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Admin UI

When you first log in to your pickAtime account, you will automatically land on the Administrative User Interface, with the Event Reports displayed by default.

Profile & Sidebar Navigation

  • Profile Settings: In the top-left corner, your name is displayed. Click the back arrow (<) to edit your profile, change your password, or log out.

  • Minimize Sidebar: Click the "X" in the green ribbon to collapse the sidebar and expand your workspace.

  • Multi-Account Users: Use the Vendor drop-down menu to toggle between different accounts.

Left-Hand Navigation Menu

  • Reports: View both account-wide and event-specific data.

    • Account Reports: Select this button to view billing and global data.

    • Event Reports: Select this button to view data for specific events. Use the Event drop-down to switch between events, and the Report drop-down to switch between specific report types. (See the Reports section for more details).

  • Events Preview: Create, view, and manage your scheduled events.

  • Appointments List: View all upcoming appointments globally, or filter them by date/event. From this page, you can delete appointments and send one-off emails to participants.

  • Contacts: Manage all users linked to your account (Administrators, Teachers, Parents, and Students).

    • Students: View their enrolled classes.

    • Parents: View scheduled appointments, history logs (bookings, cancellations, emails sent), or manually reset parent passwords.

    • Teachers: View and adjust administrative access levels.

  • Importer: Upload your roster and data files.

  • Global Setup: Manage your sitewide configurations across two tabs:

    • Business Setup: Update your school’s name, address, and core account settings.

    • Contacts Setup: Create custom prompts and forms for parents to complete when they first register on your scheduling site.

  • Calendar Sync: Authorize administrators to sync their Google and/or Outlook calendars with the platform.

  • Online Scheduler: A quick-access link to the live booking page (also known as the Customer User Interface or CUI).

  • Add New Account: Opens a new window to set up a brand-new business or sub-account.

  • User Manual: Opens the comprehensive Online User Manual in a separate window.

  • Tour This Page: Launches an interactive, step-by-step guided walkthrough with helpful on-screen popups.

Events Preview page

There are 5 navigation buttons:

 

To add a new event, select this button. 

 

To remove the event, select the event first, then click on the 'Delete' button. 

To navigate to the Event Management page, select an event first, then click on this button.

To edit Event Details (Description), select an event first, then click on the 'Edit Details' button. 

To duplicate PTA events. NOTE: This button is available on accounts with PTA events only.  

On the far right-hand side, you can see the 'Event Settings' button. This will allow you to customize some of the features for your events and to add columns to the Event Listing (Events / Preview) page.

Events Management page

Appointments

This page allows you to view your appointments by date, book appointments for your parents, cancel appointments, or send one-off reminder emails. This page is also where you will create and delete your time slots.  The Appointments tab will have three menu drop-downs: Teachers, Slots, and Appointments. 

Teachers menu drop-down

Slots menu drop-down

Appointments menu drop-down

Sort Teachers

Assign Contact

Create Slots

Delete Time Slot

Update Slots

Copy Slots

Move Slots

Confirm Appointment

Cancel Appointment

Edit Appointment

Change Time

Send Reminder

Customer Info

Class Editor

This page displays your list of imported teachers, along with each class and the enrollment in each class. On this page, you will be able to make class changes, such as adding or deleting a class or moving a class from one teacher to another. You will also be able to make enrollment changes, such as adding or removing students from a class.

Settings has seven sub-tabs:

UI Setup - This page allows you to adjust numerous settings related to your event. Some examples include: when the scheduler should open to parents and when it should close, how many appointments a parent can book, and when and if a parent should receive an email reminder.

Vendor UI Setup - Controls the display of the Appointments page and the Slot Editor page, as well as the time markings displayed on the Online Scheduler page.

Services Setup - Allows you to create services for your appointments.

Notification Setup - This page allows you to edit the three email types - the Confirmation Email, the Cancellation Email, and the Reminder Email. You can also optionally edit a Custom Email.

CUI Messages - Allows you to edit the majority of the messages displayed on the Online Scheduler.

Appointment Fields - This page allows you to create prompts for collecting information from your parents when they book an appointment.

Credit Card Setup - This page allows you to set up payments for appointment booking.

Customer User Interface (CUI) or Online Scheduler

This is where your parents will go to schedule and manage their appointments. On the left-hand dashboard in the Admin UI, select Online Scheduler. Note that when you access the Online Scheduler when you are logged into the Reporting Interface, you will also then be logged into the Online Scheduler.

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