# Blackbaud Management Guide # Administrator Access #### Updating an Existing Contact's Access 1. Go to the Contacts tab and search for the contact. 2. Select their name. 3. Adjust the **Admin Level** pull-down to set their access. This allows the contact to log into the Admin UI and view reports, with permissions determined by the level selected (see table below). --- #### Adding a New Administrator 1. Click the green **Add** button. 2. Select **Admin...**. 3. Fill in the contact's information. 4. Set their **Admin Level** using the pull-down. The new contact will be prompted to create a password the first time they log in. --- #### Admin Access Levels
LevelPermissions
**Appointment Viewer**Can log in and view appointments only — no changes allowed
**Appointment Maker**Can make appointments from the Admin UI, but cannot change setup or add/remove slots
**Resource Administrator**Can make/cancel appointments and add/remove slots — limited to the specific resources granted in **Resource Access**
**Event Administrator**Full administrative access to one or more specific **events** — set under **Event Access**
**Administrator**Full access to the entire account
> All levels include access to reports. --- #### Granting Specific Access Some levels require you to specify *what* the contact can access: - **Appointment Viewer, Appointment Maker, Resource Administrator:** Set their accessible resources under **Vendor Access / Resource Access**. - **Event Administrator:** Set their accessible event(s) under **Vendor Access / Event Access**. --- #### Updating Multiple Teachers/Admins at Once To bulk-update access levels for a group of contacts: 1. Go to **Global Setup / Contacts**. 2. Under **Advanced Options**, click **Modify Admin Level**. # Allow Teachers to Block Slots #### Why upgrade teacher access? By default, teachers have **Appointment Viewer** access only — they can view their schedule but not make changes. Upgrading teachers to **Appointment Maker** access allows them to **block their own slots** before the scheduler opens to parents. This is useful when an admin has bulk-created slots for all teachers, and each teacher needs to block off specific times (e.g., for breaks or unavailability). --- #### How to upgrade teacher access 1. Go to **Global Setup / Contacts**. 2. Click **Show Advanced Options**. 3. Click **Modify Access Level**. 4. Change the access level from **Appointment Viewer** to **Appointment Maker** for your teachers. Each teacher will now have access to manage their own schedule. --- #### How teachers block/unblock slots 1. Log into the Admin UI — teachers will land directly on the **Reports** section. 2. Click **Block Schedule** at the top of the page to go to the **Appointments** page, showing their available time slots. 3. To **block** a slot, click the **X** in that slot's cell — it will turn **red**. 4. To **unblock** a slot, click the **X** again — it will turn back to **blue**, indicating it's available. # Allow Teachers to Pre-Book Appointments By default, teachers have **Appointment Viewer** access only — they can view their schedule but not make changes. Upgrading them to **Resource Administrator/Appointment Maker** access lets them book appointments on behalf of parents, before the scheduler opens to parents. --- #### How to Upgrade Teacher Access 1. Go to **Global Setup / Contacts**. 2. Click **Show Advanced Options**. 3. Click **Modify Access Level**. 4. In the pop-up, select **Appointment Maker** as the new access level, then click **OK**. All teachers currently set to **Appointment Viewer** will be upgraded to **Appointment Maker**, gaining the ability to book appointments on behalf of parents. Each teacher will also have access to manage their own schedule. --- ## Booking Appointments in the Admin UI Booking through the **CUI** (parent-facing scheduler) respects all standard restrictions and limits. To **override** those restrictions — for example, giving a parent extra time with a teacher — book the appointment manually through the **Admin UI** instead. > For the PTA product, every appointment must have **both** a student and a parent associated with it. --- #### How to Book an Appointment 1. Select the **Appointments** tab and use the calendar on the left to select the correct day. 2. Select the teacher on the right-hand side, then locate the slot you want to fill. 3. Click the **green plus sign (+)**. 4. Select the student: - If the student appears in the list, select them directly. - If not, uncheck **"Students of \[Teacher Name\]"** and search for the student by name. - Click **OK**. 5. The parent's name will display automatically. If multiple parents are found, select the correct one from the pull-down. 6. The appointment box will now show both the student's and parent's names. 7. Select the correct class, if more than one option is available, then click **OK**. > **If the appointment has a red border:** Click it to view the error message below the calendar. Click **Cancel Appointment** to remove it, or **Confirm Appointment** to force the booking and clear the red highlighting. --- #### Other Appointment Options Click any existing appointment, then open the **Appointments** drop-down to access:
OptionWhat it does
**Confirm Appointment**Confirms a flagged (red) problem appointment
**Cancel Appointment**Cancels the appointment, with the option to send a cancellation email
**Edit Appointment**Edits appointment-specific details (e.g., custom info collected from parents)
**Change Time**Moves the appointment to a new time
**Send Reminder**Sends a reminder email to the parent
**Customer Info**Opens the Contact Information dialog for the parent
--- ## Adding a New Student/Parent #### Step 1: Add the Student 1. Go to **Contacts**. 2. Search for the student by name. 3. If not found, click **Add → Student...**. 4. Fill in the **Student First Name** and **Student Last Name** (the only required fields). 5. Click **Add**. --- #### Step 2: Add the Parent 1. Search for the parent by name. 2. If not found, click **Add → Parent...**. 3. Fill in **First Name**, **Last Name**, **ParentID**, and **Email Address**. 4. Click **Add**. --- #### Step 3: Connect the Student to the Parent 1. Search for the student by name again. 2. Select the student, then select the small **Parent-Students Map** tab. > Under **Parent List**, you'll only see parents already associated with this student. 3. Click the green **Add** button under **Parent List**. 4. In the **Select Person** dialog, choose the correct parent from the list of contacts without a Student ID, then click **Add**. --- #### Step 4: Enroll the Student in Classes 1. Go to **Class Editor**. 2. Select the teacher, then the class. 3. In the entry box above the student roster, type the student's name using your account's name format (**Last, First** or **First Last**). > Not sure which format your account uses? Check how other students are listed in the same class roster. 4. Press **Enter** when the system finds a match. 5. Repeat for each class the student should be enrolled in. # Creating a New Blackbaud User To set up a new user in Blackbaud: 1. Go to **Core / Users**, and click **Add New User**. 2. Fill in the required fields: **First Name**, **Last Name**, and **Username**. 3. Open the newly created user to edit them. 4. Go to the **Access** tab and select **Role Membership**. 5. Select the appropriate roles — e.g., **PickAtime Manager**, **Platform Manager** — then click **Save**. # Creating Teams You can combine teachers into teams from the **Class Editor** page. --- #### Create a New Team 1. Select **Add Teacher/Team → Add Team**. The **Select Person** dialog will open. 2. Search for and select the first teacher, then click **Add to Team** (top-left corner of the dialog). 3. Repeat for the second teacher. 4. Once all team members appear in the top-left list, click **OK**. > **Double-booking protection:** Booking a slot with the team automatically blocks the corresponding slot for each individual team member — and vice versa, booking with an individual teacher blocks the corresponding team slot. --- #### Add Teachers to an Existing Team If a teacher is already listed in Class Editor and you'd like to add them to a team: 1. Select the teacher on the left-hand side. 2. Select **Add Contact/Team → Assign Team**. The **Select Person** dialog will open, with the first teacher you selected already on the team. 3. Search for and select the teacher to add, then click **Add to Team**. 4. Repeat for any additional teachers. 5. Once all team members appear in the top-left list, click **OK**. # Contacts #### Contacts The **Contacts** tab is where your full list of teachers, administrators, students, and parents is stored. Parent contact records are created automatically the first time they log into the online scheduler. > **Note:** Student and parent names don't display automatically — you'll need to search by first or last name to find them. **To get started:** From the Admin UI, select **Contacts** on the top navigation. --- #### Viewing Contact Info Search for and select a contact to populate their details on the right-hand side. Several tabs are available:
TabWhat it shows
**Contact Info**Email, first/last name, admin level, customer access rights, and any custom fields configured under **Global Setup / Contacts**
**Appointments** *(small tab, distinct from the main Appointments tab)*All appointments for this contact. For students, this shows enrolled classes.
**Log**Email history and a log of when appointments were booked or canceled
**Vendor Access**Resource Access and Event Access settings for administrators
**Parents-Students Map**View, create, or edit which students are linked to a parent (see Parent-Student Relationships)
**Search options:** The Search Control list allows you to search by **Last Name**, **First Name**, **Email**, or any custom ID fields configured under **Global Setup / Contacts**. > **Single Sign-On note:** Teacher/Student/Parent IDs are translated from your school's **BBID** and must be included to support SSO access. **Other actions available from a selected contact:** - **Delete** — removes the contact - **Reset PW** — resets the contact's password to your account's default password (configurable under **Global Setup / Contacts**) --- #### Setting Up Vendor Access > **Important:** When adding a new contact with **Appointment Viewer**, **Appointment Maker**, or **Resource Administrator** access, be sure to check the appropriate box under **Vendor Access / Resource Access** — otherwise they won't have access to any resources. **Master Access:** The **"Allow access to all events and all resources"** option under **Master Access** is only available for **Appointment Viewer** and **Appointment Maker** levels. It is **not** available for **Resource Administrator** or **Event Administrator** levels, which require resources/events to be granted individually. --- #### Adding a New Contact 1. Click **Add**. 2. Select a contact type from the drop-down: - **Teacher** - **Student** - **Parent** - **Other** 3. Fill in the fields marked `` on the form — fields vary depending on the contact type selected. > **Note:** You can't create a new contact using an email address that's already associated with another contact on your account. # Directions for Parents (single event) Follow the directions provided by your school to access the Parent-Teacher Conference Scheduler. --- #### Step 1: Sign In Parents access the pickAtime Online Scheduler directly from the **Blackbaud Resource Board**, via a pickAtime tile. --- #### Step 2: Select Your Student(s) Your student will already be attached to your account. - Click the student(s) whose schedule you'd like to view.

If a student is attached but shows no classes within the event, please contact the event administrator.

--- #### Step 3: Select Teachers By default, all of your child's teachers are selected. - **To exclude a teacher:** Uncheck the box next to their name. - **When ready:** Click **Filter Slots**. --- #### Step 4: Book Appointments The scheduling grid displays available times as squares with a **plus sign (+)**. 1. Click your preferred time square. 2. Click **Create Appointment**. 3. A confirmation message will briefly appear at the top of the screen. 4. Repeat for each teacher you'd like to visit. --- ### Managing Your Schedule #### View or Print Your Schedule Click **Printable Schedule** in the left-hand sidebar to see your full itinerary. --- #### Changes & Cancellations **On a computer:** 1. Click **My Appointments** in the left-hand sidebar. 2. Locate the appointment you'd like to change. 3. Hover over the appointment to reveal **Details**, **Edit**, and **Cancel** options. **On a mobile phone:** 1. Tap the **menu icon** (☰) in the top-left corner. 2. Select **My Appointments**. 3. Tap the **three dots (⋮)** next to an appointment to modify or cancel it. # Divorced Parents **Default behavior:** PTA scheduling enforces a **one appointment per teacher per class** rule per student. This means two parents can split up conference duty — one can book appointments with half the teachers, and the other can book with the remaining half — while the system still ensures no teacher gets double-booked for the same child and class. **If divorced parents would prefer separate appointments:** Sometimes both parents need their **own, separate** appointment with the same teacher for the same class — which the standard one-appointment rule doesn't allow. --- #### The Solution: Clone Student To allow two separate appointments with the same teacher, you'll create a second record for the student so the system treats them as two distinct children. 1. In the Admin UI, go to Contacts and search for the student. 2. Select the student, then click **Clone Student**. This creates a duplicate student record, with an asterisk (`*`) appended to the original **Student ID**. --- #### Linking the Cloned Record to the Second Parent - You'll be prompted to associate the cloned record with one of the existing parents. --- > Since pickAtime now treats the two records as separate children, each parent can book independently with the same teacher without conflict. **Note:** Some schools maintain a standing list of families who use Clone Student every year, while others handle it case-by-case as requests come in.

Note that the import from Blackbaud will bring in each student associated with both parents, regardless of whether you have cloned the student in the past.

# Making Parent Appointments 1. Booking through the **CUI** (parent-facing scheduler) respects all standard restrictions and limits. To **override** those restrictions — for example, giving a parent extra time with a teacher — you'll need to book the appointment manually through the **Admin UI**. > For the PTA product, every appointment must have **both** a student and a parent associated with it. --- #### Making Parent Appointments 1. Select the **Appointments** tab. 2. Select the correct date on the calendar (left-hand side). 3. Select the correct teacher, then click the time slot where you'd like to schedule the appointment. 4. Click the **green plus sign**. This opens the **Select Person** dialog. 5. Select the student: - If the student is on the teacher's roster, select their name from the list on the right and click **OK**. - If the student is **not** on the teacher's roster, uncheck **"Students of \[Teacher Name\]"**, search for the student by name, select them, and click **OK**. 6. This opens the **Create Appointment** dialog. 7. The parent name will display automatically. Select the correct class (if more than one), then click **OK**. Once complete, the appointment box will display both the parent's and student's names. > **If the appointment has a red border:** Click on it to view the error message shown below the calendar. From here, either click **Cancel Appointment** to remove it, or click **Confirm Appointment** to force the booking and clear the red highlighting. --- #### Other Appointment Options Click on any existing appointment on the **Appointments** page, then open the **Appointments** drop-down to access:
OptionWhat it does
**Confirm Appointment**Confirms a flagged (red) problem appointment
**Cancel Appointment**Cancels the appointment, with the option to send a cancellation email
**Edit Appointment**Edits appointment-specific details (e.g., custom fields collected from parents)
**Change Time**Moves the appointment to a new time
**Send Reminder**Sends a reminder email to the parent
**Customer Info**Opens the Contact Information dialog for the parent
# Modifying Enrollment Data #### Modifying Enrollment Data 1. From the Admin UI, select the **Class Editor** tab. 2. Select a teacher, then select the class. The class roster will display on the right-hand side. **To remove a student:** Select the student and click the **red X** to the left of their name. > This only removes the student from this **class** — it does not remove them from your account. **To enroll an existing student:** 1. Start typing the student's name in the white box at the top of the roster. 2. If the student is already in your account, the system will suggest a match. 3. Press **Enter** to confirm and add them to the roster. **To enroll a new student (not yet in your account):** 1. Go to the **Class Editor** page and select the teacher, then the class. 2. Click the **Enroll Student** icon (above the roster, far right). 3. In the **Select Person** dialog, click **Add Student**, then fill in the student's details — **First Name**, **Last Name**, **Security Value**, and **Student ID** — in the fields marked `` 4. Press **Add** 5. Click **OK**. The student will now appear in the roster. # Moving a Class 1. From the Admin UI, select the **Class Editor** tab. 2. Select the teacher from the list on the left. 3. Select the class to be moved. 4. Click **Move Class**. 5. Select the teacher the class should be moved to. # Parent Student Relationships #### Parent-Student Relationships The **Parents-Students Map** tab (right side of the Contacts page) lets you view, create, and modify which students are linked to each parent. --- #### Viewing Relationships 1. Go to **Contacts** and search for a contact on the left. 2. Select the contact, then select the **Parents-Students Map** tab. What you'll see depends on the contact type: - **Student selected** (has a Student ID) → shows **Parent List** - **Parent selected** (has a Parent ID) → shows **Student List** **To remove a relationship:** Click the **red X** to the left of a name in either list. --- #### Adding a New Student 1. Go to [Contacts](https://help.pickatime.com/books/pta-management-guide/page/contacts) and search for the student by name. 2. If not found, click **Add / Student...**. 3. Fill in **First Name**, **Last Name**, **Student ID**, and **Security Value**, then click **Add**. --- #### Connecting a Student to a Parent **If the parent already exists in Contacts:** 1. Search for and select the student, then select the **Parents-Students Map** tab. 2. Click the green **Add** button under **Parent List**. 3. In the **Select Person** dialog, find and select the parent, then click **Add**. **If the parent doesn't exist yet:** 1. Go to **Contacts** and click **Add → Parent**. 2. Fill in the parent's **First Name**, **Last Name**, and **Email**, then click **Add**. 3. Search for and select the newly created parent, then select the **Parents-Students Map** tab. 4. Click the green **Add** button under **Student List**. 5. In the **Select Person** dialog, find and select the student, then click **Add**. --- #### Adding to an Existing Relationship **To add a parent to a student's record:** 1. Select the student in **Contacts**, then go to the **Parents-Students Map** tab. 2. Click **Add** under **Parent List**, select the parent, and click **Add**. **To add a student to a parent's record:** 1. Select the parent in **Contacts**, then go to the **Parents-Students Map** tab. 2. Click **Add** under **Student List**, select the student, and click **Add**. # Problem Appointments The [Appointments List](https://help.pickatime.com/books/additional-event-features/page/appointments-list) page shows a master list of all appointments, including any that need attention. --- #### Red Appointments — Rule Violations **What they are:** Previously booked appointments that violate a rule configured under **Settings → UI Setup**. **How they're created:** - An admin manually books an appointment that breaks a configured rule (e.g., booking limits, one-appointment-per-teacher rules). **To resolve:** 1. Click the red appointment to see the reason for the conflict, shown below the calendar. 2. Open the **Appointments** drop-down and select **Confirm Appointment** to force the booking and clear the flag. > ⚠️ **Important:** Red appointments are invisible to parents — they do not appear as booked on the parent's schedule, and reminder emails will **not** be sent until the appointment is confirmed. Always check the Appointments List for unresolved red appointments. --- #### Orange Appointments — In Progress **What they are:** Appointments currently being booked by a parent, mid-process. **Behavior:** - Cannot be manually deleted or selected for email notifications. - Automatically managed by the system — if the parent is inactive for too long without completing the booking, the appointment is automatically canceled. - The orange status disappears once the parent clicks **Create Appointment** to finish booking. > This status is useful for admins booking appointments manually: it prevents you from accidentally selecting a time slot a parent is currently in the process of booking. --- #### Deleted Slots with Existing Appointments When you delete a slot that has appointments booked on it, those appointments are **not deleted** — they're **flagged** instead, and will appear in the **Appointments List** for review. # Reports When you log into pickAtime, you'll land on the **Event Reports** page by default. Reports fall into two categories: **Event-Specific** and **Account-Specific**. --- ### Event-Specific Reports Select your event from the **Event** pull-down. If your event's dates have already passed, enter a **From/To** date range to pull historical data — otherwise, this is optional.
ReportWhat it shows
**Teachers' Schedule**Appointment schedule per teacher. Supports filtering by teacher, plus "Show All Slots" to see every slot (booked or not). Can be emailed to all teachers or one individual.
**Teachers' Appts**Number of appointments scheduled per teacher
**Teachers' Slots**Number of available vs. total slots per teacher
**Teacher By Rooms**Sorted list of appointments by room — includes room, teacher, time, student, and parent. Supports "print one per page" for a page break per room.
**Parents' Schedule**Sorted appointment list per parent. Filterable by individual parent; can be emailed to all or one parent. *Can be sent directly to parents.*
**Students' Schedule**Sorted appointment list per student. Filterable by individual student. *Can be sent directly to students.*
**Number of Parents and Students**Count of parents/students with appointments, sorted by date for multi-day events
**Appointment Histogram**Number of appointments by date and time
**Appointment Count by Parent**List of parents and how many appointments each has made
**Appointment Count by Student**List of students with booked appointments
**Students Without Any Scheduled Appointments**Students whose parents haven't booked any appointments. *Can be sent to parents.*
**Students Without Any Scheduled Appointments by Class**Per-class gaps — e.g., a student enrolled in 7 classes with only 5 booked will show the 2 missing. *Can be sent to parents.*
**All Teacher/Team Appointments**Like Teachers' Schedule, but for teachers on a team, shows a combined master schedule of both individual and team appointments
**Class Rosters**Class roster per teacher/class
**Appointments by Date/Time**All appointments listed chronologically
**Display Only Empty (Not Blocked) Slots**List of open, unblocked slots per teacher
**Additional Report Fields:** Most reports support adding extra columns via links like *"Student's Contact Fields,"* *"Parent's Contact Fields,"* and *"Appointment Fields"* — useful for pulling in details like email addresses or Student IDs. --- ### Managing Reports Every report supports the following options:
ActionDescription
**Format**Print, export to XML, or export to tab-delimited (Excel-compatible)
**Email Report**Send the report to yourself or others
**Save Report Settings**Saves customizations (e.g., added fields) so they persist next time you run the report
**Schedule Report Delivery**Set a date range, time of day, and frequency for automated email delivery
--- ### Account-Specific Reports Toggle to **Account Reports** mode to view data across your **entire vendor account** (all events).
ReportWhat it shows
**Settings**Your account's auto-generated scheduler URL
**Account – Invoices and Payments**Account balance, invoice history, and payment history. Click an invoice # to view it and pay by credit card.
**Problem Appointments**Appointments placed "on hold" — e.g., when a slot with an existing appointment is deleted, the appointment isn't deleted but flagged here for review
**Appointments from All Events**All appointments across every event on your account
**Contacts Without Appointments**Contacts who've logged in but never booked an appointment
**List of Administrators**Admin emails and access levels. For teachers (auto-assigned Appointment Viewer access), this also shows which resources/teachers they can access. Click **Additional Fields → Last Logged In** to see last login dates.
**% Full**Percentage of booked vs. available slots, across multiple events
**Cancelled Appointments**All cancelled appointments, with cancellation date/time and who cancelled
**Appointment Counts for All Events**Total appointment counts across every event
**Resource Mapping**Shows all resources and their associated contacts/teachers — useful for verifying Team assignments
**Parents Without Students**Parents not linked to any student
**Students Without Parents**Students not linked to any parent
**Parent-Student Relationship**Table of all parent-student associations
**Scheduled Report Delivery**Overview of your automated report deliveries — recipients, frequency, last sent date. Delete entries here to cancel a scheduled delivery.
**Appointments Summary by Contacts**Appointments booked by specific contact(s), across all events on the account
# Rooms ### **Room Information** The **Room** column can be displayed on the event scheduler by going to the **Admin UI** page, selecting **Settings**, and enabling **Display Class Name** under **Scheduler Display**. The Room column is also used for the **Teachers by Room** report, which displays all appointments taking place in a specific room. Schools using the Blackbaud integration can include room information in their Parent-Teacher Conference events by either manually adding room information directly to each teacher within the event or disabling the Sky API importer and importing room assignments with the Teacher and Class files via pickAtime's importer. Contact pickatime for assistance with this. #### **Updating Room Information** To add/change room information for an individual teacher: 1. Go to Event Management and select the **Appointments** tab. 2. Locate the teacher in the teacher list (right-hand side). 3. The room number column should be displayed next to the teacher's name and can be edited directly by clicking within the field. #### **Updating Room Information by Import** If room assignments need to be updated for multiple teachers at once: 1. Disable the Sky API Importer (Global Setup/Business/Integration Options/SingleSignOn) by clicking *'Use SKY API Importer'.* 2. Import an updated [**Teacher** ](https://help.pickatime.com/books/pta-setup-guide/page/step-two-import-data-files)file containing the new room numbers. 3. Import the corresponding [**Class** ](https://help.pickatime.com/books/pta-setup-guide/page/step-two-import-data-files)file. After both imports are completed, the room numbers will be updated for all teachers included in the event.

**Do not** import the Class File if you have made any manual changes to your event's data.

#### **Using Room Information for Virtual Meetings** The Room field can also be used to store meeting URLs for virtual conferences using services such as Zoom, Google Meet, Microsoft Teams, GoToMeeting, or Skype. To include virtual meeting information in appointment notifications: 1. Enter the meeting URL in the teacher's Room field. 2. Add the macro **$(ROOM)** to your confirmation and/or reminder email templates. When appointment emails are sent, the meeting URL stored in the Room field will automatically be included in the message sent to parents. # Sending Custom Emails The **Appointments** **List** page — **not** the main Appointments page — lets you search for and manage appointments by: - A single date - A date range - An event This returns a list of parents with appointments matching your search, along with options to **email**, **delete**, **confirm**, or **recreate** slots and appointments. --- #### Sending Emails from the Appointments List 1. Click **Send Email** at the top of the page. 2. Choose **Send to All** or **Send to Selected**. 3. In the dialog that appears, choose an email type: - **Reminder email** - **Custom email** [![image.png](https://help.pickatime.com/uploads/images/gallery/2026-04/scaled-1680-/nATimage.png)](https://help.pickatime.com/uploads/images/gallery/2026-04/nATimage.png) You can send using the existing template as-is, or customize it for this send. > Email templates are managed under **Settings/ Notification Setup**. # Teacher Access Teachers can view their own schedule by logging in at **pickAtime.com**, or via the **Blackbaud Portal** the same way a parent would. SSO access is determined by the role tied to the user's **BBID**. Once logged in, a teacher or admin (whose BBID maps to a **TeacherID**) is taken directly to the **Reports** page, where they can view their booked appointments. --- **For users with dual roles (teacher *and* parent at the school):** These users' BBID appears **twice** in the system — once as a parent, once as a teacher. They'll land on the standard parent scheduling page first. From there, they'll see an **Admin UI** link, which takes them to the **Reporting** section to view their teaching schedule. > See the Reports section for details on the available reports. # Types of Parents within your pickAtime account You will notice that parents who are current vs prospective are marked differently within contacts. - **Current Parent** (this parent would generally be accessing Parent-Teacher Conferences) - **Prospective Parent** (this parent would generally be accessing interview-like events) ![](https://pickatime.com/help/lib/NewItem%2041.png) - **Import Parent Type**: Prospective in pickAtime includes Blackbaud's roles Parent of Candidate; Parent of Incoming Student. # Viewing Appointments in the Admin UI You can adjust several display settings to make the Appointments page easier to read. --- **Adjust row height (make time slots taller):** On the **Appointments** tab, hover over one of the horizontal lines just above a time marker, then click and drag vertically. **Adjust column width:** Hover over the space between two resource columns, then click and drag. **Adjust time markers and gridlines:** Go to **Settings / Vendor UI Setup** and modify **"Time Mark Display on the Appointments Page."** **Adjust the visible time range (scroll bar limits):** On the same **Vendor UI Setup** page, under **"Hours Visible on the Appointments Page,"** set the minimum and maximum hours shown. > This range applies account-wide per event — it is **not** day-specific. If one day has slots from 8–5 and another has slots from 9–6, set the range to **8–6** so the scroll bar covers all possible slot times across every day. # Blackbaud PTA Videos ##### **Getting Started with your PTA event** - [Creating a company account](https://www.youtube.com/watch?v=l6fzIhUJKVM) - [How to add an event in a ](https://www.youtube.com/watch?v=MjfSrgEcZZY)[Parent Teacher Conference](https://www.youtube.com/watch?v=MjfSrgEcZZY)[ Event](https://www.youtube.com/watch?v=MjfSrgEcZZY) - [Duplicating vs Creating a new Parent-Teacher Event](https://www.youtube.com/watch?v=taVvC2TuYYM) - [How it All Works](https://youtu.be/lvnhQ9rCicE) --- ##### **Single Sign-On** - [Setting Up Your School's Single Sign O](https://youtu.be/2IHBBM2hXUk)[n For New Schools](https://youtu.be/2IHBBM2hXUk) - [Setting Up Your School's Single Sign On For Established Schools](https://youtu.be/5RR7hv-nnBA) --- ##### **The Backend** - [A Tour of the Admin UI](https://www.youtube.com/watch?v=3Ens9nxJW3w) - [CUI Messaging](https://www.youtube.com/watch?v=-MrsIZRYmRU) --- ##### **Working with slots in your PTA event ** - [Creating Slots in your Parent-Teacher Conference](https://www.youtube.com/watch?v=xteXvbGRDG0) - [Adding in ](https://www.youtube.com/watch?v=5P1KYs4PGrc)[Travel Break](https://www.youtube.com/watch?v=5P1KYs4PGrc)[s](https://www.youtube.com/watch?v=5P1KYs4PGrc) - [Handling ](https://www.youtube.com/watch?v=HNdej9JWcxk)[Lunch and Dinner Breaks](https://www.youtube.com/watch?v=HNdej9JWcxk) - [Copying vs Moving Slots](https://www.youtube.com/watch?v=0vYZ2tlLvLk) --- ##### ** Working with classes and teachers at your PTA event ** - [Understanding t](https://www.youtube.com/watch?v=A92tzT04-Tw)[he Class Editor](https://www.youtube.com/watch?v=A92tzT04-Tw) - [Creating a Teacher Team](https://youtu.be/ogI8oYsYXvw) - [Understanding the difference between administrative levels](https://www.youtube.com/watch?v=9pBFXuPK-KY) - [Understanding the difference between ](https://www.youtube.com/watch?v=oCz7fexfcTI)[Appointment viewer vs maker](https://www.youtube.com/watch?v=oCz7fexfcTI) - [How Teachers block their own schedule](https://www.youtube.com/watch?v=mwFHvKN5GWo) - [How to order teachers](https://www.youtube.com/watch?v=F2O2lah6DYo)[ alphabetically](https://www.youtube.com/watch?v=F2O2lah6DYo) - [Displaying Class Names in a Parent-Teacher Conference](https://www.youtube.com/watch?v=jGOwvLewqpQ) --- ##### ** Working with parents and students at your PTA event ** - [The Login As Feature](https://www.youtube.com/watch?v=QbDt2GMju64&t=6s) - [Cloning Students](https://www.youtube.com/watch?v=une98JRwR7Y) - [Manually scheduling an appointment](https://www.youtube.com/watch?v=Z1Leg51CDZQ)[ in a Parent-Teacher Conference](https://www.youtube.com/watch?v=Z1Leg51CDZQ) - [Using the Select Student in a Parent-Teacher Conference Event](https://www.youtube.com/watch?v=p_a26vUSEJk) - [How to remove Appointment Times](https://www.youtube.com/watch?v=_Ol2BBsCQas) --- ##### ** Additional features ** - [Customizing emails](https://youtu.be/TFZm6CK5gT8) - [Understanding Appointment Fields](https://www.youtube.com/watch?v=YNU1S2qDRrY) - [Understanding reports](https://www.youtube.com/watch?v=Zc-fJ_SkBTQ) # Advanced Options # Adding Counselors or other non Teachers to your event **Q**: *Our counselors don't have specific student groups assigned in Blackbaud. Can we mass-import a custom list of "counselors” (teachers),* *as well as class-teacher and class-student associations, into pickAtime?* --- Yes, you can achieve this by using the pickAtime Importer to bypass the standard Blackbaud SKY API sync. This allows you to manually define counselor-student relationships. #### **Step 1: Adjust Your Settings** To allow manual imports while using Blackbaud, you must first disable the automated sync: - Navigate to Global Setup / Business. - In the Single Sign On section, uncheck the box labeled "Use SKY API, Importer.". #### **Step 2: Prepare Your Data Files** You will need to create and import three Tab-delimited text file (\*.txt or \*.tsv):
**File Type** **Requirement** **Key Instruction**
[Teacher file](https://pickatime.com/help/TeacherFile.html) List of Counselors Use their BlackbaudID as the TeacherID.
[Class file](https://pickatime.com/help/ClassFile.html) "Counselor Classes" Create a unique ClassID (e.g., smith\_counselor) and ClassName (e.g. Counselor John Smith) for each counselor.
[Enrollment file](https://pickatime.com/help/EnrollmentFile.html) Student Rosters Use the ClassID from Step 2 and the StudentID from Blackbaud to link them.
#### **Step 3: Run the Import** 1. Go to the Importer page. 2. Set Data Type to "School". 3. Select your specific event from the Event dropdown. 4. Upload the files one by one in this order: Teacher → Class → Enrollment. 5. Click Select File and Import for each. #### **Step 4: Verification** Once the imports are complete, open your event in the Admin UI and navigate to the Class Editor. Here, you can verify that the counselors are correctly linked to their assigned students. --- Note: Because you are unchecking the "Use SKY API Importer" box, ensure that any other automated data syncs you rely on won't be negatively impacted during this manual process. Once you complete the import of the data files, you can activate the ‘Use SKY API Importer’ again. # Admissions Importing and Events To import contacts with the roles **Parent of Candidate** and **Parent of Incoming Student**, select the **Admission Event** import option. > **Note:** No specific event needs to be selected for this import type — it brings parent contact records into your **entire school vendor account**, not a single event. Once you complete the initial import, this data will **sync automatically every day**. > **Roles included:** This import brings in contacts with the roles **Parent of Candidate** and **Parent of Incoming Student**. # Other Event Scheduling While pickAtime is most commonly used by Blackbaud schools for parent-teacher conferences, the platform is flexible enough to handle a wide range of other event types — for example: school tours, admissions interviews, counseling appointments, summer school registration, career fairs, teacher training, volunteer sign-ups, college rep visits, iPad/laptop checkout appointments, shadow student visit days, uniform fittings, senior photos, and parent surveys. For these use cases, pickAtime offers two event types: - **Normal** - **Roster** --- #### "Just for Admins" Events (Blackbaud Schools) For any event type, Blackbaud-integrated schools have access to a special **"Just for Admins"** option. **To enable it:** Go to **Event Management / Settings / UI Setup**, and check the box at the bottom labeled **"Display CUI as the default page for Admins after the login process."** > ⚠️ **Important:** Enabling this option makes the event visible to **Admins only** — it will **not** be available to regular parent users. # SSO - 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:
FieldDescription
**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:**
ParentIDFirstLastEmailEventID
29786SallyJones28972X
27856BobWilliamson28973X
--- #### Step 2: Temporarily Disable Blackbaud Import > ⚠️ **Required before importing this file:** 1. Go to **Global Setup / Business / Show Advanced Options / Single Sign On Options / Blackbaud**. 2. Remove the **School System Login/ID**. > After completing your import (Step 3 below), **restore** your School System Login/ID. --- #### Step 3: Import the File 1. Select **Importer** from 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 (and your School System Login/ID is restored), parents will be automatically directed to the correct event(s) when they log in. --- ### Category Options If you're using **Category Sort** for Prospective and Current parents, pickAtime offers a dedicated setup option: Go to **Global Setup / Contacts / Advanced Options / Setup Parents Category** — a multi-select drop-down for event categories, letting you assign each section its own **CategoryID**. # Types of Parents within your pickatime account Parents are categorized differently in **Contacts**, depending on their relationship to the school:
**Type****Typically used for**
**Current Parent**Parent-Teacher Conferences
**Prospective Parent**Interview-like events (admissions, etc.)
**Note:** The **Prospective** import parent type includes Blackbaud's roles **Parent of Candidate** and **Parent of Incoming Student**.
### **Helping Prospective Parents Access Their Events** Parents with the roles **Parent of Candidate** or **Parent of Incoming Student** don't have [access to the Resource Board](https://kb.blackbaud.com/knowledgebase/Article/109627) by default. To reach them, you'll need to use Blackbaud's **Smart Tuition SSO**, placed either in the **Admissions Progress Text Box** or as a **Checklist Step**. #### **Prerequisite: Accessing Admissions Setup** To configure this, you'll need the **Admissions Manager** role in Blackbaud.

⚠️ After this role is applied to your account, you must **log out and log back in** for it to take effect.

##### **Option A: Add the SSO Link to the Admissions Progress Text Box** 1. In **Enrollment Management**, go to **Admissions → Admissions Setup**. 2. Select **Candidate Progress Text**, and write the message you'd like to show to Parents of Candidates/Incoming Students. 3. Highlight the text you want to hyperlink, then click the **hyperlink** button. 4. Paste in your SSO URL — found under **Core / Security / Authenticate Settings / SSO Settings** *(see steps 3–6 of SSO Setup)*. 5. Save your message. 6. 💡 **Customizing link color:** There's no built-in color option. Instead, open the **Source Code viewer** (the **`<>`** button, top-left) and add `style="color: red;"` inside the link tag:
```html Text visible to Parents of Candidate ``` ##### **Testing this setup:** 1. In **Core**, under your account name, select **Impersonate User**. 2. Choose a user with **only** the role **Parent of Candidate** or **Parent of Incoming Student**. 3. Confirm the new message and link appear correctly. #### **Option B: Add the pickAtime Link as a Checklist Step** 1. In **Enrollment Management**, go to **Admissions → Admissions Setup**. 2. Select **Checklists**. 3. Click **Edit** on the checklist you want to modify. 4. Locate the relevant stage, then click **Add Step**. 5. Fill out the form: **Type**, **Name**, **Due Date**, **Staff Assigned**, whether it's **Required**, and select **Yes** under **Candidate Publishing Options**. 6. Add a **Step Name** and **Description**, then paste your SSO URL — found under **Core / Security / Authenticate Settings / SSO Settings** *(see steps 3–6 of SSO Setup)*. An image is optional. 7. Click **Show Details**, then **Save**. 8. If this change affects existing candidates, you'll be prompted to update which candidates should have access. 9. Once confirmed, the step will appear in the relevant candidates' checklists. ##### **Testing this setup:** 1. In **Core**, under your account name, select **Impersonate User**. 2. Choose a user with **only** the role **Parent of Candidate** or **Parent of Incoming Student**. 3. Confirm the step appears in that student's checklist.