Blackbaud Management Guide Administrator Access Updating an Existing Contact's Access Go to the Contacts tab and search for the contact. Select their name. 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 Click the green Add button. Select Admin... . Fill in the contact's information. 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 Level Permissions 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: Go to Global Setup / Contacts . 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 Go to Global Setup / Contacts . Click Show Advanced Options . Click Modify Access Level . 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 Log into the Admin UI — teachers will land directly on the Reports section. Click Block Schedule at the top of the page to go to the Appointments page, showing their available time slots. To block a slot, click the X in that slot's cell — it will turn red . 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 Go to Global Setup / Contacts . Click Show Advanced Options . Click Modify Access Level . 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 Select the Appointments tab and use the calendar on the left to select the correct day. Select the teacher on the right-hand side, then locate the slot you want to fill. Click the green plus sign (+) . 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 . The parent's name will display automatically. If multiple parents are found, select the correct one from the pull-down. The appointment box will now show both the student's and parent's names. 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: Option What 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 Go to Contacts . Search for the student by name. If not found, click Add → Student... . Fill in the Student First Name and Student Last Name (the only required fields). Click Add . Step 2: Add the Parent Search for the parent by name. If not found, click Add → Parent... . Fill in First Name , Last Name , ParentID , and Email Address . Click Add . Step 3: Connect the Student to the Parent Search for the student by name again. Select the student, then select the small Parent-Students Map tab. Under Parent List , you'll only see parents already associated with this student. Click the green Add button under Parent List . 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 Go to Class Editor . Select the teacher, then the class. 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. Press Enter when the system finds a match. Repeat for each class the student should be enrolled in. Creating a New Blackbaud User To set up a new user in Blackbaud: Go to Core / Users , and click Add New User . Fill in the required fields: First Name , Last Name , and Username . Open the newly created user to edit them. Go to the Access tab and select Role Membership . 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 Select Add Teacher/Team → Add Team . The Select Person dialog will open. Search for and select the first teacher, then click Add to Team (top-left corner of the dialog). Repeat for the second teacher. 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: Select the teacher on the left-hand side. Select Add Contact/Team → Assign Team . The Select Person dialog will open, with the first teacher you selected already on the team. Search for and select the teacher to add, then click Add to Team . Repeat for any additional teachers. 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: Tab What 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 Click Add . Select a contact type from the drop-down: Teacher Student Parent Other 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 (+) . Click your preferred time square. Click Create Appointment . A confirmation message will briefly appear at the top of the screen. 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: Click My Appointments in the left-hand sidebar. Locate the appointment you'd like to change. Hover over the appointment to reveal Details , Edit , and Cancel options. On a mobile phone: Tap the menu icon (☰) in the top-left corner. Select My Appointments . 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. In the Admin UI, go to Contacts and search for the student. 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 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 Select the  Appointments  tab. Select the correct date on the calendar (left-hand side). Select the correct teacher, then click the time slot where you'd like to schedule the appointment. Click the  green plus sign . This opens the  Select Person  dialog. 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 . This opens the  Create Appointment  dialog. 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: Option What 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 From the Admin UI, select the Class Editor tab. 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: Start typing the student's name in the white box at the top of the roster. If the student is already in your account, the system will suggest a match. Press Enter to confirm and add them to the roster. To enroll a new student (not yet in your account): Go to the Class Editor page and select the teacher, then the class. Click the Enroll Student icon (above the roster, far right). 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 Press Add Click  OK . The student will now appear in the roster. Moving a Class From the Admin UI, select the Class Editor tab. Select the teacher from the list on the left. Select the class to be moved. Click Move Class . 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 Go to Contacts and search for a contact on the left. 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 Go to Contacts and search for the student by name. If not found, click Add / Student... . 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: Search for and select the student, then select the Parents-Students Map tab. Click the green Add button under Parent List . In the Select Person dialog, find and select the parent, then click Add . If the parent doesn't exist yet: Go to Contacts and click Add → Parent . Fill in the parent's First Name , Last Name , and Email , then click Add . Search for and select the newly created parent, then select the Parents-Students Map tab. Click the green Add button under Student List . 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: Select the student in Contacts , then go to the Parents-Students Map tab. Click Add under Parent List , select the parent, and click Add . To add a student to a parent's record: Select the parent in Contacts , then go to the Parents-Students Map tab. Click Add under Student List , select the student, and click Add . Problem Appointments The 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: Click the red appointment to see the reason for the conflict, shown below the calendar. 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. Report What 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: Action Description 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). Report What 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 T eacher 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: Go to Event Management and select the Appointments tab. Locate the teacher in the teacher list (right-hand side). 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: Disable the Sky API Importer (Global Setup/Business/Integration Options/SingleSignOn) by clicking 'Use SKY API Importer'. Import an updated  Teacher file containing the new room numbers. Import the corresponding Class 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: Enter the meeting URL in the teacher's Room field. 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 Click Send Email at the top of the page. Choose Send to All or Send to Selected . In the dialog that appears, choose an email type: Reminder email Custom email 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)    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 How to add an event in a  Parent Teacher Conference  Event Duplicating vs Creating a new Parent-Teacher Event How it All Works Single Sign-On Setting Up Your School's Single Sign O n For New Schools Setting Up Your School's Single Sign On For Established Schools The Backend A Tour of the Admin UI CUI Messaging Working with slots in your PTA event   Creating Slots in your Parent-Teacher Conference Adding in  Travel Break s Handling  Lunch and Dinner Breaks Copying vs Moving Slots   Working with classes and teachers at your PTA event   Understanding t he Class Editor Creating a Teacher Team Understanding the difference between administrative levels Understanding the difference between  Appointment viewer vs maker How Teachers block their own schedule How to order teachers  alphabetically Displaying Class Names in a Parent-Teacher Conference   Working with parents and students at your PTA event   The Login As Feature Cloning Students Manually scheduling an appointment  in a Parent-Teacher Conference Using the Select Student in a Parent-Teacher Conference Event How to remove Appointment Times   Additional features   Customizing emails Understanding Appointment Fields Understanding reports 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 List of Counselors Use their  BlackbaudID  as the  TeacherID . 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 Use the  ClassID  from Step 2 and the  StudentID  from Blackbaud to link them. Step 3: Run the Import Go to the  Importer  page. Set  Data Type  to "School". Select your specific event from the  Event  dropdown. Upload the files one by one in this order:  Teacher → Class → Enrollment . 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: 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 sally.jones@noemail.com 28972X 27856 Bob Williamson bob.williamson@noemail.com 28973X Step 2: Temporarily Disable Blackbaud Import ⚠️ Required before importing this file: Go to Global Setup / Business / Show Advanced Options / Single Sign On Options / Blackbaud . Remove the School System Login/ID . After completing your import (Step 3 below), restore your School System Login/ID. Step 3: Import the File Select Importer from 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 (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 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 In Enrollment Management , go to Admissions → Admissions Setup . Select Candidate Progress Text , and write the message you'd like to show to Parents of Candidates/Incoming Students. Highlight the text you want to hyperlink, then click the hyperlink button. Paste in your SSO URL — found under Core / Security / Authenticate Settings / SSO Settings (see steps 3–6 of SSO Setup) . Save your message. 💡 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: Text visible to Parents of Candidate Testing this setup: In Core , under your account name, select Impersonate User . Choose a user with only the role Parent of Candidate or Parent of Incoming Student . Confirm the new message and link appear correctly. Option B: Add the pickAtime Link as a Checklist Step In Enrollment Management , go to Admissions → Admissions Setup . Select Checklists . Click Edit on the checklist you want to modify. Locate the relevant stage, then click Add Step . Fill out the form: Type , Name , Due Date , Staff Assigned , whether it's Required , and select Yes under Candidate Publishing Options . 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. Click Show Details , then Save . If this change affects existing candidates, you'll be prompted to update which candidates should have access. Once confirmed, the step will appear in the relevant candidates' checklists. Testing this setup: In Core , under your account name, select Impersonate User . Choose a user with only the role Parent of Candidate or Parent of Incoming Student . Confirm the step appears in that student's checklist.