for, and the whole intake is one list the school can email from.
From enquiry to interview day
The admissions workflow, as it runs on Vonza: route, book the panel, remind, report.
- STEP 01
Route each family to the right interview
A routing form asks which year group, boarding or day, and anything else the admissions team needs, then sends the family to the right interview page. Rules are checked from the top and every answer is saved to the contact.
- STEP 02
Book the whole panel at once
Make the interview a collective meeting with the Head of Year, the registrar and a form tutor as hosts. Families see only the times when all three are free, and all three attend. Up to 20 hosts can sit on one meeting.
- STEP 03
Open parent-teacher slots on school days
Set the start-time step to 10 minutes, the booking window to the next 10 business days, a buffer between slots and a daily cap per teacher. Each teacher has their own hours and their own page under the school’s team page.
- STEP 04
Remind families and report to the committee
Confirmation, reminder and follow-up emails go out on their own. Export any list of bookings to CSV, mark no-shows, keep private team notes on a booking, and read booked, completed and busiest-hour figures in analytics.
Built for the school calendar
Six things a school office needs from scheduling software, as the new Vonza Scheduling does them.
Collective panels
An interview or a review meeting books every host on the panel at once, at a time all of them are free, with one joining link.
Business days only
The booking window counts school days, with the region’s weekend left out. Add minimum notice, buffers and a daily cap per host.
Ten-minute slots
Set the start-time step from 5 to 120 minutes, so a parent-teacher evening offers 10-minute slots while an interview offers 30.
Routing forms for admissions
Ask year group, entry point and anything else first, then send each family to the right interview page.
Documents before the interview
Ask for up to 30 answers on the booking page, including a school report as a file upload and a parent’s signature.
Term dates and holidays
Block half-terms and holidays as time off for every host, up to 366 days at a time, with a public-holidays list.
School templates to start from
137 ready-made booking pages in 15 categories, each a finished page with its lengths, hours, questions and photo. Everything stays editable.
- 9 templates
Education
Interviews, office hours, parent meetings and assessments with the questions a school asks before the visit.
- 8 templates
Classes & events
Open mornings, tours, taster sessions and workshops with a seat count and the spots left shown.
Or describe the appointment in one line and let Vonza AI draft the page; nothing is public until you publish. Vonza AI uses AI credits.
Works with the tools your staff already use
Each teacher or staff member connects their own calendar and meeting app; the platform owner connects the payment gateways once.
Calendars
- Google CalendarBusy times are never offered; new bookings are added to your calendar.
- Outlook and Microsoft 365Check for conflicts and Add bookings, per calendar.
- Apple iCloud CalendarBusy times from your iCloud calendars, read only.
Where you meet
- ZoomA Zoom meeting per booking, moved or deleted with it.
- Google Meet and Microsoft TeamsEvery booking gets its own joining link.
- Vonza Stream, phone or in personA Vonza Stream room, a phone call, an address, or let the invitee choose.
Payments
- StripeCard, Apple Pay, Google Pay and Klarna on a priced length.
- PayPalFor a price paid once at booking.
- PaystackFor platforms that charge in Nigerian naira.
Admissions, courses and families in one account
A scheduling tool on its own ends at the interview. On Vonza the appointment sits next to the online courses your school sells, the student portal, the forms and the fee payments, with one login for every family.
- Tag every family with the year group they applied for and add them to an admissions list the school emails from.
- Collect the application form, a medical form or a consent signature with Vonza Forms, and send families to the interview page from the form.
- Enrol a new student in an induction course from the booking with one automation step.
- Sell revision courses, clubs and trips as courses or priced lengths, with card, Apple Pay, Google Pay or PayPal at checkout.
- Run a meeting poll when a governing body needs to agree a date, with up to 20 times to vote on.
The new Scheduling is opt-in: open the Scheduling row marked New in your admin sidebar, then switch on New booking pages in Booking settings so your /book links show the new pages. Scheduling is included in every Vonza plan, with a 14-day free trial.
Questions schools ask about scheduling software
Get answers to common questions here
Yes. Make the interview a collective meeting and add the panel as hosts, up to 20. Families see only the times when every host is free, and all of them attend with the same joining link or in the same room. A host can be reassigned if someone is away.
With a routing form. It asks a few questions first, such as the year group and entry point, checks your rules from the top and sends each family to the right interview page, a web page or a message. Every answer is saved to the family’s contact record.
Yes. Set the start-time step to 10 minutes, the booking window to the next 10, 14 or 30 business days with the weekend left out, a buffer between slots and a maximum number of bookings a day. Each teacher has their own hours and their own page.
Yes. The booking page can ask up to 30 questions of 13 types, including a file upload for a school report (images, PDF, Word or text files up to 10 MB) and a signature for a parent’s consent. Files are stored privately with the booking.
Filter the bookings list by meeting, date range or status and export it to CSV. Analytics show booked, completed, rescheduled and cancelled meetings, no-shows, lead time and busiest hours per period, and the calendar page gives day, week, month and agenda views.
Scheduling is included in every Vonza plan, with a 14-day free trial. The new Scheduling is opt-in: open the Scheduling row marked New in your admin sidebar and switch on New booking pages in Booking settings. The number of staff seats, and text reminders, depend on your plan; see the pricing page or Vonza for schools.
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