Note that student and parent names do not automatically display in the contacts section. You need to search by either first or last name to find your students and parents.
##### **View the Info** After you search, you can select a contact, and the system will fill in the fields on the right with the contact's information. There are several small tabs on the right. - The Search Control list will allow you to search by Last name, First name, Email address, and any other fields that you identify as an ID field in the Contacts Setup tab on the Global Setup page. - You can select a contact record and then click on the Delete button to delete a contact, or click on the Reset PW button to reset the password for a contact. - The Contact Info tab will display the contact's Email, First name, Last name, admin level, and customer access rights, as well as any fields you may have included from the Contacts Setup tab on the Global Setup page. - The Teacher/Student/Parent IDs are translated from your school's BBID and must be included for Single Sign On access. - The Appointments tab, not to be confused with the main Appointments tab on the top line, shows all the selected contact's appointments. For students, this will display the classes they are enrolled in. - The Log tab shows what emails have been sent and when appointments were booked or canceled. - The Vendor Access tab allows you to set up Resource Access and Event Access for your administrators. - The Parents - Students map tab allows you to view, create, and change the set of students that each parent has. See [Parent - Student Relationships](http://docs.google.com/page.aspx?pageid=parent_-_student_relationships) for more details.**IMPORTANT NOTE****:** If you are adding a new contact with an access level of either **Appointment Viewer, Appointment Maker, or Resource Administrator**, make sure you check the resource box in the **Resource Access** section.
On the Vendor Access tab, the Master Access section with the 'allow access to all events and all resources' check box is available for **Appointment Viewer **and **Appointment Maker** access levels only. The **Resource Administrator **and **Event Administrator** access levels do not support the master access.
Once you have selected a contact, you will also have the option to reset the password for a contact. The Reset PW button will reset the password to the stored default password that is set on your account. To view or change this default password, see the Global Setup > Contacts Setup page. ### **Add a new Contact** To add a new contact, select the Add button. In the drop-down, you would have 4 options: 1. Teacher 2. Student 3. Parent 4. Other Selecting one of these options will display an appropriate form; each form includes different contact fields, oriented to the contact you are going to add. On the form, you will need to fill in the fields where you see the text <not entered>.The form will not allow you to create a new contact record with the email address that already exists on the vendor account.
# Directions for Parents (single event) Follow the directions provided by your school to get to the Parent Teacher Conference Scheduler. #### **1. Sign In** Parents will access the pickAtime Online Scheduler directly from the Blackbaud Resource Board via a pickAtime tile. #### **2. Students** - Your student will already be attached. - Click the student(s) whose schedule you want to see. - If your student is attached but doesn't have any classes within the event, please contact the event admin. #### **3. Select Teachers** By default, all of your child’s teachers are selected. - **To exclude a teacher**: Uncheck the box next to their name. - **To proceed**: Click Filter Slots once you have finalized your list. #### **4. Booking Appointments** The scheduling grid displays available times as squares with a plus sign (+). 1. Click on your preferred **Time Square**. 2. Click **Create Appointment**. 3. A confirmation message will briefly appear at the top of the screen to confirm your booking. 4. Repeat these steps for each teacher you wish to visit. --- ### **Managing Your Schedule** #### **View or Print** To see your full itinerary, click the Printable Schedule on the left-hand sidebar. #### **Changes & Cancellations** **If you are using a Computer (Desktop):** 1. Click **My Appointments** on the left-hand sidebar. 2. Locate the appointment you wish to change. 3. Hover your mouse over the appointment to reveal the **Details**, **Edit**, and **Cancel** options on the right. **If you are using a Mobile Phone:** 1. Tap the **Menu Icon (three bars)** in the top-left corner. 2. Select **My Appointments** from the menu. 3. Tap the **three dots (⋮)** next to any appointment to modify or cancel your booking. # Divorced Parents There is one appointment per teacher per class rule for Parent Teacher Conference Scheduling. The scheduling system will make sure that the appointments regarding a student will not violate the one appointment per teacher per class rule. This means that two parents can split up the interview process. One can log in and book appointments for half the teachers, and the other can log in and book the appointments for the other half of the teachers. Again, the system makes sure that each teacher only has one conference about each child once per class. Divorced parents are handled differently because the two parents need to violate the rules. The teacher will need to talk about the child's performance in each class at least twice, once for each divorced parent. To accommodate divorced parents, you will need to create another child. In the Admin UI, search for the student in the [Contacts ](https://help.pickatime.com/books/blackbaud-management-guide/page/contacts)tab, select the student, and then select the Clone Student button. The Clone Student feature will create a second child with \* appended to the **StudentID**. You will then be prompted to associate the Cloned Student with one of the parents of the student. By creating a second child, the system can maintain the one appointment per teacher per class rule, because, as far as pickAtime is concerned, there are two separate children.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. Select the Appointments tab and use the calendar on the left to select the correct day. In the far right-hand side, click the Select Student option and locate and select the student. You will then see all the teacher names listed for that selected student. 2. Click on the green plus sign (+) in the slot you would like to book.  3. You will see the parent name or parent names listed. If multiple parents are found, you can select the correct one from the parent pull-down.  4. Select the class if there is more than one class option and then press the Ok button. The appointments box should now list the parent's name and the student's name. If the appointment has a red border around it, click on the appointment to check the error message that is to the left below the calendar. Cancel the appointment with the **Cancel Appointment** button if you made a mistake, or select the **Confirm Appointment** button to force the appointment and remove the red highlighting. ##### **Other Appointment Options** On the Appointments page, you can click on an existing appointment. Select the Appointments drop-down to see the following options: **Confirm Appointment** - this will be enabled if you have clicked on a red problem appointment and will allow you to confirm the problem appointment. **Cancel Appointment** - will allow you to cancel the appointment and optionally send a cancellation email. **Edit Appointment** - will allow you to edit the appointment details for an appointment. For example, if you were prompting your parents for additional appointment-specific information, you would be able to edit it here. **Change Time** - will allow you to move the appointment to a new time. **Send Reminder** - will send a reminder email to the parent. **Customer Info** - will bring up the Contact Information dialog box for the parent. # Modifying Enrollment Data 1. From the **Admin UI**, select the **Class Editor** tab. 2. Select a teacher and then select the class. The list of students in the class will be displayed on the right-hand side. 3. To remove a student, select the student and click on the red X to the left of their name. This only removes the student from the class, not from your account. 4. To enroll a student, start typing the student's name in the white box at the top of your roster of students. If your student has already been imported or added to your account, the system will fill in the name if it finds a match. Press enter to confirm and add the student to the roster. If you need to add a new student, select the add user icon (). The select person dialog box will pop up. Select the Show Full Dialog button on the bottom right-hand side. This will display the Contact Information fields. Select the **Add > Student..**. button and fill in the fields on the **Add New Student** form with the correct values for the new student. Then press the **Ok** button. # 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. Select the Move class tab 5. Select the teacher's name that the class should be moved to # Parent Student Relationships #### **How to View the Parent / Student Relationships** On the [**Contacts**](https://help.pickatime.com/books/blackbaud-management-guide/page/contacts) tab, there is a smaller tab in the rightmost position labeled **Parents - Students** map. It allows you to view, create, and change the set of students that each parent has. 1. Select the **Contacts** tab, and then select a contact by searching on the left-hand side. 2. After a contact has been selected on the left, select the **Parent - Students** map. If you select a student (the contact has a StudentID), under the Parent List, you will only see the names of any parents associated with the student. If you select a parent (the contact has a ParentID), under the Student List, you will only see the names of any students associated with the parent. You can select either a parent or a student from one of the two lists and remove them from the parent or student list by clicking on the small red x to the left of their name. #### **Adding a Parent / Student to the Parent-Student Lists** To add a parent, click the green Add button under the Parents List section. The Select Person dialog box will appear with a list of contacts who are without the StudentID value. Select the parent and then click the Add button and the contact will be added to the parent list. To add a student, click the green Add button under the Student List section. The Select Person dialog box will appear with a list of contacts who have the StudentID value. Select the student and then click the Add button and the contact will be added to the student list. # Problem Appointments [**The Appointments List**](https://help.pickatime.com/books/additional-event-features/page/appointments-list)[ ](https://help.pickatime.com/books/additional-event-features/page/appointments-list)page will provide a master list of all appointments. It will also display any appointments that have some sort of problem that needs attention. Previously booked appointments that break a pre-established rule are displayed in red. There are several ways problem appointments are created. Appointments created by the vendor that violate the rules set up on the **Settings / ****UI Setup** tab will be flagged as a problem. The screen below shows an example of a problem appointment. When you select the red box, the reason for the problem will show up under the calendar on the left. To force this appointment, select the **Appointments** drop-down and then select Confirm Appointment. Appointments that are in the process of being booked are displayed in orange and cannot be manually deleted or selected for email notification sending. These appointments will be automatically managed and, if necessary, canceled by the system if the user has been inactive for a long time and has not completed creating an appointment. **NOTE**: The Customer is creating this appointment status, which indicates that the parent is in the process of booking the appointment. This will be seen on the Appointments Tab. These appointments will be automatically managed and, if necessary, canceled by the system if the parent has been inactive for a long time and has not completed creating an appointment. Once the parent completes the appointment booking process and clicks on the **Create Appointment** button, the status will disappear. This will allow admins who are booking appointments for parents in the Admin UI tool to not select the time slots that are in the booking process. When you delete a slot, the appointments on that slot will not be deleted. Appointments are not deleted; they are flagged, and all flagged appointments show up in the Appointments List tab on the Admin UI. To recreate the slot, select the problem appointment and click on the Recreate Slot button. ******IMPORTANT NOTE**: You will want to make sure that your Appointments List does not contain any red appointments. To the parent, these appointments will NOT exist. Once Admin confirms a problem appointment, it will be available for a parent, and only then will any reminder emails that have been set up continue to go out. # Reports When you first log in to your account from the pickAtime home page, you will be in the Admin tool and will default to the **Event Reporting** page within the Admin tool. Reports are divided into two categories: **Event-Specific** and **Account-Specific**. ### **Event Specific Reports** Under the Event pull-down, select your PTA event. On the Event-specific reports, you will see a Dates area where you can enter a from date and a to date. It is only necessary to enter values in these fields if the dates of your event have passed. You will have the option of the following reports: #### **Teachers' Schedule** This shows the appointment schedule for each teacher. Under Additional report fields, the links "Student's contact's field", "Parent's contact's fields", and "Appointment fields" are available on this report. There will also be a pull-down where you can select the report for a specific teacher name. You can also check the box "Show All Slots" to review the list of all slots for your teachers. On the Teachers' schedule, you have the option to email the report to all your teachers or to an individual teacher. In the Teacher pull-down, you can select All or the name of an individual teacher and then select the Email Report button. #### **Teachers' appts** This report displays the number of appointments that have been scheduled for each teacher. #### **Teachers' slots** This report displays the number of available slots and the total number of slots for each teacher. #### **Teacher By Rooms** This will produce a sorted list of all appointments for each room. The report displays the room number, the teacher's name, the time of the appointment, the student's name, and the parent's name. Under Additional report fields, you will see three links: "Parents' contact's fields", "Student's contact's fields", and "Appointment fields". These links can be used to add additional information to the report, such as studentID, parent email address, etc. In this report, you can check the box "print one per page" to have a page break by room. #### **Parents’ Schedule ** This will produce a sorted list of the appointments for each parent. Under Additional report fields, the links "Student's contact's field" and "Appointment fields" are available to add additional student and/or appointment information to this report. There will also be a pull-down where you can select the report for a specific parent name. On the Parents' schedule, you have the option to email the report to all your parents or to an individual parent. In the Parent pull-down, you can select All or the name of an individual parent and then select the Email Report button. **\*This report can be sent to the parents** #### **Students’ Schedule** This will produce a sorted list of the appointments for each student. Under Additional report fields, the links "Parent's contact's field" and "Appointment fields" are available to add additional parent and/or appointment information to this report. There will also be a pull-down where you can select the report for a specific student name. **\*This report can be sent to the students** #### **Number of parents and students** This will display the number of parents and students who have appointments in the system. This will be sorted by date if your event spans several days. #### **Appointment Histogram** This report shows the number of appointments by date and time. #### **Appointment Count by parent** This will provide a list of all the parents who have booked appointments and the number of appointments they have made. Under Additional report fields, the link “Parent’s contact’s fields” is available to add information (such as email address) to this report. #### **Appointment Count by student** This will provide a list of all the students where the parent has made an appointment. Under Additional report fields, the link "Student's contact's fields" is available to add student information to this report. #### **Students without any scheduled parent-teacher appointments** This will provide a list of all the students whose parents have not made an appointment. **\*This report can be sent to the parents** #### **Students without any scheduled parent-teacher appointments by class** This will provide a list of all the students whose parents have not made an appointment for a class. If a student is enrolled in 7 classes, and the parent has booked appointments with 5 of the 7 teachers, this report will list the 2 teachers where the parent has not booked an appointment. **\*This report can be sent to the parents** #### **All Teacher/Team Appointments** This report is similar to the Teachers' Schedule report. However, if you have created any teams of teachers, each teacher will have a master schedule showing all appointments booked with them individually and all appointments booked with them as a team. #### **Class Rosters** This report will show the class roster for each teacher/class. #### **Appointments by Date/Time** This report will list each appointment by date and time. #### **Display only empty (not blocked) slots** This report displays a list of empty slots for each teacher. ### **Managing Reports** For every report generated, you have the following options: - **Format:** Print, Export to XML, or Export to a Tab-delimited file (Excel compatible). - **Email:** Send the report directly to yourself or others. - **Save Settings:** If you customise a report (e.g., by adding "Additional report fields"), click **Save Report Settings**. The system will remember these preferences the next time you run the report. - **Automated Delivery:** Administrators can click **Schedule Report Delivery** to set a date range, time of day, and frequency for automated email delivery. #### **Save Report Settings** There is also an option on any report to save the settings for that report. For example, if you add additional fields to your report, such as the email address of the participant, you can now add these fields and then select the Save Report Settings button, and your new selection will be saved. The next time you return to this report, you will see the additional fields displayed. --- ### **Account Specific Reports** Select the Account Reports mode. You will have the option of the following reports: #### **Settings** The Settings report will list the URL that was automatically created for your online scheduler. #### **Account - Invoices and Payments** This report will display the balance on your account. It will also list your invoices and payments. You can click on an invoice # to see the invoice. On any invoice page, you will have the option to pay by credit card. #### **Problem Appointments** If there are any "problem appointments" on your account, this report will provide you with a list of these appointments. A "problem appointment" is an appointment that has been placed "on hold". For example, if you delete a slot that had an appointment on it, the appointment is not automatically deleted. The appointment is tagged as a "problem appointment", and you must decide what you will do with this appointment. #### **Appointments from all events** This report will display a list of all appointments from all your events. #### **Appointments for all Roster events** This report will display a list of all appointments from all Roster events. #### **Contacts without appointments** This report will display a list of all the contacts that have logged into your account and have not booked an appointment. The "Contact's fields" link is available on this report to add contact information (ex. email address) to your report. #### **List of Admins** This report will display a list of your admins. It will show you the email address that was imported, as well as the Access Level provided to each admin. When teachers are imported, they are automatically given Appointment Viewer access, and this report will also show you the resources (teacher names) that each teacher has access to. To see when your admin(s) last logged in, click the green “Additional Fields” button and then select “Last Logged In.” #### **% Full** If you have multiple events, this will show you the percentage of booked slots out of the total available slots. #### **Cancelled Appointments** This report lists all cancelled appointments, the date and time the appointment was cancelled, and the email address of the Contact Person who cancelled the appointment. #### **Appointment Counts for all Events** This will provide you with the total appointment counts for all your events. #### **Resource Mapping** This report shows all the Resources on your events and the contacts (if any) associated with each Resource. For Parent Teacher Conference scheduling, this will allow you to check the connection between assigned contacts (teachers) and Teams. #### **Parents without Students** This report displays a list of parents who are not associated with any students. #### **Students without Parents** This report displays a list of students who are not associated with any parents. #### **Parent-Student Relationship** This report displays a table showing the association between parents and students. #### **Scheduled Report Delivery** This report displays the details of your Scheduled Report Delivery settings. This shows the reports you have scheduled for delivery, what the time period is for those reports, who the report is going to, the interval frequency of the report, and when the report was last sent. You can also cancel the Scheduled Report Delivery from here by selecting the delete option next to the report. #### **Appointments Summary by Contacts** This report allows admins to see appointments booked by contact(s) on all events across the Vendor account. # Rooms The room column can be shown on the event scheduler by going to the Admin UI page under Settings and selecting the option Display Class Name under Scheduler Display. The room column is also used for the "Teachers by Room" report, which shows all the appointments that take place in a single room. Some schools put multiple teachers in one room for the Parent / Teacher interviews, and this report makes it easy to see which parents will be in that room. To change the room number, do the following: 1. Select the Appointments tab 2. You will see the room listed next to the teacher, where it can be edited If all teachers have a new room number, then you can update it via import: You have to import the Teacher file with updated Room numbers, then import the Class file. After this action, the room number would be updated for all individual teachers you have on the event. This would not work for the Team of teachers; you would need to edit the room number for Teams manually. Using pickAtime with ZOOM, Google Hangouts Meet, Skype, and GoToMeeting You can also add a URL for various virtual meeting sites (Zoom, Google, Microsoft, GoToMeeting, Skype) to either our confirmation or reminder email by using the Room column on your Parent-Teacher event. You can then use the macro $(ROOM) in your confirmation and reminder emails, and the virtual meeting information will appear in the emails. # Sending Custom Emails From the [Appointments List](https://help.pickatime.com/books/additional-event-features/page/appointments-list) page (not the Appointments page) in the Admin UI, you can search by a single date, a range of dates, or by an event. This will then bring up a list of parents with appointments for that date, date, or event. On this page, you can email participants, delete, confirm, and recreate slots and appointments. At the top of the page is the Send Email button. You can then select the option to Send to All or to Send to Selected. A dialog box will come up that looks like this:  This will let you send a Reminder email or a Custom email to your group of parents. You can use the current email template, or you can customize it as needed. The template for both emails is located on the Settings / Notification Setup page. # Teacher Access Teachers are able to view their schedule either by logging in to the School account at [pickAtime.com](http://pickatime.com/) or from the Blackbaud Portal in the same manner as a parent would. The SSO access works based on the role that the BBID holder has. So a teacher or admin (their BBID becomes a TeacherID) will be immediately taken to the Report page, where they will view any booked appointments. For teachers who are also parents of students at the school (dual role holders - their BBID will appear twice, once as a parent and once as a teacher), they will first see the parent scheduling page, but will also have a link to click called the Admin UI. This link will take these teachers/parents to the Reporting section of the site, where they can view their schedule of appointments. See the [Reports](https://pickatime.com/help/TeacherAccess1.html) section for details on the different 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)  - **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 alter several display settings to make the appointments easier to read. - To make the time taller (the boxes bigger vertically), go to the Appointments tab, move the mouse over one of the horizontal lines on the appointments tab that occur just above each time marker, then click and drag vertically. - You can drag each resource column wider by putting the mouse over the space between the two resources, then clicking and dragging. - You can alter when times and gray lines are displayed on the appointments tab by altering the "Time Mark Display on the Appointments page" settings on the Settings / Vendor UI Setup page. - On the Settings / Vendor UI Setup page under "Hours visible on the Appointments page," you can alter the maximum and minimum value of the scroll bar on the Appointments page. They can be different for each event, but they are not unique for each day. So if one day has slots from 8-5, and another has them from 9-6, they should be set for 8-6 to allow the scroll bar to scroll to all possible slot times. # 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://www.youtube.com/watch?v=i4cfxptfQw8) - [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. |
**NOTE: **The Admission import will include contact records with roles: Parent of Candidate; Parent of Incoming Student.
# Other Event Scheduling pickAtime online scheduling system is primarily utilized by Blackbaud for parent-teacher conferences, but it's versatile enough to cater to a variety of events. Whether it's school tours, admissions interviews, counseling appointments, summer school registration, career fairs, teacher training, volunteer sign-ups, college representative visits, iPad/laptop checkout appointments, shadow student visit days, uniform fittings, senior photos, or parent surveys, pickAtime offers two convenient event types: [Normal](https://docs.google.com/document/d/1hdfZcyQw6Z-_PRSuU0JgLdzBwLzSFRLETm3ZLTf9Ef4/edit#bookmark=id.4b89ap1ckvr2) and [Roster](https://docs.google.com/document/d/1hdfZcyQw6Z-_PRSuU0JgLdzBwLzSFRLETm3ZLTf9Ef4/edit#bookmark=id.xxuk4fdcc2vl). This ensures easy scheduling for all your diverse event needs. FYI, on each of the mentioned event types, we provide a special option for Blackbaud schools - Just for Admins Event. This option is available on the Event Management, Settings / UI Setup tab at the very bottom. There is a checkbox Display CUI as the default page for Admins after the login process**NOTE**: If this option is activated, the event will not be available for the regular users (parents). It would be available for Admins only.
# SSO - Directing Parents to a Predetermined Event You can direct parents to a specific event based on their student's grade. For example, a parent of a student in grade 9 would only see the grade 9 event, a parent of a student in grade 10 would only see the grade 10 event, and so on. Each parent contact will be associated with a unique EventID. This connection is made by importing a parent file with a column labeled EventID. Each row should be filled with the unique event identifier for the event that the parent should have access to. When that parent logs in, they would ONLY see the event they had access to. First, create the parent file. This file lists all the parents. The parent file must contain the following fields: - **ParentID** identifies the parent - **First** contains the first name of the parent - **Last** contains the last name of the parent - The **email** contains the parent's email address. Only one email address should be entered here. - **EventID **(special column) - contains event ID. The EventID is the unique identifier for the event that the parent should have access to. These unique ID #'s can be located on the Reports page. Select the Account Reports option and then select the report labeled Settings. In your parent file, fill the EventID column with the EventID # corresponding to the event the parent should have access to. For example, if you have the following events: Grade 9 Counseling Appointments and Grade 10 Counseling Appointments, you would use the unique EventID for each event and associate this EventID with the parent. To include multiple EventIDs, simply separate the IDs by a semi-colon and include no spaces (e.g., 28972x;28973x). If you include multiple EventIDs, parents will then see a drop-down and can toggle between any of the events they have access to.| ** ParentID** | **First ** | ** Last** | ** Email** | ** EventID** |
| 29786 | Sally | Jones | sally.jones@noemail.com | 28972X |
| 27856 | Bob | Williamson | bob.williamson@noemail.com | 28973X |