Parent-Teacher-Student (PTS) Conferences

How this page works

Click the blue bar with the step name to open it. Click it again to close.
All steps are open now so you can skim. Close any step to shorten the page.

Conference times

2:00–5:00 pm — Conferences

Families schedule via Pick-A-Time. When scheduling closes, view your schedule on the MyRJ Resource Board.

NOTE: To avoid complications, use your school laptop for conferences.

Create your PTS Teams Meeting
Set Meeting Options for PTS
Send your Meeting Link to Brian Murphy
Test Teams & Admit Families from the Lobby
View your Schedule & Test the Family Link

Step 1: Create your PTS Teams Meeting (Click to open/close)

Use Outlook on the web to match these screenshots and ensure the link generates correctly.

Go to Outlook on the web and open your Calendar.

Outlook web calendar

Select New event.

New event button

Create the event with these details:

Title: PTS Conference
Optional attendee: Brian Murphy
Date: 2/24/2026
Time: 2:00–5:00 pm
Time zone: Mountain
Teams Meeting: Toggle on
Response options: Toggle off “Request responses”
Do not forget to Send

Optional: Adjust the default reminder.

Adjust reminder menu

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Step 2: Set Meeting Options for PTS (Click to open/close)

Open Meeting options from Outlook on the web so the steps match the screenshots.

Open your Outlook web calendar and single-click the PTS meeting.

Single-click event

In the quick view, select the diagonal arrows to open full details (do not click Edit).

Open event details

Click Meeting options.

Now set up the Options for Conferences:

MEETING ACCESS

Who can bypass the lobby? Choose Only organizers and co-organizers.

Recommended:

Announce when callers join/leave: No

ROLES

Leave everything at the default settings.

PRODUCTION TOOLS

Recommended:

Leave "Enable Green room" off.

PARTICIPATION

Required:

Allow mic for attendees: Yes
Allow camera for attendees: Yes

Recommended:

Meeting chat: Off
Q&A: Off
Allow reactions: No

RECORDING & TRANSCRIPTION, COPILOT AND OTHER AI, ACCESSIBILITY

Recommended:

Record and transcribe automatically: Off
Allow Copilot should automatically be disabled and locked.
Provide CART Captions: Off
Do not forget to Save

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Step 3: Send your Meeting Link to Brian Murphy (Click to open/close)

Open your Outlook web calendar and single-click the PTS meeting.

Open quick view

Select the diagonal arrows to view the full event (do not click Edit).

Open full event details

In the event body, right-click “Click here to join the meeting” → Copy link.

Close the event (X in top-right).

Close event details

Email Brian Murphy and paste the Teams link in the message body.

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Step 4: Test Teams & Admit Families from the Lobby (Click to open/close)

At least 2 days before conferences, do the following and notify IT if anything fails.

Update Teams (Microsoft replaced “old” Teams with “new” Teams last year). If these screens don’t match, contact IT/Jason.

Open Teams (icon may no longer say “New”)

If there’s an update, click Update near your profile.

Test your audio/video (with any external devices you’ll use) using this short guide:

Admitting families from the lobby

You’ll admit each family as they join so only one family is with you at a time.
In your meeting, you’ll see the main toolbar and panels:

Teams meeting interface overview

When a family joins, you’ll see “___ is waiting in the lobby.” Click View lobby (recommended) to open Participants, or click Admit.

Lobby notification

From Participants, click the green check to admit.

Admit button

Once admitted, you’ll see the family in the meeting.

Participant in meeting

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Step 5: View your P-T-S Schedule & Test your Teams Link (Click to open/close)

To view your schedule and verify your join link:

Go to the MyRJ Resources Board.
Select the Parent-Teacher-Student tile (appears when sign-ups are live; Brian will email your final list).

MyRJ Resource tile for PickATime

You’ll see your schedule and the same link families receive (the link you sent Brian).

Optional link test:

Open Teams
Go to Calendar
Open your PTS Conferences meeting
Click Join (you’ll be in the meeting to admit people from the lobby)
Copy the link (looks like https://teams.microsoft.com/l/meetup-…)
Send it to a trusted colleague/friend to open — confirm they appear in your lobby. If the link errors, contact Brian immediately.

PickATime schedule view showing join link

During conferences: call IT at x8080 (303-269-8080) or contact Brian Murphy at x8019 (303-269-8019).

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