Additional Event Features

Adding Counselors or other non-Teachers to your event

Adding Counselors or Other Non-Teachers to Your Event

Q: Our counselors don't have specific classes with students. Can we mass-import a custom list of "counselors" (as teachers), along with counselor-student associations?

Yes — use the pickAtime Importer to define these relationships manually, even though counselors don't map to traditional classes.

Step 1: Prepare Your Data Files

You'll need three tab-delimited text files (.txt or .tsv):

File Purpose Key Instructions
Teacher file List of counselors Use existing staff IDs as the TeacherID. If counselors don't have one, generate a custom ID — it must be unique and alphanumeric only.
Class file "Counselor classes" Create a unique ClassID (e.g., smith_counselor) and ClassName (e.g., Counselor John Smith) for each counselor.
Enrollment file Student rosters Link students to counselors using the ClassID from the Class file and the StudentID from your existing student file.

Only a few counselors? You can skip the Teacher and Class file imports and add them manually instead — see below.

Alternative: Add Counselors Manually (No Import Needed)

  1. Go to Class Editor.
  2. Click Add Teacher/Team → Add Teacher.
  3. In the dialog, search for and select the counselor, or click Add to create a new one.
  4. The counselor will now appear on the left side of Class Editor. Select them.
  5. Click Add Class, and name it something you'll reference in your Enrollment file (e.g., Counselor Smith).

You can then import just the Enrollment file to populate student rosters for these manually created classes.

Step 2: Run the Import

  1. Go to the Importer page.
  2. Set Data Type to "School."
  3. Select your event from the Event drop-down.
  4. Upload files in this order: Teacher → Class → Enrollment.
  5. For each file, click Select File, then Import.

Step 3: Verify

  1. Open your event in the Admin UI.
  2. Go to Class Editor.
  3. Confirm counselors are correctly linked to their assigned students.

Adding Students to a Normal Event

Adding Students to a Normal Event

Q: We'd like our Normal event to let parents attach their students. Can we import a student list into pickAtime?

Yes. Follow these steps to set up student-participant relationships, similar to a standard PTA event:

Step 1: Import Your Data

  1. Update and import your student data.
  2. (Optional) Set up and import a participant-student relationship file

Step 2: Enable the Student Selection Setting

Go to the Settings / UI Setup page / Scheduler Settings / Miscellaneous, and enable: "Require participants to select their student name from a drop-down when booking an appointment."

What This Changes for Participants

Once enabled, the booking flow will work like a standard PTA event:

  1. When participants first enter the event, they'll be prompted to attach or review their students, then click Filter Slots to see available times.
  2. When booking, they'll select the correct student from a drop-down list.

This ensures every appointment is correctly tied to a student.

Allow Customers to take multiple slots

Allow Customers to Take Multiple Slots

Use this feature when you want a single login to book multiple appointment slots at once.

Example use cases:

Enabling the Feature

  1. Go to Settings / UI Setup / Advanced Settings / Multiple Appointment Booking.
  2. Check "Allow customers to take multiple slots."

On the scheduling page, this adds a pull-down above the available slots, letting customers select how many slots they want to book. They can never book more than the number currently available.

Capturing Per-Slot Information

Since each slot may belong to a different person (e.g., a different child or team member), you'll likely want to capture details for each individual appointment.

  1. Go to Settings / Appointment Fields.
  2. Create a custom field — e.g., "Participant Name" — which participants will fill out for each slot they book.

Customizing the Confirmation Email

When multiple appointments are booked in one session, pickAtime sends one combined email rather than one email per appointment. This email has three parts:

Section Behavior
Header Appears once, at the top
Body Repeats once per appointment booked
Footer Appears once, at the bottom

Put anything you don't want repeated in the Header or Footer — not the Body.

Example: Desired email output

Dear Joan Smith,

Thank you for scheduling the following appointments:
John Smith at 2:00 on July 15, 2012
Sue Smith at 2:00 on July 15, 2012
Billy Smith at 2:00 on July 15, 2012

Please arrive early to find parking.

How to structure this on the Email Templates page:

Section Content
Header Dear $(C_FIRST) $(C_LAST),
Thank you for scheduling the following appointment(s):
Body $(AF_PARTICIPANT_NAME) at $(TIME) on $(D_FULL)
Footer Please arrive 15 minutes early to find parking.

Available Macro Fields

Fields starting with $ are macros that auto-fill with appointment-specific data:

Macro What it inserts
$(C_FIRST) $(C_LAST) First/last name of the contact person (the one logging in and booking)
$(TIME) Time of the booked appointment
$(D_LONG) Date of the booked appointment
$(AF_PARTICIPANT_NAME) Name of the participant taking that specific slot, entered at booking time. (This field is custom — created via Settings / Appointment Fields.)

Appointments List

The Appointment List page is your central hub for viewing and managing event bookings across your entire account. Accessible via the left-side navigation menu, it allows administrators to view and manage all event appointments (past, current, and upcoming) — across all events.

Common Administrative Uses
Data Columns

The list displays essential details for every booking, including:

Sections of the Appointment List Page

Search Appointments console

Located on the left side of the page, the search bar allows you to filter results based on specific criteria:

Tool

Functionality

All Appointments

Will show all appointments on the selected Event/Resource if specified.

Date Selection

Filter by an Exact Day or define a specific Range of dates.

Problem Appointments

Filter for "problem appointments" only.

Event & Resource

Narrow results to a specific Event and its associated Resources.
Color Legend for Problem Appointments:
Appointment Action Bar

Use the top toolbar to perform bulk or individual actions on selected appointments:

Built-in Browser Translation Tool

In 2026, navigating the multilingual web will be easier than ever. Most major browsers now feature built-in, one-click translation tools that don't require any extra extensions.

Here is how to use the translation features in the 6 most popular browsers in the US: Chrome, Safari, Edge, Firefox, Samsung Internet (Mobile) and Opera.

1. Google Chrome (Desktop & Mobile)

Chrome uses Google Translate technology. By default, it will automatically detect if a page is in a different language than your system settings.

2. Apple Safari (macOS & iOS)

Safari’s translation is highly integrated and privacy-focused, often processing data on-device.

3. Microsoft Edge (Desktop & Mobile)

Edge uses Microsoft Translator and offers some of the most robust "Always Translate" settings.

4. Mozilla Firefox (Desktop)

Firefox is unique because its translation engine works entirely offline to protect your privacy. It doesn't send your data to a cloud server.

5. Samsung Internet (Mobile)

This browser has recently been supercharged with "Galaxy AI."

6. Opera / Opera One (Desktop & Mobile)

It has its own native "Opera Translate" engine.

Calendar Invite Options

PickAtime allows your participants and admins to add their appointments to their calendars. Follow the instructions below 

Participants side

The option to have your participants add their appointments to their calendars is automatically offered on the Appointment Details page. 

The appointment confirmation email that the participant will receive will also include the calendar option. For Gmail users, the appointment will automatically be added to their calendar. For Outlook users, they will be able to add the appointment to their calendar via the ICS file. 

To make changes to the Calendar Notification, go to the notification content:

Calendar Event Notification Section

At the top of the Calendar Event Notification section is the following:

Your Title* line, which allows for customization. 

The Description of the notification.

Insert Macro allows you to insert the correct macro for customization. Click here to learn more about Macros.

Your Location* section can be customized with the text, links, and graphics required.

Your Calendar appointment file name can be customized to what would work best for your participants. 

For your Admins

To allow admins to add appointments booked with them to a calendar, there are two different options: 

1) The Resource Notification Email 

You can receive an appointment notification email that you can add to your calendar each time a participant books an appointment. The Resource notification email that the admin will receive will include the calendar option. 

You would do the following:

The option to check the For resources assigned to a contact, send appointment notification via email option. This option must be checked for emails to go out.

Insert Macro allows you to insert the correct macro for customization. Each email template is already preset with the general macro required for most events. Click here to learn more about Macros.

Your Confirmation Email Body and Cancellation Email Body sections can be customized with the text, links, and graphics needed.

2) Subscribe to iCal Feed

Subscribe to the calendar of appointments. On the Reports / Event Reports page, we have 'Subscribe to iCal Feed' option. 

If you check this box, you will see 'Link to subscribe' and 'Download ICS file' options.  

If you are using Google Calendar:

Click on the Other Calendars function button, then select:

Category Options

Function

The Category Sort option allows you to display your events by category, instead of all at once. This helps your participants navigate your account (especially if you have a large volume of events) with ease. It can also be used to direct participants to a certain event without an option to toggle to the other open event on the account. ​

Location

On the Events Preview page, you will see the grey button Event Settings. Click on the button to access the settings and the category sort.

At the bottom of the Events Settings page is the Category Sort section (the page may be collapsed and expanded when you access it)

Manage Categories for Events

This area allows you to show your events by category, instead of all at once. This may help your participants navigate your account (especially if you have a large volume of events). Below are the areas of this section.

Category Sort

Categories Page Title:

This feature allows you to name the Categories page

Allow customer to select category first 

allows you to have an initial sort on your account before the events are displayed.

Category selector not displayed 

allows you to create a URL based on the category you entered in the Category column for your event(s).

Events Categories

This table allows you to manage categories for your events.

Ways to Use

Display all events by category

To have your participants use the account URL and then see all of the events. Add the category for each event on the Events Preview page.

On the Global Setup / Business page, create a customized account URL for your company, such as https://pickatime.com/nameofyourcompany 

On the Events / Preview page, enter text in the Category column for each event. For example, if you wanted the event URL to be https://pickatime.com/nameofyourcompany/PTA, then enter PTA in the category column. 

On the Events Preview/Event Settings page, go to Manage Categories for Events and click Allow customer to select category first.

On the Event Management/Settings/UI Setup tab, Scheduling Link section, you will see the Scheduling Link for the account. This is the URL you provide to your participants. 

Display the events by a custom URL 

You can use the Category Option if you want to direct participants to a certain event without an option to toggle to the other open event on the account. ​

On the Global Setup / Business page, create a customized account URL for your company, such as https://pickatime.com/nameofyourcompany 

On the Events / Preview page, enter text in the Category column for each event. For example, if you wanted the event URL to be https://pickatime.com/nameofyourcompany/PTA, then enter PTA in the category column. 

On the Events Preview/Event Settings page, go to Manage Categories for Events and click Allow customer to select category first, and then the Category selector is not displayed

On the Event Management level, on the Settings/UI Setup tab, Scheduling Link section, you would see the Scheduling link for the category. This is the URL you provide to your participants.  

Collecting Information from Customers (Contact & Appointment Fields)

pickAtime lets you collect custom information from participants at two different points:

Both support various answer types — including text, date, radio buttons, drop-down lists, and checkboxes.

1. Choosing the Right Field Type

  Contact Fields Appointment Fields
When it's collected During initial account sign-up Every time a slot is booked
Frequency Once per user Once per appointment
Best used for Phone number, address, language preference — info tied to the person Student name, meeting topic, teacher-specific questions — info tied to the appointment
Location Global Setup / Contacts / Contact Fields Settings / Appointment Fields

2. Setting Up a Field

Both field types use the same basic process:

  1. Go to either Global Setup / Contacts or Settings / Appointment Fields, depending on which type you're creating.
  2. Add the field: Type the field name (e.g., "Phone Number") into the Add New box and click Add.
  3. Activate the field: It will appear under Available Fields — select it, then click the < button to move it into Included Fields.
  4. Admin visibility: Check "Required for Admins" if you want staff to see/fill out this field when testing the system.

💡 Pro tip: Don't create custom fields for First Name, Last Name, or Email — these are already collected automatically during registration. Adding them again will prompt users to enter the same information twice.

3. Configuring a Question with Multiple Choice Answers

If you want a field to use radio buttons, a drop-down list, or checkboxes, you'll configure it as a "Choice" type field:

  1. In Included Fields, locate the Type column for your question.
  2. Click the cell and select "Choice" from the drop-down.
  3. The Question Editor will open. Click Add New Option to add each possible response.
  4. Choose a display format:
    • Drop-down list
    • Radio buttons
    • Checkboxes
  5. Use the arrows (<>) to reorder the options as needed.

4. Conditional Logic: Show/Hide Fields Based on Responses

You can make fields appear or disappear dynamically based on how a participant answers a Choice-type question.

Each Included Field is assigned a number, which is used to reference it in the conditional logic.

To enable this: Check "Hide/Show fields based on the user response" on the question you want to control others with.

To configure it: Next to each answer option, enter the field numbers to hide or show when that option is selected:

⚠️ This logic only applies to fields that come after the conditional field in the list — it cannot affect fields earlier in the form.

Example: If a participant selects "Junior" for a given question, you could configure the rule to show only fields 5 and 6 — hiding everything else beyond that point unless explicitly shown.

5. Restricting Date Ranges

For Date-type fields (e.g., Date of Birth), you can restrict the range of dates a participant is allowed to enter.

Why this matters: Schools have reported participants accidentally entering today's date in a DOB field. The Restrict Dates option helps prevent this kind of erroneous entry.

To use it: On a Date-type field (in either Contact Fields or Appointment Fields setup), enable Restrict Dates and define the valid range — e.g., no dates after the year 2000.

6. Viewing the Collected Data

In the Appointments Grid (Admin View): For Appointment Fields, you can view responses immediately without running a report:

  1. Go to the Appointments page.
  2. Click any booked slot.
  3. View the participant's custom field responses in the section below the calendar (left-hand side).

In Reports: To include custom fields as report columns:

  1. Go to the Event Report section.
  2. Click the blue Contact Fields or Appointment Fields link.
  3. Check the box in the upper-right corner of the pop-up to select all fields, or choose specific ones.
  4. Confirm your selection — the fields will now appear as columns in your report.

Creating different time slot durations for the same teacher

Scenario: A teacher needs different slot durations for different classes — e.g., 15-minute slots for First Grade, 30-minute slots for Kindergarten. Since she only appears once in the Class Editor, both classes are currently forced to share one slot duration.

Solution: List the teacher twice in the Class Editor — once per duration needed — so each listing can have its own slot duration in the Slot Editor.

Step 1: Add the teacher a second time

  1. Go to the Class Editor page.
  2. Click Add Teacher. This opens the Select Person dialog.
  3. Locate and select the teacher's name, then click Select.

The teacher's name will now appear twice in the Class Editor.

Step 2: Move one class to the second listing

  1. Select the second listing of the teacher's name.
  2. Select her Kindergarten class, then click Move Class.
  3. Select the first listing of the teacher's name as the destination.

The Kindergarten class is now under the first listing.

Step 3: Rename each listing for clarity

To easily tell the listings apart when creating slots, edit each name — for example:

Step 4: Create separate slot durations

  1. Go to the Slot Editor page.
  2. You'll see both listings. Create slots with the appropriate duration for each — e.g., 30 minutes for Kindergarten, 15 minutes for First Grade.

Since both listings are tied to the same underlying contact, the system prevents double-booking — booking a slot on one listing automatically blocks the corresponding time on the other.

Creating an Event with multiple services

The Services Setup feature lets you offer multiple appointment types — each with its own duration — under a single event. This is especially useful for businesses like health & wellness providers, photo studios, auto shops, and law offices.

Example use cases:

Step 1: Create a New Event

  1. Go to the pickAtime dashboard.
  2. Create a new Normal event.

Step 2: Create Time Slots (Using Your Shortest Duration)

  1. Click Go To Event, then select the Appointments tab.
  2. Create your time slots using the shortest service duration you offer.

Example: If you offer both 20-minute and 40-minute services, create all base slots as 20 minutes. Longer services will later combine multiple slots (see Step 3).

Step 3: Set Up Services

  1. Go to Settings → Services Setup.
  2. Click the green + to add a new service.
  3. Enter a description, and specify how many base slots this service should occupy.

Example: If your base slot is 20 minutes and this service takes 40 minutes, enter 2 in the Slots column.

The system will automatically reserve the correct number of consecutive slots for longer services, preventing overbooking.

Step 4: Customize Service Details

For each service, add a clear name and brief description so participants can easily identify it when booking.

What Participants See

  1. On the scheduling site, participants first select a service from a drop-down list.
  2. They click Filter Slots.
  3. Only time slots that fit the selected service's duration will appear as bookable.

Date Location Option

The Date Location option adds day-by-day flexibility for multi-date events — useful when details like room, instructor, or service specifics change depending on the date.

Note: Available for Normal event types only.

Where to Find It

Go to the Appointments page. The Date Location input field is located directly below the calendar.

Practical Use Cases

This field handles "exceptions to the rule" for a specific date, without requiring a separate event type:

Displaying This Info with the Macro Field

To show this date-specific text to participants, insert the macro $(D_LOCATION) into your scheduling page text and/or email templates.

On the Scheduling Page:

  1. Go to Settings / CUI Messages.
  2. Go to Text View / Box Message.
  3. Insert $(D_LOCATION) into your message template.

In Email Notifications:

  1. Go to Settings / Notification Setup.
  2. Insert $(D_LOCATION) into your message template.

Example template:

Your appointment is confirmed for $(DATE). Location/Note: $(D_LOCATION)

When the message is sent, $(D_LOCATION) will automatically be replaced with the specific text you entered for that date.

Directing Parents to a Predetermined Event

You can route parents directly to a specific event — for example, showing Grade 9 parents only the Grade 9 Counseling event, and Grade 10 parents only the Grade 10 Counseling event.

This works by importing a parent file that links each parent to one (or more) EventID(s). When that parent logs in, they'll only see the event(s) they've been assigned.

Step 1: Create the Parent File

Your parent file must include the following columns:

Field Description
ParentID Unique identifier for the parent
First Parent's first name
Last Parent's last name
Email Parent's email address (one only)
EventID The event(s) this parent should have access to

Finding your EventID(s): Go to Reports / Account Reports / Settings. This report lists the unique EventID for each event on your account.

For multiple events per parent: Separate EventIDs with a semicolon, no spaces — e.g., 28972x;28973x. Parents with multiple EventIDs will see a drop-down letting them toggle between their assigned events.

Example file:

ParentID First Last Email EventID
29786 Sally Jones sj@school.com 28972x
27856 Bob Williamson bw@school.com 28973x

Step 2: Import the File

  1. Go to the Importer option in the left-hand dashboard.
  2. Set Data Type to "School."
  3. Select your event from the Event drop-down.
  4. Set File Type to "Parents (optional)."
  5. Click Select File, choose your parent file, and click Open.
  6. Click Import.

Result

Once imported, parents will be automatically directed to the correct event(s) when they log in.

Need help with this setup? Email support@pickatime.com.

Events Preview Page

The Events Preview page is where you create, delete, and edit core event details.

At the top of the page is the Search Events bar.

Buttons

Button What it does
Add Opens a form to create a new event
Delete Deletes the selected event
Duplicate PTA (Enabled only on request.) Creates a copy of an existing event, including its class and enrollment data — but not time slots. Best for events with unchanging rosters (e.g., full-year classes).
Edit Details Opens a page to edit participant-facing event summary details
Go to Event Opens Event Management for the selected event
Event Settings Opens advanced event-level settings

Adding a New Event

  1. Enter an Event Name.
  2. Select an Event Type: PTA, Simple PTA, Normal, or Roster.
  3. Select an Event Template — use one of pickAtime's built-in templates, or base it on an existing event.
  4. Select a Time Zone.

If you use an existing event as your template, the new event will inherit that event's time zone automatically.

All remaining fields are optional.

Edit Details

This page lets you add written details, links, or images for participants to see for this event.

Event Settings

The Event Settings page contains advanced configuration options for your events.

General Settings

Setting What it controls
Propagator Mode Controls how broadly your changes apply — to only the current event, all events of the same type, or all events of the same category and type. See also here: Propagator Mode. 
Events Sorting Controls display order of events (see "Sort events by the following order" below)
Events Page Title Customizes the title of your Events page (default: "Events") — e.g., rename to "Schools" or "Clinics" if your account spans multiple locations
Default List Choose between showing all events at once, or showing "featured" events first (the event matching a parent's enrolled child) with a search bar for the rest
Sort Events By the Following Order Drag fields to set the display order/hierarchy for events
Events Table Columns Add, remove, or reorder columns shown on the Events Preview page
Allowed Timezones Toggle between national and international time zone options

Manage Categories for Events

Use Category Sort to group events into categories — useful for accounts with a high volume of events, to help participants navigate more easily.

Setting What it controls
Categories Page Title Custom name for the Categories landing page
Allow customer to select category first Requires participants to choose a category before seeing specific events
Category selector not displayed Lets you build a direct URL to a specific category (based on the Category column on your event)
Events Categories A management table to update, delete, or reorder categories across all events at once — affects how categories appear in the CUI


Event Display Options

How to Access

In the Admin UI tool, open the event, go to the Settings / UI Setup / Scheduler Settings, Scheduler Display section.

Formatting Options

You have five formatting options to choose from:

  1. Table * This is the only option for PTA events. 
  2. Text
  3. List
  4. Vertical
  5. Date

Table - The Table Format features brighter colors for stronger visual contrast when comparing resources. This is the standard template used for Parent-Teacher Conferences.

Text - The Text Format is similar in structure to the Date Template but displays only one resource at a time. It offers a simplified viewing experience while maintaining a familiar layout.

List - The List Format presents available appointment times in a simple list format. This option works well for events where resources are hidden or when a minimal display is preferred.

Vertical - The Vertical Format displays one resource at a time in a clean, streamlined layout. Available appointment slots are presented in an attractive and easy-to-read format. This template works especially well for counselors, room checkout scheduling, and wellness appointments.

Date- The Date Format is a versatile and visually appealing scheduling option. All the information needed to select an appointment is displayed on a single page, allowing users to easily and quickly compare multiple resources without needing to filter through available slots. Common uses include office hour events, after-school scheduling, wellness appointments, special events, and more.

Paginator vs Calendar

In addition to the display options, you can also choose between the Calendar and Paginator. 

The Calendar will display a day at a time, with the option to toggle between bates or to use a drop-down calendar.

The Paginator can cover multiple days at a time, allows you to toggle between dates, and has a drop-down.

Additional Features

Display the end time of each appointment slot displays the end time of the appointment.

Display # of slots per appointment time shows the number of available slots for the appointment time.

Global Setup

Global Setup

Global Setup / Business page

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.
Global Setup

Global Setup / Contacts

Use this section to configure custom prompts and registration forms. This allows you to collect essential information from participants (such as parents) when they first register or log in to your scheduling site.

See also the Collect Information from Customers page.

Advanced Options

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.

Invoices

How Invoicing Works

Invoices are generated on the 3rd of each month, covering appointments booked during the previous month. You'll receive your invoice by email on that date, and it's also available in the Account Reports section at any time.

To view your invoices:

  1. Go to Reports / Account Reports.
  2. Select the Report labeled Account - Invoices and Payments

This displays a list of all your invoices and payments.

Can I Pay by Credit Card?

Yes:

  1. Go to pickatime.com and click Client Login.
  2. Log in with an administrative email address and password.

You'll land directly in the Reports section.

  1. Select the Account Reports radio button.
  2. Select the Report labeled Account - Invoices and Payments
  3. Click "Click Here" within the report.
  4. Select Pay by Credit Card.

Payment Details for Wire Transfers

Beneficiary Information
Banking Information

Insert Logo / Image / Document

Insert Logo / Image/document

PickAtime offers an option to upload your logo/image/document via our Insert Image feature in two different ways. You can add your logo via the  Global Setup / Business page. You can also add images and documents to a number of sections within the CUI Messages or Notification Setup page.

File Types Accepted

File types for images: *.jpg; *.jpeg; *.png; *.gif;

File types for documents: *.doc; *.docx; *.pdf; *.txt; *.xls; *.xlsx

Option 1 - Upload a logo to your account:

  1. Go to Global Setup / Business, Account Level Settings, Account Logo
  2. Click on the upload button
  3. You will then see a pop-up File Manager window, where you can choose a File on your PC and click the Upload button.
  4. Then you will see the Image window with the option to crop your image. Once you have finished cropping, click 'OK.'
  5. Your logo is now displayed on your account.

Option 2 - Upload a document to a hyperlinked item within an Email.

Let's say you would like to add the document to the Footer of the Confirmation Email.

If you want to attach the document to a hyperlinked text, do the following:

  1. Within the email, type the text that you want to hyperlink and then click the insert link option.
  2. Within the dialog box, click the file option.
  3. Once you click on the Ok button, the File Manager will appear. Here, you can click on the Choose File button if your file is already uploaded and in our system. 
  4. If you still need to select a file to upload, click Choose File, select your file, and then click the Upload button.
  5. Once your file is uploaded and in our system, click Insert. 
  6. Within the Insert link dialog box, make any changes to the Text to display and Title. If you want the document to open in a new window, click the ‘New Window’ option on the Target drop-down. Then click Ok.
  7. Your text is now hyperlinked to the document. 

Login Options

Standard Log in

This is the most frequently used login option. Your participants will create an account using their email and a password. You can also request additional information.

New Users

Your participants will create an account using the following steps.

  1. They will go to the scheduling link provided by your organization.  
  2. Enter your email address and push the "Next" button. 
  3. You will see the message "Your email address is not registered. Please click here to sign up." 
  4. Enter your First and Last Name and your password, and then click the "Create your Free Account" button to create your account.

 

Current Users

Forgotten Password

Single Sign-On Options 

PickAtime offers Single Sign-On (SSO) options as well. You can use Blackbaud, FinalSite, Azure, or you can create your own portal. If you are interested in any of these options, please reach out to us at support@pickatime.com

Go to Global Setup/Business page, Integration Options section, and select your SSO Provider from the drop-down menu to see the SSO settings.

Allow login with external provider 

This option can be accessed at Global Setup/Business page, Registration and Login Settings section. 

When selected, this option will allow your participants to log in using their Google account.

Additional Settings and Options for logging in.

In addition to the above login options, there are additional options that can be used to enhance the current login options. 

Use Id Field (Located in Global Setup/Business/Account Level Settings/Account URL)

When this option is in use, participants also have to enter a unique ID (for example, an employee ID) after they enter their password or use Google to log in. ID fields are added on the Global Setup/Contacts page.

Registration and Login Settings  (Located in Global Setup/Business/Registration and Login Settings)
Registration:

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:
  1. Show the scheduler to users - This option allows you to decide if you want participants to see the appointment slots before or after they log in. For accounts that run PTA events, this option is not available to change.
  2. Allow login with external provider - When selected, this option will allow your participants to log in using their Google account. This feature can be used when “Show scheduler before or after login” is enabled.
  3. Show the following message to Locked contacts - In the Contacts section of the Admin UI, you can change the default access level of Allowed to Not Allowed for any contact. The Locked Out message will be displayed to any contact where you have set this access to ‘Not Allowed’. 
Password Requirements:
  1. 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.
  2. Password must be changed every 90 days - Requires participants to change their passwords on a 90-day rotation.
  3. Password must not be used for 10 rotations - Participants must not reuse the same password within 10 rotations.

Macros

Macros

Macros let you pull specific customer and appointment data into your text messages and emails, so a single template can feel personally written for every recipient.

The Anatomy of a Macro

Every macro follows the same syntax:

Part Symbol
Trigger $(
Field name e.g., D_LONG
Closer )

Complete syntax example: $(D_LONG)

How They Work

When a message is sent, the system scans the text for this syntax and replaces it with the actual data from that appointment or contact record.

Use Case Macro Example Output
Formal date $(D_LONG) October 17th, 2025
Appointment time $(TIME) 2:15 PM
Customer name $(C_NAME) Alex Rivera

Example Usage

Dear $(C_NAME),

Your appointment is scheduled for $(TIME) on $(D_LONG).

Best Practices

Watch your punctuation. Macros insert text exactly where placed — Hello $(C_NAME), will render as Hello Alex Rivera, with the comma immediately following the name. Double-check spacing and punctuation around every macro.

Use the "Insert Macro" button. Rather than typing macros manually (which risks typos), use the Insert Macro button in your message editor — it provides a categorized list of every available field.

Always test before sending. Send a test message to yourself first. Some macro values (like a long address) can affect text wrapping in SMS or email.

Notification Setup Page

This page handles all of the notifications for your event. There are slight differences in the page setup depending on the type of event you use.

The Email Fields for the Confirmation, Cancelation, and Reminder Emails

Reply To Email Address

This feature allows you to add an email address, should your participants reply to one of your emails.

Subject 

The Email Subject for an individual confirmation email allows for customization

Subject for Combine Email

 This feature is used when a participant books more than one appointment; pickAtime will combine the emails into one email, instead of sending multiple emails. In these situations, we use the "subject for combined email" for these combination emails. 

Insert Macro 

Insert Macro allows you to insert the correct macro for customization. Each email template is already preset with the general macro required for most events. Click here to learn more about Macros.

The email Header and Footer

Your Header and Footer can be customized with the text, links, and graphics needed.

The Email Body/ Printable Schedule

By default, your Email’s body will be replaced with the Printable Schedule (note that the Printable Schedule is not an option for the Follow-up or Custom emails). Use of the Printable Schedule is often preferred, as the layout is cleaner to use. Changes to the Printable Schedule can be made in the Events Management / Settings / CUI Messages under the Printable Schedule section.

Send the Confirmation and Cancellation Emails 

At the top of the Confirmation and Cancellation Email sections is the option to Send the Confirmation and Cancellation Emails must be checked for those emails to go out.

Send the Reminder Email

The option to Send the Reminder Email must be checked for those emails to go out. However, Admins can send reminder emails from the Appointments List even if reminders are disabled for the event. These will be labeled: “Sent Reminder Forced” within the Contact’s log.

The Feature send the Reminder Emails at certain times

Under this option is the option to add as many Reminder Emails as needed (there is no limit), at the time intervals that you need. 


The Email Fields for the Custom Emails

Subject 

The Email Subject for an individual confirmation email allows for customization

The email Header and Footer

Your Header and Footer can be customized with the text, links, and graphics needed.

The Email Body

The Email Body can be customized with the text, links, and graphics needed.


The Email Fields for Follow-Up Email

Reply To Email Address

This feature allows you to add an email address, should your participants reply to one of your emails.

Send Follow-Up Emails

The option to Send Follow-Up Emails must be checked for those emails to go out.

You will then determine when you want the email to go out, either by the number of days post the appointment or on a specific date.

Subject 

The Email Subject for an individual confirmation email allows for customization

Subject for Combine Email

 This feature is used when a participant books more than one appointment; pickAtime will combine the emails into one email, instead of sending multiple emails. In these situations, we use the "subject for combined email" for these combination emails. 

The email Header and Footer

Your Header and Footer can be customized with the text, links, and graphics needed.

The Email Body

The Email Body can be customized with the text, links, and graphics needed.


SMS (Short Message Service) - Normal Events only

Send SMS Reminder

The option to Send SMS Reminder must be checked for those emails to go out.


Under this option is the option to add the time interval that you need. You can only send one SMS message automatically per appointment. Additional SMS messages can be sent from the Appointment List Page.

Insert Macro

Insert Macro allows you to insert the correct macro for customization.  Click here to learn more about Macros.

Reminder and SMS Custom sections

Your Reminder and SMS Custom sections can be customized with the text; however, the limit for characters is 160.

The Notifications Section

This section of the page handles the two notification options that pickAtime offers. 

The Resource Notification Email will notify the Resource (the entity within the event that holds the appointment slots, this might be a teacher or a counselor) of when a participant books, changes, or cancels an appointment. 

The Calendar Event Notification is the notification that goes out to participants for the purpose of being added to their calendar.

Resource Notification Email Section

The For resources assigned to a contact, send appointment notification via email option. 

The option to check the For resources assigned to a contact, send appointment notification via email option. This option must be checked for emails to go out.

Send copy of emails to (separate by ;)

Send copy of emails to (separate by ;): option allows you to add the needed additional (non-resource) emails.

Subject 

The Email Subject allows for customization

Insert Macro 

Insert Macro allows you to insert the correct macro for customization. Each email template is already preset with the general macro required for most events. Click here to learn more about Macros.

The Confirmation Email Body and Cancellation Email Body sections

Your Confirmation Email Body and Cancellation Email Body sections can be customized with the text, links, and graphics needed.


Calendar Event Notification Section

Title*

Your Title* line allows for customization. 

Description 

The Description section of the notification is where you include the detailed information about the appointment.

This section can be customized and may include:

  • Appointment details (date, time, participant, staff member)
  • Event instructions
  • Parking or arrival information
  • Virtual meeting links
  • Contact information
  • Helpful reminders

Insert Macro 

Insert Macro allows you to insert the correct macro for customization. Click here to learn more about Macros.

Location*

The Location* section is where you enter the event or appointment location details that participants will see when booking and in their confirmation materials. 

This field can include:

  • School or organization name
  • Building name
  • Room number
  • Full address
  • Virtual meeting link (Zoom, Google Meet, etc.)
  • Special arrival instructions

Calendar appointment file name

The Calendar Appointment File Name is the name that will appear in your participants’ personal calendars (such as Google or Outlook) when they add their appointment.

Propagate Settings

The Propagate Settings feature acts as a "global sync" for event configurations — letting you update settings across multiple events at once, instead of editing each one individually.

Where to find it: Go to Events Preview / Event Settings to see your current propagation scope.

How Propagation Works

Propagation is trigger-based, not a constant sync — changes only push to other events the moment you modify a setting.

Affected pages: Propagation only applies to changes made on:

Scope options: You can choose how broadly a change applies:

Best Practices

If you want to... Set propagation to...
Update an email template across all your events "Propagate changes to all events"
Change the open/close dates for just this event "Propagate to only current event"
Test a new setting before rolling it out everywhere "Propagate to only current event"

⚠️ Important: Always double-check this toggle before leaving the page. If global propagation is left on by mistake, a small change meant for one event could unintentionally overwrite settings across dozens of others.

Setting up a Consent Form

If you need participants or parents to acknowledge and agree to specific terms (e.g., loan agreements, waivers, policies), pickAtime provides flexible options using the Appointment Fields page.

Recommended Method: Using a Text Display (Header or Subheader)

  1. Create a New Appointment Field:
    • Navigate to Settings / Appointment Fields.
    • Add a new field that contains the full text of your consent form.
    • Set the Type to Header or Subheader to display the text without requiring a response.
  2. Customize the Button Text:
    • Go to Settings / CUI Messages.
    • Modify the "Make appointment / Create" button text to something like "Accept and Make Appt."

Example:

This method is great for providing clear consent language without requiring user interaction beyond the appointment confirmation.

Alternative Method: Using a Checkbox Confirmation

  1. Create a New Appointment Field:
    • Go to Settings / Appointment Fields.
    • Add a new field with your consent language, e.g., "I confirm that I have read and accepted the Any School Terms of Use."
  2. Set the Field Type to Choice / Checkboxes:
    • Under Type, select Choice.
    • In the option type, choose Checkboxes.
    • Add one option labeled Yes.

Example View for Participants:

These features allow schools and organizations to collect informed consent from participants or guardians while customizing the scheduling flow for clarity and compliance.

Admin UI Display

CUI Display

SMS Messaging

1. Enabling the Service

SMS messaging is enabled upon request.

2. Configuring the Automated Reminder

In Notification Setup → SMS, you can configure:

⚠️ Character limit: Messages are limited to 160 characters — this includes macros (e.g., $(TIME) on $(D_MEDIUM)) after they've been expanded into full text, not their shorthand length.

3. The Participant Experience

Participants are not automatically enrolled in SMS reminders. During booking, they'll see an opt-in checkbox to request a text reminder.

If they check the box and provide a mobile number, their reminder is automatically queued for the time you've configured.

4. Sending Reminders "On Demand"

For manual blasts — e.g., a last-minute schedule change or weather delay — send directly from the Appointments List page:

  1. Filter your list by Event or Date.
  2. Select the participants you want to reach.
  3. Click Send SMS and broadcast your message.

Note: This only reaches participants who originally opted in to SMS notifications — it won't reach anyone who didn't check the box during booking.

SMS Best Practices

Keep it brief. With only 160 characters, focus on the essentials: Who, When, Where.

Example message:

Reminder: Your appointment is at $(TIME) on $(D_MEDIUM) at the $(LOCATION). Please arrive 5 mins early.

UI Setup page

UI Setup page

UI Setup page (PTA Product)

EVENT SETTINGS
Scheduler Availability

Open Scheduler to customers on

Select the date and time you would like the scheduler to open for participants.

Close Scheduler to customers on

Select the date and time the scheduler should close and no longer accept bookings.

Allow Admins access to the CUI at all times

Check this to ensure Administrators can access the scheduler even when it is closed to the public.
Appointment Number Limits

Maximum Appointments per Event

Sets a total limit on the number of appointments allowed for the entire event. Set to 0 for no limits.

If customer reaches maximum appts per event display

Display "Maximum Appointments Reached" message. Optionally, you can adjust the default message. 

Maximum Appointments Per Resource per Day

Limits how many appointments a single resource (e.g., a teacher) can accept daily, regardless of total available slots. Set to 0 for no limits.

If customer reaches maximum appts per resource per day display

Optionally, you can adjust the default message. 

Maximum Appointments per Child

Sets a cap on the number of appointments allowed for each individual student. Set to 0 for no limits.

If customer reaches maximum appts per child display

Display "Maximum Appointments per Child" message.

Optionally, you can adjust the default message.

One appointment per teacher per student

Restricts parents to one booking per teacher, regardless of the number of classes or students involved.

One appointment per class

Restricts bookings to one per class, even if multiple students from the same family are enrolled in it.

Allow back-to-back

When disabled, the system prevents consecutive bookings with different teachers to allow for travel time.
Appointment Cancellation

Customers cannot cancel their appointment closer than x hours/days/weeks 

Use this setting to prevent participants from cancelling their appointments within a specific timeframe (hours, days, or weeks) before the scheduled start time. Set this value to 0 if you wish to allow cancellations up until the last minute. Conversely, a very high value effectively disables the cancellation option for participants. 

Note: Closing the scheduler only prevents new bookings; it does not stop participants from cancelling existing appointments unless this lock-out period is active.

Display "Call to Cancel" message

Shows a specific instruction for participants to call the office if they try to cancel during the lock-out period.
Close Appointment Booking

Close Appointment Booking

Automates when slots become unavailable (e.g., X hours before the appointment or X days before the event).

If customer cannot book the appointment display

Shows a ‘Close appointment booking’ message. You can adjust it.

SCHEDULER SETTINGS

Scheduling link for the account

Displays all available events on the scheduler.

If you have only one open event on the vendor account, we recommend that you use the Scheduling link for the account.

Scheduling link for the selected event

Displays the scheduler of the selected event with the ability to select other available events on this account.

Customize the event link

Allows you to customise the scheduling link for the selected event parameter.

Scheduling link for the category

Displays the scheduler with the list of event(s) of the selected category. 

Scheduler Display

Display calendar to navigate over dates

Displays a calendar interface to help users browse different dates easily.

Display paginator to navigate over dates

Allows to display of multiple dates with slots on one page. 
Scheduler Display Limits

Display X weeks/days of slots

Determines the volume of days or weeks visible to the customer at one time.
Teacher Display

Display resource description

Add Teacher Description to the teacher’s legend on the CUI.

Separate legend for each child

Generates an individual schedule legend for each student for better clarity.

Display room 

Shows the Room value on the scheduler in the list of teachers, next to the teacher’s name.

Display class names

Enable this to show specific class names alongside teacher names on the scheduler. Note, if a student is enrolled in multiple classes with the same instructor, the teacher will be listed individually for each class. This allows parents to book a separate appointment for each specific teacher/class combination.

Sort by Group Name

Group teachers by categories (e.g., Lower School vs. Upper School) to simplify the selection process.

ADVANCED SETTINGS

Online Meeting Provider

Select the integrated video conferencing tool (Zoom, Google, MS Teams) to be used for virtual appointments.

Allow conflicting appointments

Enables parents to book multiple appointments that occur at the same time.

Allow customers to see and cancel past appointments

Permits users to view their history and manage appointments that have already passed.

Don't allow customers to change appointment time

Removes the ability for participants to reschedule their existing appointment times.
UI Setup page

UI Setup page (Event Scheduling)

EVENT SETTINGS
Scheduler Availability

Open Scheduler to customers on

Select the date and time you would like the scheduler to open for participants.

Close Scheduler to customers on

Select the date and time the scheduler should close and no longer accept bookings.
Appointment Number Limits

Maximum Appointments per Event

Sets a total limit on the number of appointments allowed for the entire event. Set to 0 for no limits.

If customer reaches maximum appts per event display

Display "Maximum Appointments Reached" message. Optionally, you can adjust the default message. 

Maximum Appointments Per Resource per Day

Limits how many appointments a single resource (e.g., a teacher) can accept daily, regardless of total available slots. Set to 0 for no limits.

If customer reaches maximum appts per resource per day display

Optionally, you can adjust the default message. 

Duration between appointments

Enter a duration to prevent customers from booking too frequently. If a customer attempts to book within this window, they will see your custom "Cannot Book" message.

per service

Prevents a customer from booking the same type of service within the set timeframe, regardless of the staff member.

per resource

Restricts the frequency of bookings with a specific staff member or room. Select this to allow customers to book again quickly as long as they choose a different resource.

If customer cannot book the appointment display:

Optionally, you can adjust the default message. 
Appointment Cancellation

Customers cannot cancel their appointment closer than x hours/days/weeks 

Use this setting to prevent participants from cancelling their appointments within a specific timeframe (hours, days, or weeks) before the scheduled start time. Set this value to 0 if you wish to allow cancellations up until the last minute. Conversely, a very high value effectively disables the cancellation option for participants. 

Note: Closing the scheduler only prevents new bookings; it does not stop participants from cancelling existing appointments unless this lock-out period is active.

Display "Call to Cancel" message

Shows a specific instruction for participants to call the office if they try to cancel during the lock-out period.
Close Appointment Booking

Close Appointment Booking

Automates when slots become unavailable (e.g., X hours before the appointment or X days before the event).

If customer cannot book the appointment display

Shows a ‘Close appointment booking’ message. You can adjust it.

SCHEDULER SETTINGS

Scheduling link for the account

Displays all available events on the scheduler.

If you have only one open event on the vendor account, we recommend that you use the Scheduling link for the account.

Scheduling link for the selected event

Displays the scheduler of the selected event with the ability to select other available events on this account.

Customize the event link

Allows you to customise the scheduling link for the selected event parameter.

Scheduling link for the category

Displays the scheduler with the list of event(s) of the selected category. 
Scheduler Display

Display Scheduler in a: date, text, list, vertical, table format

There are five ways you can display your slots. 

  1. Table * This is the only option for PTA events. 
  2. Text
  3. List
  4. Vertical
  5. Date

Display calendar to navigate over dates

Displays a calendar interface to help users browse different dates easily.

Display paginator to navigate over dates

Allows you to display multiple dates with slots on one page. 

Display the end time of each appointment slot

Displays the end time of the slot.

Display # of slots per appointment time

Show the number of appointment slots for the appointment time.
Scheduler Display Limits

Display X weeks/days of slots

Determines the volume of days or weeks visible to the customer at one time.

Do not display slots after: from today 

Enter a value here if you would like to display only a certain number of days/weeks/months to your customer.

Display maximum available appointment(s) per slot and show next only when % of them are booked

This will allow you to initially display only part of the available appointments per slot on the online scheduler. You can set the number of slots you would like initially to show up on the scheduler. The default is set to 100%, but can be adjusted. Once your selected % of slots is booked, the rest will open up. 
Resource Display 

Note: different options will appear depending on the selected scheduler display format

Resource title:

When using the Table or Date display, you can customise the title of the Resource Display

Hide/Show resources on the CUI

When using the Text, Vertical, or List displays, these options appear to allow you to show or hide the resources for your participants. 

Display Resources

When using the Text, Vertical, or List displays, you can opt to show the resources in a drop-down, vertically or as buttons.

Display resource description

When using the Table or Date display, you can add the description to the resource’s legend on the CUI.

Separate legend for each child

When using the Table or Date display, you cam generate an individual schedule legend for each student for better clarity.

Display room 

When using the Table or Date display, the scheduler will show the Room value on the scheduler in the list of resources, next to the resource’s name.

Sort resources by available slots

When using the Date display, the scheduler will sort resources by available slots.
Miscellaneous:

Require parents to select their student name from a drop-down when booking an appointment (requires that students have been imported to the account)

Click this to require parents to select their student's name from a drop-down when booking an appointment.

Allow customers to select a timezone from the list of allowed timezones

Check if you want to display a drop-down of time zones to your customers so that they can change the timezone they can view and book their slots in.
ADVANCED SETTINGS

Online Meeting Provider

Select the integrated video conferencing tool (Zoom, Google, MS Teams) to be used for virtual appointments.

Allow customers to take multiple slots

This allows your customer to book more than one slot per appointment time.

Allow conflicting appointments

Enables customers to book multiple appointments that occur at the same time.

Allow customers to see and cancel past appointments

Permits users to view their history and manage appointments that have already passed.

Don't allow customers to change appointment time

Removes the ability for participants to reschedule their existing appointment times.
UI Setup page

Vendor UI Setup page

Appointment Tab Settings

Resources Display:

Will show resources on the right-hand side

Slot Generator:

Check this box if you would like Admins to see the "Appointment type" dropdown in the Slot Generator and Slot Updater pop-ups. By default, the “appointment type” is set to ‘in-person’, so you do not have to activate this option unless you need ‘virtual’ appointments.
Appointments Display:

Show service in the appointment box

If this box is checked, then your service will appear in the appointments box.

Show appointment fields on the left-hand side

This will display your appointment fields on the left-hand side of the appointments page. 

When multiple appointments are in slot, sort by

This allows you to sort by names or the creation date.
Appointments Creation:

Create contact if not found

If this box is checked when you use the appointments page and book an appointment for a new contact, that contact will be added as a new contact on the vendor account.
Appointments Grid:

Start Display at:

Determines at what time your scroll bar begins (on a 24-hour clock)

End Display at:

Determines at what time your scroll bar ends (on a 24-hour clock)

Draw Time Every:

Determines the time interval drawn on the view bar of the appointments page on the VUI and CUI (when the table option is selected).

Draw Gray Line:

Determines the time interval during which the gray line is drawn on the view bar. 

Minimal slots height:

Determines the slot height.

Adjust automatically

When checked, the system will automatically adjust depending on the duration of the created slots.