Teacher Confirmation

What is Teacher Confirmation?

Teacher Confirmation adds a confirmation lifecycle to planned teachers on a meeting:

• admins can request a response,

• teachers can confirm or decline,

• admins can see the status and take action if needed.
  

This is especially useful when teachers are part-time, freelance, or guest lecturers, and you need certainty that they will show up.

Who is this for?

• Admins / planners: request confirmation, monitor responses, and intervene when needed.

• Teachers: confirm or decline meetings they are planned for.

How does Teacher Confirmation work?

A planned teacher can have one of these statuses:

• Pending (response requested, waiting for the teacher)

• Confirmed

• Declined
  

Teachers can see their requests in the portal and filter on their status (example below).

1. Request confirmation (admin)

Confirmation can be requested per teacher, from the meeting or subevent drawer.

1. Open a meeting or subevent (Edit meeting)

2. Go to Teachers

3. For the teacher you want to request confirmation from, open the ⋮ (actions) menu

4. Click Request confirmation

After requesting confirmation, the teacher’s status becomes Confirmation pending and the teacher will see the meeting under their confirmation requests in the teacher portal and receive an email asking for their response. The content of this e-mail can be edited in Settings -> E-mail templates & triggers -> Teacher confirmation.

Example (meeting drawer actions and statuses):

Or request confirmations in bulk for multiple selected meetings at once (including their subevents). To request confirmations in bulk:

1. Open the relevant course edition in the scheduler

2. Select multiple meetings

3. If a meeting contains planning events/subevents, these are selected as well

4. Choose Request confirmations

2. Confirm or decline (teacher) 

Teachers can respond to meeting confirmation requests in the teacher portal:

1. Open Meeting confirmation.

2. Find the meeting.

3. Click:

   • Confirm to accept the planning, or

   • Decline if they cannot attend.

After responding, the request will move from Pending to Confirmed or Declined.

3. Monitor, change, or clear a confirmation (admin)

Monitor status while scheduling

Admins can monitor confirmation status while scheduling, so they can:

• quickly spot declined teachers and plan a replacement;

• see which meetings still require confirmation in the meeting list;

• use Show only meetings requiring confirmation follow-up to show only meetings or sub-events with pending or denied teacher confirmations.

Course edition scheduler

If you are working within a specific course edition, you can quickly check the status of all its meetings as well:

1. Navigate to the Course edition

2. Go to the Scheduler tab

3. Review the status icon in the last column of each meeting or subevent row:

   • Green checkmark: All teachers for this meeting confirmed

   • Orange exclamation mark: There are still open or denied confirmations

How to change status manually (admin) 

Sometimes a teacher confirms outside Eduframe (e.g. via phone/email), or you want to correct a status.

From the ⋮ menu in the meeting drawer (per teacher), choose Set confirmation status and set the correct status.

How to reset status (admin) 

If meeting details change and you need a fresh confirmation or just want to remove it, use Clear confirmation status from the same ⋮ menu.

4. Configure email notifications

Navigate to Settings → Email templates & Triggers → Teacher confirmation.

Here you can:

• Enable or disable each notification separately using the Active toggle

• Edit the email content per notification type

• Customize both subject and body to match your organization’s communication style

Available notifications

Both notifications can be enabled independently or used together, depending on the desired workflow (batch processing vs. immediate notification).