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Configure Settings

Event Settings (Online Scheduler Settings)

{{@27}}The UI Setup page lets you adjust settings specific to a single event.

To get there:

    From the Admin UI, go to Events / Preview and select your event. Click Go To Event to open Event Management. Select Settings / Online Scheduler Settings.

    Work through the sections from top to bottom, as outlined below.

    Booking Settings

    Booking Window:

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    Setting What it does Booking Opens Date/time the scheduler opens for parents Booking Closes Date/time the scheduler closes for parents Admins can access the scheduler at any time Lets admins access the parent scheduling page even when it's closed to parents. 

    For schedulers with multiple booking dates, close booking:

      Close booking at a specific time of day, XX days before the appointment. Close booking XX hours/days/weeks/months before the appointment. Close booking XX hours before the first appointment of the day.

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      Booking Limits:

      Setting What it does Maximum per Event Caps total appointments allowed for the entire event Maximum Per Child Caps how many appointments a parent can book per child One appointment per teacher per student If checked, a parent can only book once with a given teacher per student, even if the student has multiple classes with that teacher One appointment per class If checked, a parent can only book once per class, even with multiple students enrolled in it Allow back-to-back If unchecked, parents can't book two appointments back-to-back unless they're with the same teacher (to allow travel time between teachers). Back-to-back is always allowed with the same teacher, or when travel breaks have been configured.

      Cancellation Policy:

      Customer may cancel their appointment up to XX hours/days/weeks. Restricts how close to the appointment time a parent can cancel.

        Set to 0 to allow cancellation up to the last minute. Set to a large value to effectively prevent cancellations.

        Note: Closing the scheduler does not automatically prevent cancellations — this setting is separate.

        Display Settings

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        Scheduler Display

        Initial Table Layout:

        Mode Best for Condensed Compact layout with variable time steps — good for smaller screens or quickly browsing availability Expanded Fixed time intervals in a traditional layout — easier for comparing exact appointment lengths/gaps

        Parents can toggle between views anytime using the button in the top-left corner of the scheduler.

        Navigation Style:

        Mode Behavior Paginator Shows multiple dates on one page Calendar Shows one day at a time, with a mini calendar to jump to other dates

        Display X weeks of slots: Sets how many days/weeks of slots are shown at once in the CUI. (Only applies when Paginator is selected.)

        Teacher Display

        Setting What it does Display description Shows the teacher's description (via the info icon next to their name) Separate legend for each child (Regular PTA only) Adds a separate color legend per child Display class names Shows class names (via the info icon) if class names have been added on the Appointments page

        Teacher Groups

        Allows you to organise teachers into groups (e.g., "Lower School," "Upper School").

          Enter your desired group names in this section. Go to the Appointments page — each teacher row has a Group Name column where you can assign them to a group from the drop-down.

          Advanced Settings

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          Online Meeting Provider

          Use 'X' for online meetings: Select your preferred online meeting provider for this event from the drop-down.

          Multiple Appointment Booking

          Allow a parent to make conflicting appointments for themselves: If checked, a parent can book overlapping appointments at the same time.

          Appointment Changes

          Setting What it does Allow customers to see and cancel past appointments Lets parents view/cancel appointments that have already passed Don't allow customers to change appointment time Prevents parents from rescheduling once booked

          Notification Setup

          The Notifications Setup tab lets you configure: Confirmation Email, Cancellation Email, Reminder Email, Custom Email, Follow-up Email, Resource Notification Email, and Calendar Event Notification.

          Confirmation Email

          Field What it controls Subject Email subject line Header Text shown above the email body Body Main email text Send Confirmation and Cancellation Emails Sends a confirmation after booking (typically left unchecked for schools) Support Email Address that receives replies to confirmation/reminder/cancellation emails. If left blank, replies get an automated response directing them to contact your organization. Replace the Email Body with the Printable Schedule Recommended. Sends one consolidated email with a table of all booked appointments, instead of one email per appointment.

          Reminder Emails

          Send Reminder Emails: Click Add and enter the number of hours before an appointment that a reminder should go out. You can add multiple reminder times — duplicates are automatically removed.

          How reminders are grouped depends on your Printable Schedule setting:

            If "Replace the Email Body with the Printable Schedule" is ON: All appointments are grouped into a single reminder email per day, sent the configured number of hours before that day's first appointment. With reminders set at both 24 and 12 hours, you'll receive two emails — one at each interval before your first appointment of the day. If it's OFF: Appointments booked within the same hour are grouped into one reminder email. For example, 9:00, 9:15, and 9:30 AM appointments would be combined into one email, while a separate 10:15/10:30 AM email would be sent independently.
            Field What it controls Footer Text shown below the email body Subject for combined email Subject line used when a combined email is sent (e.g., a cancel + immediate reschedule)

            Recommended: Use the Printable Schedule as the Email Body

            For both Confirmation and Reminder emails, you can replace the email body with a Printable Schedule — a table summarizing all of a parent's booked appointments (identical to what they'd see clicking "Printable Schedule" on the scheduler page).

            To enable this: Check "Replace the Email Body with the Printable Schedule of Appointments."

            When enabled, the email will contain:

              Your Header text The printable schedule table Your Footer text

              The table's content/format is controlled separately under Settings → CUI Messages → Print Schedule.

              With this option on, parents receive one email containing their full schedule — not one email per appointment.

              Configure CUI (Customer User Interface)

              You can customise most of the text and labels parents see when booking appointments.

              To edit CUI messages:

                From the Admin UI, go to Events / Preview, select your event, and click Go To Event. Select Settings / CUI Messages. On the left, choose a label to edit — the corresponding text appears on the right for editing.

                Common customisations:

                  Login page title: Edit under Sign In Page / Welcome Message. Logo: Go to Global Setup / Business, under Account Level Settings / Account Logo, and click the Upload icon. HTML editing: Click the HTML icon (<>) in the toolbar to view/edit raw HTML for a given message.
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