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) 
 
 Go to Class Editor . 
 Click Add Teacher/Team → Add Teacher . 
 In the dialog, search for and select the counselor, or click Add to create a new one. 
 The counselor will now appear on the left side of Class Editor. Select them. 
 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 
 
 Go to the Importer page. 
 Set Data Type to "School." 
 Select your event from the Event drop-down. 
 Upload files in this order : Teacher → Class → Enrollment . 
 For each file, click Select File , then Import . 
 
 
 Step 3: Verify 
 
 Open your event in the Admin UI. 
 Go to Class Editor . 
 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 
 
 
 
 
 
 
 
 
 
 Update and import your student data . 
 (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: 
 
 
 
 
 
 
 
 
 
 When participants first enter the event, they'll be prompted to attach or review their students , then click Filter Slots to see available times. 
 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: 
 
 A parent booking flu shot appointments for three children 
 A parent booking a school tour for mom, dad, and child 
 A supervisor registering multiple team members for an event 
 
 
 Enabling the Feature 
 
 Go to Settings / UI Setup / Advanced Settings / Multiple Appointment Booking . 
 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 . 
 
 Go to Settings / Appointment Fields . 
 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 
 
 
 Mass Management:  Delete all appointments or specific selections within an event. 
 Targeted Outreach:  Send specialized or custom emails to specific groups. 
 SMS Communication:  Send text messages to participants, where applicable. 
 
 
 Data Columns 
 The list displays essential details for every booking, including: 
 
 
 Time & Date:  Appointment date, time, and total duration. 
 Participant Details:  The holder’s name and phone number (if provided). 
 Event Logistics:  The specific Event name, Resource Name, and any selected Services. 
 Status & Feedback:  Current appointment status and any relevant appointment notes. 
 Phone:  The participant’s phone number (if entered) 
 
 
 
 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 : 
 
 
 Red text:  Problem appointment in the future. 
 Yellow text:  Appointment is currently in the process of creation. 
 Red text on the Gray background:  Problem appointment in the past. 
 
 
 Appointment Action Bar 
 Use the top toolbar to perform bulk or individual actions on selected appointments: 
 
 
 
 Send Email :  Dispatch standard event notifications or custom messages to individuals or all holders. 
 
 Options for email are custom, follow-up, and reminder emails (even if reminders are disabled for the event, and are labeled: “Sent Reminder Forced” within the Contact’s log. 
 
 
 Delete :  Permanently remove individual bookings or clear all appointments within an event. 
 Recreate Slot :  Restore an appointment slot to the event after it has been deleted. 
 Confirm Appt :  Manually validate and resolve a "problem" appointment status. 
 Send SMS :  Send additional text messages to participants signed up for the service (Normal events only).

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. 
 
 How to translate:  *  Automatic Prompt:  When you visit a foreign site, a small Translate icon usually pops up in the address bar (right side). Click it and select your language. 
 
 Manual Trigger:  If the prompt doesn’t appear, right-click anywhere on the page and select  "Translate to [Your Language]" . 
 Specific Sections:  Highlight a specific paragraph, right-click it, and select  "Translate selection to..."  to see a focused translation. 
 
 
 Pro Tip:  Click the three dots within the translation bubble to select  "Always translate [Language]" if you visit a specific foreign site frequently.  
 
 2. Apple Safari (macOS & iOS) 
 Safari’s translation is highly integrated and privacy-focused, often processing data on-device. 
 
 On iPhone/iPad: 
 
 Tap the  "AA"  icon or the  Translate icon  (which looks like two speech bubbles) on the left side of the address bar. 
 Tap  "Translate Website..."  and choose your language. 
 
 
 On Mac: 
 
 Click the  Translate icon  in the Smart Search field (address bar). 
 Select  "Translate to [Language]" . 
 
 
 Pro Tip:  If you want to see the original text again, just tap the icon and select  "View Original." 
 
 3. Microsoft Edge (Desktop & Mobile) 
 Edge uses Microsoft Translator and offers some of the most robust "Always Translate" settings. 
 
 How to translate: 
 
 When you land on a foreign page, the  Translate icon  (a blue/white character) will appear in the address bar. 
 Click it to open the menu and hit  "Translate." 
 
 
 Mobile:  Tap the  three-line menu  (bottom right) and select the  Translate  icon. 
 Pro Tip:  Edge allows you to translate  Immersive Reader  content. If you are in "Reading Mode," you can translate the text while maintaining a clean, ad-free layout. 
 
 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. 
 
 How to translate: 
 
 A translation toolbar will automatically appear at the top of the page when a foreign language is detected. 
 Select your target language and click  "Translate." 
 Manual Trigger:  If the toolbar is hidden, click the  Translation icon  (resembling a document with a character) in the address bar. 
 
 
 Note:  Because it works offline, Firefox may ask you to download a small language file (e.g., "Spanish to English") the first time you use it for a specific language pair. 
 
 5. Samsung Internet (Mobile) 
 This browser has recently been supercharged with "Galaxy AI." 
 
 How to translate: 
 
 Tap the  three horizontal lines (Tools menu)  in the bottom right corner. 
 Select the  "Translate"  or  "Browsing Assist"  button. 
 If it’s your first time, you may need to download a language pack (this allows for faster, more private on-device translation). 
 Choose your target language, and the page will refresh with the translated text. 
 
 
 Pro Tip:  If you have a newer Galaxy device (2024+), look for the  Sparkle (AI) icon  in the toolbar. This can not only translate but also  summarize  the entire webpage for you into bullet points in your preferred language. 
 
 6. Opera / Opera One (Desktop & Mobile) 
 It has its own native "Opera Translate" engine. 
 
 On Desktop: 
 
 Look for the  Globe icon  on the right side of the address bar. 
 A pop-up will appear asking if you want to translate the page. Click "Translate." 
 You can also highlight any specific sentence; a small pop-up will appear with an option to "Translate"  just that selection using Aria (Opera's AI). 
 
 
 On Mobile (Opera for Android/iOS): 
 
 Tap the  Opera "O" logo  or the  three dots  in the corner. 
 Select  "Translate"  from the menu. 
 
 
 Pro Tip:  Opera’s translation is powered by Lingvanex and is hosted on secure servers that don't store your personal data, making it a great middle-ground for privacy.

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: 
 
 Events Management, Settings, Notification Setup, and Calendar Event Notification . 
 
 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 appointmen t. The Resource notification email that the admin will receive will include the calendar option.  You would do the following: 
 
 To turn on the option, go to the Settings/Notification Setup page. Check the box labeled "for resources assigned to a contact, send appointment notification via email." 
 Assign a contact person to your resource (the resource holds the slots). Go to the Appointments page. Click on the Resource column. Click on Resources and then Assign Contact. Locate the contact person in the contacts as the contact to receive the email. Click on the name and press select. The contact person is now assigned to the resource, and you'll notice that the Resource Name in the Appointments page has been changed to the contact name. To change this to something else (e.g., a generic name), click in the label area and change the name.  
 
 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 use the 'Link to subscribe', your calendar will be automatically updated when new appointments are booked or canceled. If you are using the 'Download ICS file', new appointments will not automatically show up in your calendar application. Also, note that when deleting the iCal Feed, it may take up to 24 hours for the appointments to disappear .  
 If you are using Google Calendar: 
 Click on the Other Calendars function button, then select: 
 
 'Add by URL' option - if you want to use 'Link to Subscribe'. 
 'Import calendar' option - if you want to 'Download ICS file' and import it. 

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: 
 
 When they create an account (Contact Fields) 
 When they book a specific appointment (Appointment Fields) 
 
 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: 
 
 Go to either Global Setup / Contacts  or Settings / Appointment Fields , depending on which type you're creating. 
 Add the field: Type the field name (e.g., "Phone Number") into the Add New box and click Add . 
 Activate the field: It will appear under Available Fields — select it, then click the < button to move it into Included Fields . 
 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: 
 
 In Included Fields , locate the Type column for your question. 
 Click the cell and select "Choice" from the drop-down. 
 The Question Editor will open. Click Add New Option to add each possible response. 
 Choose a display format:
 
 Drop-down list 
 Radio buttons 
 Checkboxes 
 
 
 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: 
 
 To hide fields: Enter their numbers directly — e.g., 3,4,5 or 3-5 
 To show specific fields instead: Prefix each number with a / — e.g., /5, /6 
 
 
 ⚠️ 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: 
 
 Go to the Appointments page. 
 Click any booked slot. 
 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: 
 
 Go to the Event Report section. 
 Click the blue Contact Fields or Appointment Fields link. 
 Check the box in the upper-right corner of the pop-up to select all fields, or choose specific ones. 
 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 
 
 Go to the Class Editor page. 
 Click Add Teacher . This opens the Select Person dialog. 
 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 
 
 Select the second listing of the teacher's name. 
 Select her Kindergarten class, then click Move Class . 
 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: 
 
 First listing: Sue Smith - Kindergarten 
 Second listing: Sue Smith - First Grade 
 
 
 Step 4: Create separate slot durations 
 
 Go to the Slot Editor page. 
 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: 
 
 A photo studio offering 20-minute headshots and 40-minute family sessions 
 An auto shop scheduling 30-minute oil changes and 60-minute brake jobs 
 A law office offering 15-minute consultations and 45-minute client meetings 
 
 
 Step 1: Create a New Event 
 
 Go to the pickAtime dashboard. 
 Create a new Normal event. 
 
 
 Step 2: Create Time Slots (Using Your Shortest Duration) 
 
 Click Go To Event , then select the Appointments tab. 
 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 
 
 Go to Settings → Services Setup . 
 Click the green + to add a new service. 
 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 
 
 On the scheduling site, participants first select a service from a drop-down list. 
 They click Filter Slots . 
 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: 
 
 Variable room assignments — e.g., a seminar moves from "Room A" on Monday to "The Auditorium" on Wednesday 
 Specific service details — e.g., a clinic offering different vaccine types (Trivalent vs. Quadrivalent) on different days 
 Instructor changes — e.g., different staff covering different days of a multi-day workshop 
 
 
 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: 
 
 Go to Settings / CUI Messages . 
 Go to Text View / Box Message . 
 Insert $(D_LOCATION) into your message template. 
 
 In Email Notifications: 
 
 Go to Settings / Notification Setup . 
 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 
 
 Go to the Importer option in the left-hand dashboard. 
 Set Data Type to "School." 
 Select your event from the Event drop-down. 
 Set File Type to "Parents (optional)." 
 Click Select File , choose your parent file, and click Open . 
 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 
 
 Enter an Event Name . 
 Select an Event Type : PTA , Simple PTA , Normal , or Roster . 
 Select an Event Template — use one of pickAtime's built-in templates, or base it on an existing event. 
 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 sectio n. 
 
 Formatting Options 
 You have five formatting options to choose from: 
 
 Table * This is the only option for PTA events.  
 Text 
 List 
 Vertical 
 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 / 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 / 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: 
 
 Go to Reports / Account Reports. 
 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: 
 
 Go to pickatime.com and click Client Login . 
 Log in with an administrative email address and password. 
 
 You'll land directly in the Reports section. 
 
 Select the Account Reports radio button. 
 Select the Report labeled Account - Invoices and Payments 
 Click  "Click Here"  within the report. 
 Select  Pay by Credit Card . 
 
 Payment Details for Wire Transfers 
 Beneficiary Information 
 
 Beneficiary :  PickATime 
 Beneficiary Address :  17307 NE 13th Place, Bellevue, WA 98008 
 
 Banking Information 
 
 Bank :  Bank of America 
 Bank Address:  15600 NE 8th St STE A9, Bellevue, WA 98008 
 Account Type :  Checking 
 Account # :  16436313 
 Routing # :  125000024 
 SWIFT code :  BOFAUS3N

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: 
 
 Go to  Global Setup / Business, Account Level Settings, Account Logo 
 Click on the upload button 
 You will then see a pop-up File Manager window, where you can choose a File on your PC and click the Upload button. 
 Then you will see the Image window with the option to crop your image. Once you have finished cropping, click 'OK.' 
 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: 
 
 Within the email, type the text that you want to hyperlink and then click the insert link option. 
 Within the dialog box, click the file option. 
 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.  
 If you still need to select a file to upload, click Choose File, select your file, and then click the Upload button. 
 Once your file is uploaded and in our system, click Insert.  
 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. 
 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. 
 
 They will go to the scheduling link provided by your organization.    
 Enter your email address and push the "Next" button.  
 You will see the message "Your email address is not registered. Please click  here  to sign up."  
 Enter your First and Last Name and your password, and then click the "Create your Free Account" button to create your account. 
 
   
 Current Users 
 
 If you have previously registered, enter your email address and push the "Next" button, and you will be prompted to enter your password and then click "Sign In". 
 
 Forgotten Password 
 
 If you have forgotten your password, you can click the Forgot Password button, and a new password will be emailed to you.  
 
 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: 
 
 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. 
 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. 
 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: 
 
 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 change their passwords on a 90-day rotation. 
 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 t he 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: 
 
 Settings / UI Setup 
 Settings / Vendor View Setup 
 Settings / Notifications Setup 
 Settings / CUI Messages 
 
 Scope options: You can choose how broadly a change applies: 
 
 All events of the same type 
 All events of the same category and type 
 Only the current event (the "safety toggle" — use this to customize a single event without affecting others) 
 
 
 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
Adding Consent Forms in pickAtime 
 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) 
 
 
 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. 
 
 
 
 Customize the Button Text : 
 
 Go to  Settings / CUI Messages . 
 Modify the  "Make appointment / Create"  button text to something like  "Accept and Make Appt." 
 
 
 
 Example : 
 
 “By clicking 'Accept and Make Appointment' I am agreeing to all district policies for the loan of this Chromebook.” 
 Follow this with a list of your policies or terms. 
 
 This method is great for providing clear consent language without requiring user interaction beyond the appointment confirmation. 
 
 Alternative Method: Using a Checkbox Confirmation 
 
 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." 
 

 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: 
 
 Checkbox: "I confirm that I have read and accepted the Any School Terms of Use." 
 
 
 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 . 
 
 Cost: 3¢ per text message sent 
 Activation: Once enabled by our team, a new SMS section will appear under Notification Setup 
 
 
 2. Configuring the Automated Reminder 
 In Notification Setup → SMS , you can configure: 
 
 Enable Reminders: Check the box to activate automated SMS reminders 
 Custom Message: Enter your preferred reminder text 
 Timing: Set how far in advance the message should send (e.g., 24 hours or 2 hours before the appointment) 
 
 
 ⚠️ 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: 
 
 Filter your list by Event or Date . 
 Select the participants you want to reach. 
 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 (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 
 
 
 
 
 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 (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 
 
 
 
 
 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.  
 
 Table * This is the only option for PTA events.  
 Text 
 List 
 Vertical 
 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.

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.