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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 file containing the new room numbers.

  3. 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:

  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.

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