How to make reminder calls for parent meetings and school events
Sado AI team · · 4 min read
In short
To remind parents about a parent meeting or school event, make a short call two days before: the event, day, time and place, then “Can you come?”. Unlike a notice in the Telegram group, you get an answer and know in advance how many will come. On the same call, note the parent’s question for the teacher. If they can’t come, offer a short separate meeting or a phone call with the class teacher. An AI operator can make these reminders in Uzbek and Russian.
Why a notice in the group isn’t enough
A notice in the class chat sinks under dozens of messages within a day. Parents read it but don’t say whether they’re coming. You find out on the day: half the chairs are empty and the teacher explains everything again later to those who missed it. A call does two jobs at once: it reminds and it gets an answer, coming, not coming or needs another time.
When to remind about which event
| Event | When to remind | What to ask |
|---|---|---|
| Parent meeting | 2 days before | Coming? Any question for the teacher? |
| Open lesson | 1–2 days before | Who’s coming, how many people |
| Concert or graduation | 3–5 days before | How many are coming, what the child needs |
| One-to-one with a teacher | 1 day before | Is the time right, does it need moving |
For an evening meeting, call in the daytime: the parent still has time to adjust work plans.
How the reminder call goes
- Greet and check you’re talking to the parent.
- Name the event in one sentence: day, time, place. For example: “Thursday at six, on the school’s second floor.”
- Ask: “Can you come?”
- If they’re coming, add one useful detail: which entrance, where to park, how long the meeting lasts.
- Ask: “Do you have a question for the teacher in advance?” Note it and pass it to the class teacher, who can prepare an answer.
When the parent can’t come
- Offer a separate 15-minute meeting or a phone call with the class teacher on another day.
- Don’t ask why and don’t reproach: many simply can’t leave work.
- Ask a staff member to send a short summary of the meeting to those who missed it.
- If a parent has missed two or three meetings in a row, the class teacher should call personally.
Sado: Assalomu alaykum, this is Malika from Yangi Avlod school. Is that Jamshid?
Caller: Yes, I’m listening.
Sado: There’s a parent meeting for class 5B on Thursday at six, I’m calling to remind you. Can you come?
Caller: I finish work late on Thursday, I won’t make it.
Sado: I understand. Would a separate fifteen-minute meeting with the class teacher, Zarina Akmalovna, on Saturday at ten suit you?
Caller: Saturday works. By the way, I wanted to ask why there’s so much maths homework.
Sado: Done, Saturday at ten, and I’ll pass your question to the teacher. Thank you, take care!
What to count
Three numbers are enough: how many parents were reached, how many said “I’ll come” and how many actually came. For example: of 28 parents in a class, 22 said they’d come and 19 did. These numbers are only an example. Next time, give those who promised but didn’t come a short extra reminder on the morning of the meeting.
Handing reminders to an AI operator
Upload the class list (parent’s name, phone, child’s name, class) as an Excel file in the portal’s Auto-calls section, choose “Visit reminder” and add the event, day and place. About the file: calling from an Excel list. More: Sado’s AI outbound calls.
Sado’s operator talks with every parent in Uzbek or Russian: it asks whether they’re coming, notes questions for the teacher and, if they can’t come, offers a separate meeting from the times you gave. Who’s coming, who isn’t and what questions there are appear as a list in the portal. For schools and education centres: AI operator for education centres. Try it live or call 78 778 01 23.
Questions
How long before the meeting should we call?
Two days before, in the daytime. Parents can adjust their plans, and you know how many are coming and can set up the hall.
What do reminders for one class cost?
Sado charges only for talked minutes: 800 so‘m a minute. For example, 30 parents × 1 minute = 30 minutes × 800 = 24,000 so‘m. Unanswered numbers cost nothing.
Should we call both parents?
Mark the main number in the list; one is usually enough. Whether to call the second number when the first doesn’t answer is up to the school’s rule.