PTCFast.com

Can I test PTCfast before committing to it?: Yes! It’s important that your conferences run smoothly, and we want you to feel confident about PTCfast before adopting it. So we offer a Free Demo mode, which is a fully functioning account in every respect except that it's limited to five parents. Usually these would be fake test parents, but they could be real too. You can enter any number of teachers and schedules, and those five parents can make unlimited appointments.

No billing info is required, so no need to worry about auto renewals. To create a Free Demo account, click here.

Demo accounts are purged after 28 days, but you can create as many as you’d like.

After you've tried it as a Demo, you have the option to convert the account to the Free Semester and keep any info/settings you’ve entered. Read on for more.
What is the Free Semester?: The Free Semester (FS) is available one-time. It lets you run a real, full semester of conferences—for one class or for your whole school. Even a school with hundreds of teachers can use the FS.

As with the Free Demo, you don’t enter any billing info, so no need to worry about automatic renewals.

After your FS, if you want to continue using PTCfast the following semester, just pay the fee ($50) at that time.

All your data will still be there. Setting up for a new semester only takes a few minutes.

Free Demo accounts, explained in the previous FAQ, allow you to play around with the system without having to worry about “using up” your one-time Free Semester.

** NOTE** Only schools new to PTCfast are eligible for the FS. Violations will result in account suspension.
How do I convert my Free Demo account to the Free Semester?: Log in to your Free Demo account, then click "Convert account to 'Free Trial Semester.'" You will have the option to keep your conference setup and/or any parent appointments you entered during testing.

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Quick-Start Guides

How do I set up a central school account?: After you have created an account, you will be asked to choose a parent sign-up method. Most schools choose the School Web Page. Don’t worry—you can always change this later with just one click.

On the next screen, you’ll see links to our Quick-Start video and text guides, which you can also find below. We recommend following these brief guides as you set up your account.

3-minute video guide

1-page text guide

The guides above cover everything that most users need to run their conferences, but if you want to learn more about PTCfast’s many options and tools, see our complete User Guide.
I’m a teacher setting up an account for myself. How do I do that?: After you have created an account, you will be asked to choose a parent sign-up method. Most individual teachers choose the Class Codes option. Don’t worry—you can always change this later with just one click.

On the next screen, you’ll see links to our Quick-Start video and text guides, which you can also find below. We recommend following these brief guides as you set up your account.

3-minute video guide

1-page text guide

The guides above cover everything that most users need to run their conferences, but if you want to learn more about PTCfast’s many options and tools, see our complete User Guide.

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Payment

How do I pay?: If you can pay by credit card, log in to your account, scroll down on the Manage Conference page, and click "Go to Billing" (or, if you just finished your Free Semester, it will say “Add paid semester(s) - go to Billing”). Follow the prompts from there.

If either a) you can't pay by credit card or b) you are a district or accounting department, use our Orders page, where you can generate a quote or invoice and also find our W-9 and vendor information sheet. Learn more.

If you’re a teacher whose school gave you a ticket # and passcode, you can use it to "pay" for your account. Learn more.
Do you accept purchase orders?: Unfortunately, like most websites, we cannot accept POs. We're such a low-cost service that we're simply not staffed to pursue payments from our many schools/districts. Most schools pay by credit card, but if you need to pay by check, you can do so through our Orders page.
What is the fee?: School Account: $50 per semester (most popular)
Most schools have a single, central account, and within it each teacher has their own schedule. The fee is $50 per semester for the whole school, for unlimited teachers and parents, or $4 per teacher, whichever is less.

Group Billing: $70 per semester
Schools can opt to not have a central account at all and instead have each teacher set up their own account. The school purchases a Group Billing Ticket that covers unlimited teachers, or $4 per teacher, whichever is less. The school distributes this ticket to its teachers, who have their own accounts and enter the ticket as their payment (see Using a Ticket). Thus, teachers manage their own conferences. The downside is the school does not have direct access to these accounts.

Individual Teachers paying for their own account: $4 per semester
We have a large number of teachers whose school does not yet use PTCfast, and so they set up an account just for themselves. The $4 fee covers an unlimited number of parents/appointments for the semester. (Note: this only applies to teachers paying for their account themselves. The school can also buy and distribute tickets [see above], in which case the teacher will enter that ticket as payment.)
When do semesters begin and end?: Semesters are defined as Spring (January 1 - June 30) and Fall (July 1 - December 31).
We only run conferences once per year (e.g., only in the fall). Do we have to pay for both semesters every year to have continuous access to our account and data?: No, if you just have conferences once per year, you only have to pay for one semester. You'll be able to access your account and data year-round.
We run conferences twice in one semester. Do we have to pay for the semester twice?: No, the semester fee covers unlimited conferences within that semester.

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Giving teachers access to their schedules

I have a central school account, with all my teachers’ schedules set up within it. How do I give them access to their schedules?: Teachers do not create accounts or log in. Instead, they will get their schedules emailed to them. If you give them the right to make changes, all they need to do is click the "Manage this Conference" link at the top of the email to access their (and only their) schedule.

Follow these three steps to give teachers access.

Step 1: Enter each teacher’s email address.

There are two ways to do so:

* If you are creating a new Conference from the Manage Conference page, you can enter the teacher’s email address where it says “Allow access to:”. If you use another Conference as a template, it will copy the Rights Level you selected for that Conference (see more below).

* For a Conference that has already been created, select that Conference on the Manage Conference page, then go to Reports/Deadlines, scroll down to the Designated Colleagues section, and enter the teacher’s email address there.

Step 2: Assign rights

* On the Reports/Deadlines page, use the checkboxes to set how much control you want the teacher to have over their Conference.

* To update rights for multiple Conferences at once, go to the Manage Conference page and select “Update Designated Colleagues rights levels”.

Step 3: Send sign-up reports / Access Links

* To reiterate, teachers do not create accounts or log in. They will receive emails with their schedules. If you have assigned rights level 2, 3, or 4, the email will include a link at the top providing the specified access.

* There are multiple ways to send these reports/links:

- They get sent automatically according to the schedule you set at the top of the Reports/Deadlines page.

- To “manually” send to all teachers, go to the Manage Conference page and click “Email schedule reports (with links where specified) to ALL of your Designated Colleagues”.

- To send to just one teacher, select their Conference from the Manage Conference page, then go to Reports/Deadlines and click “Send an email now to the Designated Colleague(s) containing their schedule and (if you selected level 2, 3, or 4 above) the access link.”

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How it works for parents

How do parents sign up?: PTCfast offers three options for how parents sign up: School Web Page (most popular), Class Codes, and Parent Codes. You will be asked to pick one after you create an account, but you can change your selection at any time by going to the Manage Conference page and scrolling down to “Parent Communications Option”.

Parents do not need an account or an app for any of these options.
How does the School Web Page work?: With the School Web Page (our most popular option), we create a booking page just for your school. All you need to do is give parents the link, which you can find on the Notice Settings page, as well as on the Manage Conference page via the link, “View/print the letters to hand out to parents telling them about the on-line signup system”.

Parents will see a list of all Launched Conferences (as long as the sign-up deadline has not passed). They just select which Conferences they want to sign up for and follow the instructions from there.
How do I share my School Web Page link with parents?: You can get the link to parents in several ways:

* Place the link on your school’s Home Page and direct parents there.

* At the top of the Manage Conference page, click “View/print the letters to hand out to parents telling them about the on-line signup system.” This generates a customized Parent Letter, which you may edit and distribute to parents at open houses or via backpack mail.

* You can email the Parent Letter if you have a list of their email addresses.
How do Class Codes work?: With this option, each Conference (i.e., each teacher/class) in your account gets a Class Code, which you provide to the parents in that class. They go to a link we provide and enter the code.

At the top of the Manage Conference page, click “View/print the letters to hand out to parents telling them about the on-line signup system” to generate a Parent Letter with the Class Code for the Conference you have selected.

You can also see codes for all Conferences in the report (accessible from the Manage Conference page) labeled “List all conferences and reporting/deadline settings for each”.

The Class Codes option is more work for the school, but parents can only register for classes for which they receive a code.
How do Parent Codes work?: You (the admin or teacher) enter a list of student names, and we assign a unique code for each. You enter this list on the Notice Settings page, where you can also find a unique letter for each parent with instructions, including their code.

This option provides an additional layer of security against student pranksters. Since each parent gets a different code, and the code can only be used to make one appointment, a prankster could not book multiple appointments. As far as we know, this has not actually been a problem, which is why this option is seldom used.
Which sign-up option is best for me?: Assuming your parents will know which teachers/classes to sign up for, then School Web Page is definitely the simplest choice. If they would not know, then go with Class Codes. If you are worried about prank sign-ups, Parent Codes may be best for you.

You will be asked to pick one of these options after you create an account, but you can change your selection at any time by going to the Manage Conference page and scrolling down to “Parent Communications Option”.
Do parents get confirmation and reminder emails?: Yes, parents receive a confirmation email when they book an appointment, as well as a reminder email about two days before each appointment. They also get a reminder if they register but never select a time.

You can also manually send reminders for appointments of a particular Conference by selecting that Conference on the Manage Conference page, then going to the Time Blocks page and clicking “Send appointment reminders today to all parents”.
What if a parent doesn't have internet access?: It is easy for teachers or administrators to create appointments manually.

On the Emails page, you can enter instructions in the Parent Letter for what parents should do if they don’t have internet access.

At some schools, manually creating appointments is handled by an administrative staffer; at others, parents contact the teacher directly to schedule. For administrators who are logged into the system, select a Conference from the Manage Conference page, go to Time Blocks, click “unfilled” for the desired time slot, and fill out the information. Note the checkbox for “When changes are submitted, send a confirmation email to the parent immediately?”

If teachers will be doing manual scheduling, you need to give them Rights Level 3 or 4 as Designated Colleagues. Learn more.
What if parents have multiple children at the school?: It’s easy for parents to book appointments for multiple children.

If you are using the School Web Page option for parent sign-ups, when the parent visits the School Web Page, they pick all the Conferences they want to set up appointments for and then specify which appointments are for which children.

They can also select “Add a different student at [school name]” in the left-hand column of the Time Picker screen.

If you have selected the Class Codes option, you will instead need to provide parents with letters containing a class code for each of their Conferences. The parent registers once, and then will be asked for a class code for each subsequent appointment.
How do I change the parent sign-up deadline?: To change the sign-up deadline for one Conference, select that Conference on the Manage Conference page and go to Reports/Deadlines.

To change the sign-up deadline for multiple Conferences at once, go to Manage Conference and click “Update parent signup deadlines”.

When setting deadlines, note the checkbox for “Check here if the signup deadline should be applied to each day of your Conference schedule (if you do not check this box, the deadline will be applied to the first day of your Conference).”

Example:

Let’s say your Conference has Time Blocks on February 14 and February 21, and you set the deadline to “End of the day 1 day before the Conference”.

If you leave the box unchecked, sign-ups will close at the end of the day (11:59 PM Central Time) on Feb 13.

If you do check the box, then parents will be able to sign up for the Feb 14 time slots until 11:59 PM on Feb 13, and will be able to sign up for the Feb 21 time slots until 11:59 PM on Feb 20.

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Launching & Unlaunching

What does Launching mean, and how do I do it?: Launching means parents will be able to start signing up. To Launch, go to Manage Conference and click “Launch some or all Conferences”.
Does Launching notify parents that sign-ups are open?: No. For more on how to notify parents, see How it works for parents.
Does Launching send schedules/access links to teachers?: No, but you can send to all teachers with just one click. Go to the Manage Conference page and click “Email schedule reports (with links where specified) to ALL of your Designated Colleagues”.
To close sign-ups (i.e., stop parents from signing up), should I Unlaunch?: No, we generally do not recommend doing this, as this will disable reminder emails. Instead, use the sign-up deadline.

For example, let’s say that today is October 20, and you want to immediately stop parents from being able to sign up. Your Conferences are on October 23. You’ll want to set the deadline to “End of the day 4 days before the Conference” (or any number higher than 4).

Now the deadline falls on October 19, which has already passed, so sign-ups will be closed.

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Setting up for a new semester

How do I set up for a new semester?: We have a tool that makes it very quick and easy to set up for a new semester, allowing you to create the schedule for just one Conference and then copy it to the other teachers. You can have the whole semester set up in just a few minutes by following these 3 steps:

Step 1: On the Manage Conference page, select any one of your old Conferences to serve as a schedule template, then go to the Time Blocks page. If there are old appointments, you’ll need to click “Delete All Appointments” to erase them. Then adjust the dates/times to create the schedule you want for the new semester.

Step 2: Go to the Manage Conferences page and click “Update conference dates (typically to reuse existing conferences for a new semester)”. As per the instructions there, click "Copy Schedule from one conference to others" link. The system will ask which conference you want to copy the schedule from; choose the template conference you just edited in Step 1.

Step 3: You will then be asked which conferences you want to copy the template schedule onto. Select all of your old conferences. Then click "Proceed...".

Presto! Your conferences now all have the new updated schedule.

Note that they will still have all the same option selections that you made last semester (teacher emails, notification settings, etc.). If you need to change those settings, select each Conference on the Manage Conference page, then go to the appropriate page and make the change you want.

If you need to add or delete any teachers based on staff changes, see the next FAQ.

Finally, you can Launch all Conferences with one command by going to the Manage Conference page and clicking “Launch some or all conferences”.
How do I add a teacher/Conference?: On the Manage Conference page, click “Create a new conference”. You will see the option to use an existing Conference as a template, which will copy all of that Conference’s Time Blocks and settings. To give a teacher access to the Conference, enter their email address in the “Allow access to:” field.
How do I delete a teacher/Conference?: On the Manage Conference page, select the Conference you want to delete, then scroll down and click “Delete the conference checked above”.

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Account access

How do I change the account login email and/or password?: You can change the login email and/or password by logging in and clicking "Edit Account Info" in the upper right corner.

When you change the email and password, please do so one at a time. In other words, enter the new email address and click “Change Email”. Then go back to “Edit Account Info”, enter the new password, and click “Change password”.
The person who previously ran my school’s PTCfast account left. Should I create a new account?: Generally, no, we don’t recommend starting a new account. You’ll want to continue using the existing account, as it already has all the school’s setup data.

If you know the password, you can log in using the old email address (even if it is no longer active) and the old password. Then you can change either or both by clicking "Edit Account Info” in the upper right corner.

If you don’t know the password, perhaps you could get it from the person who was the previous admin. If s/he has forgotten the password, there’s a forgotten password link on the login screen.

If you cannot get the password, contact us at support@ptcfast.com. For security reasons we have some procedures we need to go through before reassigning an account.

Note: If possible, we recommend setting up an email address that’s meant specifically for your PTCfast account, such as FranklinMiddlePTC@psd55.org, so that you don’t have to change the login email or password if the admin leaves the school. You would just need to forward emails from that dedicated email address to the address of the individual serving as the account admin.
Can there be multiple admins on an account?: As with most web services (e.g., banks or Amazon), your PTCfast account only has one admin email. But you can have others on your staff access the account. Multiple admins can log in simultaneously using the same email and password. The system prevents overwriting each other by keeping them out of the same individual Conference at the same time.

If you log in and someone else is using the Conference you want to edit, you are given the option to wait or to override the other user.

If you do not want to share your personal password (because you use it for other things), you can easily change it in the “Edit Account Info” link in the upper right of the screen.

Alternatively, if you want to give a staff member view-only access to the school-wide sign-up schedule (without being able to change anything in the account), scroll down on the Manage Conference page to the section labeled "Send Link to View School-Wide Schedule" and follow the instructions.

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Questions from teachers

How do teachers access their schedule?: If your school has a central account and you’re set up as a teacher (or other staff member) within it, you do not create an account or log in. You will receive emails with your schedule. To make changes (if your school allows this), click the "Manage this Conference" link at the top of the email.

The admin of the school account decides when these emails get sent, and sets modification rights. If there is no "Manage this Conference" link at the top of the email, this means your school has not given you the right to make changes.
My school gave me a Ticket# and Passcode to create my own account. How do I do that?: If you do NOT already have a PTCfast account…

Go to www.ptcfast.com/acctcreate.php and select the third option (“Create a regular paid account”). It will walk you through creating the account. When it asks you to choose a notice setting, choose the Class Code option (click here to learn about parent sign-up options).

It will then walk you through creating a Conference. When you try to set up a schedule, it will tell you you need to pay first. Follow the directions and select the last option: “Use a Ticket provided to you, typically by your school. Enter Ticket# and Passcode.”

If you DO already have an account…

After logging in, on the Manage Conference page, click “Go to Billing” (or, if you have previously only run a free semester, it might say “Add paid semester(s) - go to Billing”), then “Use a Ticket provided to you, typically by your school. Enter Ticket# and Passcode.”

Note: You might have more than one Conference (although not necessarily—most teachers just re-use the Conference they used the previous semester). If you have more than one Conference already, decide which you want to use for this semester. A ticket is only good for the Conference you apply it to, not the whole account.

If you inadvertently apply a ticket to the wrong conference, the simplest solution is to delete or modify the Time Blocks and re-use that conference. You can change your conference name by clicking "Edit conference name, grade level, teacher login" at the top of the Manage Conference page.

Once you have picked the Conference to apply the ticket to, enter the Ticket# and Passcode and confirm. You can now go into the Conference you selected and enter your Time Blocks and complete the other pages.

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Questions from parents

How do I book a conference?: You should have received specific instructions from the school about how to sign up. Please follow them exactly. Make sure you go to the link they specify (not to our home page).

If you didn’t receive instructions, please contact the school directly to get them. Each school’s instructions are different.
I registered but did not get the email letting me pick a time.: Please allow up to 15 minutes to get the email after registering. If you still don’t see it, check your spam and junk folders. If you find the email there, mark it as “Not spam.”

If not, make sure you are checking the correct email account (many people have more than one email address).

You can also try registering again in case it was just a temporary internet issue or something of that nature.
How do I cancel or reschedule an appointment?: As long as the sign-up deadline (which is set by the teacher/school) has not passed, just click the link in any of the emails you received from PTCfast.
I booked a virtual appointment. How do I join the video call?: The teacher/school will share the link with you. If you don’t have it, please contact the teacher/school directly. PTCfast only handles scheduling, not the video call itself.

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System basics

What do the different tabs on the dashboard mean (Notice Settings, Emails, Manage Conference, etc.)?: Manage Conference
The Manage Conference page provides access to a wide variety of functions, including:
- edit your account information
- add or delete Conferences
- Launch or Unlaunch multiple Conferences at once
- update parent sign-up deadlines or teacher rights levels for multiple Conferences at once
- allow parents to choose Video or Phone appointments, or to make Special Requests
- print schedules
- generate a wide variety of reports
- pay

The Manage Conference page is also where you select a Conference to work on. So for example, if you want to edit the Time Blocks or manually add an appointment for a particular Conference, you would select that Conference on Manage before clicking the Time Blocks tab.

Time Blocks
The Time Blocks page shows you the current, live schedule for whatever Conference you have selected from Manage Conference. If you give teacher Rights Level 3 or 4, they will be able to access the Time Blocks page for just their Conference (learn more).

Notice Settings
The Notice Settings page focuses on how parents sign up.

If you are using the School Web Page, you will see the link to your school’s booking page. You can customize the link, the message parents see on the page, and the order in which your Conferences will appear. You will also see a link to a Parent Letter that includes the link to your School Web Page along with instructions.

If you are using Class Codes, you can get a customized Parent Letter with instructions and the code for the Conference you have selected.

If you have selected Parent Codes, you will enter a list of student names. There will then be a customized Parent Letter for each student.

Launch
“Launching” means parents will be able to start signing up. The Launch page shows you the Launch status of the Conference you have selected from the Manage Conference page. You can Launch and Unlaunch that individual Conference from this page.

More commonly, you would Launch multiple Conferences at once by going to Manage Conference and clicking “Launch some or all conferences”. Learn more about Launching.

Emails
Here you can customize what parents see on confirmation and reminder emails, as well as on parent letters with instructions for using PTCfast.

Reports/Deadlines
Here you can set the parent sign-up deadline for the Conference you have selected.

Under the Designated Colleagues section, you can give a teacher access to the Conference, and at the top of the page, you set how often they receive sign-up report emails. See here for more info on giving teachers access.
How do I change the info I entered for a conference, such as name, grade, or location?: On the Manage Conference page, select that Conference, scroll up, and click “Edit conference name, location, grade, teacher access.”
Can I allow parents to make special requests, e.g., request a translator?: Yes! To allow parents to make special requests, go to the Manage Conference page and scroll down to the Special Requests section. Click “Check here to allow parents to enter Special Requests after they pick a time.” You can enter text to explain how you want parents to use Special Requests, e.g., "Please let us know if you need a translator to attend, and specify what language."

On the Time Blocks page, a small “!” icon will appear next to each appointment with a special request. If you hover over it, you will see the request.

Special Requests also appear on the sign-up reports sent to teachers, and on the report labeled "List all Conferences and their sign-up schedules", which you can access from the Manage Conference page.
My school has specialists who have students spread across many classes. Is there a way for them to view schedules for multiple classes?: Yes! You can send a link that will bring up a live, view-only copy of the whole school schedule. Go to the Manage Conference page and scroll down to “Send Link to View School-Wide Schedule”. Enter one or more email addresses and save the list. Then click “Send Link to View School-Wide Schedule”.

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Video/Virtual & Phone Conferences

My school will be offering remote meetings. Can I allow parents to choose what type of meeting they want?: Yes! On the Manage Conference page, select "Check here if you want parents to be able to choose meeting types."

For more information, see here.

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Spanish translation for parents

How do I enable Spanish translation for the webpages that parents see?: Check the box labeled "Turn on Spanish translation option for parent communication" located near the bottom of the Manage Conference page.

Parents will now see an English and a Spanish flag icon on their screens. When they select the Spanish flag, the text will switch to Spanish translation (and vice versa), and subsequent emails will be in Spanish.
What about user-created text, like Conference location?: You provide your own Spanish translation in the same text box where you entered the English by inserting, right after the English text, two pound signs (##) followed by the Spanish text. E.g., if you have location (on the Emails pages) as "Room 232 in the main building", you could make it "Room 232 in the main building##Habitacion 232 en el edificio principal". Parents picking Spanish would see "Habitacion 232 en el edificio principal" and other parents would see "Room 232 in the main building".
How many custom fields need a translation?: There are only seven of these fields: one on the Notice Settings tab (Intro to the School Web Page note), four on the Emails tab (Location, What to tell users without internet, Final sentence, and Who letters are from), one on Reports/Deadlines (What to tell parents if all appointments are taken), and one on Manage Conference (Special Requests note).
How many fields need a translation?: No. If you don't, it will just display the English text to all parents (which in some cases might be adequate).

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Complex schedules

We teach in teams and want to bring a group of parents into our conference at the same time. In our case, we have teams of three and want to have three parents every half hour. What do we do?: You can do this easily. Set up your first timeblock (in this example, half hour appointments). Then click "Add another Timeblock" and choose the same times. The software warns you that the timeblocks overlap, you can tell it to not remind you again. Then do the same to create the third timeblock. You're done—now up to 3 parents can register for each half hour slot.
We bring in parents to see three different teachers. We want them to register for 30 minutes, and will rotate them through the three of us, and we want a new parent to show up every ten minutes.: No problem. Set up your first timeblock (in this example, half hour appointments). Then click "Add another Timeblock" and choose times offset by ten minutes. The software warns you that the timeblocks overlap, you can tell it to not remind you again. Then do the same to create the third timeblock. If your appointments started at 3:00, then you would set up the first one for 3:00, 3:30, 4:00, etc. The second would be 3:10, 3:40, 4:10, etc, and the third would be 3:20, 3:50, 4:20, etc. When you're done you will have a new 30 minute appointment opening up every 10 minutes.
When a teacher needs more time with a parent, we would like to be able to assign them two consecutive time slots. Specifically, we have 10-minute appointments, but we occasionally want to give a parent 20 minutes. What is the best way to accomplish this?: Generally, it will be the teacher/school that decides to allot a second time slot to a parent. In other words, it's generally not something schools make an option for everyone. The simplest way to do this is to have the teacher or admin make the double appointment. Go to the Time Blocks tab for that conference, find a time with two consecutive open time slots that work for the parent, then manually add the two consecutive appointment times.

There is also a way to let parents bypass the one-appt-per-student rule. You just need to tell them how to do it.

Let's say you want to allow the parent to make a double appointment for Ms. Smith for their daughter Tracy. Tell them they can register for Ms. Smith's conference as they usually would, with Tracy as the student name, Then they can register a second student with Ms. Smith for, say, "Tracy2."

They can then go through the normal signup process and select two consecutive open times, first for Tracy, then for Tracy2. This is essentially the same procedure they would use if they had two different students in Ms. Smith's class, e.g., twins.

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Troubleshooting

I (the admin) and/or teachers are not receiving PTCfast emails: The emails may be getting caught by your spam filter. Please ask your IT person to "whitelist" www.PTCfast.com.
I have a teacher trying to log in, but it says her email isn’t in the system.: If your school is using a central account, teachers do not log in or create accounts. Instead, they get their schedules emailed to them. If you give them the right to make changes, all they need to do is click the "Manage this Conference" link at the top of the email to access their (and only their) schedule. See here for more.
When my teachers click on their Access Link, it says “Invalid link”.: An invalid link means that teachers’ Rights Level was changed to Level 1 at some point, which disables any access links sent previously.

You can see a list of all teachers and their current Rights Levels by going to the Manage Conference page and clicking "List all conferences and reporting/deadline settings for each.” If you need to change any, go to the Manage Conference page, click “Update Designated Colleagues rights levels”, and follow the prompts.

Finally, just send teachers new access links, which you can do in two ways:

1) If you want to send the links to all Designated Colleagues for all conferences, go to the Manage Conference page and select “Email all schedule reports (with links where specified) to Designated Colleagues”

2) If you want to send to just one teacher, on the Reports & Deadlines page, click “Send an email now to the designated teacher containing their schedule and, if you selected options 1 or 2, the login link so they can access this conference information.”

Just make sure they click on the link in the most recent email, not old emails.

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