Rooms

Room Information

The roomRoom column can be showndisplayed on the event scheduler by going to the Admin UI page under Settings andpage, selecting theSettings, optionand enabling Display Class Name under Scheduler Display.Display.

The roomRoom column is also

used for the "Teachers by Room"Room report, which showsdisplays all the appointments that taketaking place in a singlespecific 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:

Select the Appointments tab 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 bySchools using the RoomBlackbaud columnintegration oncan yourinclude room information in their Parent-Teacher event.Conference events Youby caneither thenmanually useadding room information directly to each teacher within the macro $(ROOM) in your confirmation and reminder emails, and the virtual meeting information will appear in the emails. 

Please note that if your school is using Blackbaud, rooms will either have to be added manuallyevent or disabling the Sky API importer willand needimporting toroom beassignments disabled, andwith the teacherTeacher and Class files will need to be imported 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.

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.