Business Settings

Primary Contact

Select the contact record of the person who will manage the vendor account. Usually, it is the  Admin who created this vendor account. 

Billing Contact

Select the contact record for the person designated to receive invoices and billing correspondence from pickAtime.

Business Address

Enter the physical or legal mailing address for the business.

Account Level Settings

Account Logo

Upload your organization's logo to be displayed on the vendor account scheduling pages.

Account URL

Appointment URL for customer

This is the primary scheduling link you will provide to customers (e.g., parents) to book appointments.

Set custom URL

Check the ‘Set custom URL’ box to personalize the link. You can define a custom slug in the designated field to make the URL more recognizable.

Use ID field

Enable this to restrict access to the scheduling URL. Customers will be required to enter a valid ID that matches a contact record previously imported into your account.

Display Options

Display Contact Name As

Choose the format for contact names in Reports, the Appointment List, and the Event Management section (e.g., ‘Last, First’ or ‘First Last’).

Date Display Format

Select your preferred date format: ‘mm/dd/yy’ or ‘dd/mm/yy’.

Time Display Format

Select your preferred time format: ‘12-hour’ (AM/PM) or ‘24-hour’.

Email notifications from

Specify the sender name or email address that will appear on outgoing system notifications instead of pmail@pickatime.com.

Miscellaneous

Allow parents to attach and detach students

Enable this to allow parents to manage and update their associated student list within their profile.

Use First + Last Name as StudentID

Enable this if you prefer parents to identify students by name rather than the school ID. This is recommended if parents are unlikely to know specific Student ID values.

Integration Options

Notification Contact(s)

Select the individual(s) who will receive status updates and notifications regarding active integrations.

Zoom Integration

View the dedicated instructions page for details on connecting your Zoom account.

Google Workspace Integration

View the dedicated instructions page for details on connecting your Google Calendar and Workspace.

Single Sign On (SSO)

Select your SSO Provider from the dropdown menu. Additional setup steps will be required based on the provider selected.

Admin UI is accessible only via SSO

Warning: Enable this only after confirming your SSO configuration is fully functional; otherwise, you may be locked out of the Admin UI.

Require customers to fill email

Forces customers to provide an email address during booking if their imported contact record is missing one.

Payments

Select ‘Use Shopping Cart’ to allow participants to book multiple appointments and pay for them in a single transaction. Note: This setting applies to all events on the account that require payment.

Registration and Login Settings

Do not allow self-registration

Prevents new users from creating their own accounts. Access is available to customers who have been manually added or imported to the vendor account. Please note that this option is now automatically disabled when “Show the scheduler to users before they log in” is enabled.

Login

Show the scheduler to users

Determines if customers can view available events and time slots before or after logging in. Note: For a vendor account with the PTA event type, users must log in to view the scheduler. 

Allow login with external provider

Enables the Sign In with Google option on the scheduling login page. This feature can be used when “Show scheduler before or after login” is enabled.

Show the following message to Locked contacts

Define the message displayed to users whose access level has been set to ‘Not Allowed’ on the Contacts page.

Password Requirements

Use strong password

PickAtime passwords require a minimum of 8 characters and can only contain numbers, letters, and !@#$%&\/=_.,;: Activating this option also adds the following requirements: digits, Upper and Lower Case, and special characters. It also gives you access to the lower two options.

Password must be changed every 90 days

Requires participants to update their passwords every 90 days for enhanced security.

Password must not be used for 10 rotations

Prevents users from reusing any of their last 10 passwords.

Advanced Settings

Required Fields

If ‘Force to fill required fields on the VUI’ is enabled, Administrators booking on behalf of customers must complete all mandatory contact/appointment fields.

Vendor State

Use this setting to deactivate your vendor account if you intend to stop using pickAtime services.

Feature

Functionality

Instructions

Notes

Default Password

Reset passwords for any contact except those with Administrator access.

Navigate to the Contacts tab, search for the user, and click Reset PW.

Change the global default password (e.g., 123456) under Global Setup / Contacts / Advanced Options.

Reset Admin Passwords

Resets passwords for all Admin levels (except the main Administrator) to the Default Password.

Click the Reset Admin Passwords button.

This will NOT reset passwords for Admins who have signed in within the last month.

Modify Access Level

Enables mass updates to Admin access levels.

Select the new access level from the options provided.

Often used to upgrade "Appointment Viewers" to "Appointment Makers" to enable the Block Schedule feature.

Remove All Parents

Deletes contact records with a ParentID value.

Click the Remove All Parents button.

Does not remove parents who have logged in during the last month.

Remove All Customers

Removes contacts from the database based on a selected access level.

Select the access level in the pop-up; this removes that level and all lower levels.

Will not remove contacts with future appointments or those who signed in during the previous month.

Remove All Students

Removes all students from the vendor account.

Click the Remove All Students button.

Excludes students enrolled in future classes or events active in the previous month.

Remove Students not enrolled

Deletes students who are not currently enrolled in any event.

Click the Remove Students not enrolled button.

Useful for removing mistaken imports or graduated students.