# Information for Previous Users ##### **Setting up a new event** If you've used pickAtime before, you **don't need to create a new account** — simply create a new event under your existing account (e.g., "Parent Teacher Conferences 2026"). **Recommended order:** 1. Create the new event **first**. 2. Delete the old event **afterward**, if you're not reusing its data. > Creating the new event before deleting the old one preserves your settings — **UI Setup**, **Notification Setup**, and **CUI Messages** — by carrying them over. **⚠️ Don't simply rename your old event.** Importing new data into a renamed event will **merge** with the old data, rather than replacing it. **⚠️ Deleting an event deletes its class and enrollment data.** Don't delete an old event if you plan to reuse that data. **To reuse previous class/enrollment data:** Use the **Duplicate PTA** option on the Events page. This is intended specifically for a second set of conferences using the **exact same** class/enrollment data as the first. > If this option isn't available on your account, email to have it enabled. --- ##### **Contact Information** **What happens to contact data between events** Contact information — including parent, teachers and student records — is **retained across events** and is **not deleted** when you delete an event. This is especially useful for schools running **multiple conferences per year**. --- **How to remove all previous contact information** 1. Go to **Global Setup / Contacts**. 2. Click **Show Advanced Options**. 3. Click **Remove All Customers**. 4. Select the access level to delete from the pull-down. **Access levels (from broadest to narrowest):**

Level	Who it includes
Customer access	Parents and students
Appointment Viewer	Teachers
Appointment Maker	Admins with Appointment Maker access
Resource Administrator	Admins with access to a select group of teachers
Event Administrator	Admins with access to one or more events

> **Important:** Deleting a given level also deletes every level **below** it on this list. For example, deleting **Resource Administrator** also deletes **Appointment Maker**, **Appointment Viewer**, and **Customer access** (parents). **To remove stored student data specifically:** Click **Remove All Students**. --- **Exceptions — what won't be deleted** - Contacts who have **logged in within the last 2 months** - Contacts who have **booked an appointment within the last 2 months** - Students currently **enrolled in any event** on your account --- **⚠️ When you should remove old contact data** You'll want to clear previous contact/student data if either of the following applies: - **Teacher IDs are being reused** — e.g., a new teacher will use a departing teacher's TeacherID - **Student IDs have changed** for your students In either case, leaving old records in place can cause conflicts with the new data. #### Preventing Duplicate Contacts When Enabling Blackbaud Integration **When this applies:** If your school previously used pickAtime **without integration** — importing data files manually — and is now switching to the **Blackbaud integration**, you may end up with **duplicate contact records**. This happens because the new integration uses different contact IDs (TeacherID, StudentID, ParentID) than your old manual imports. **Recommendation:** Clear out old data **before** running your first integration import. --- #### Steps to Remove Old Data 1. **Create a new event**, using a past event as a template to preserve your settings, notifications, and appointment fields. 2. *(Optional)* **Export reports** from your past events on the **Reports** page, in case you need that historical data later. 3. **Delete all past events**, except the new one you just created. 4. Go to **Global Setup / Contacts / Advanced Options**, then click **Delete All Contacts**. - In the pop-up, select **Admin Level – Event Administrator** as the level to delete. - This removes all contacts at that level **and below** — including all parents and students (Customer access level). 5. **Run your new integration import.** --- This ensures clean, duplicate-free data syncing going forward. > Need help with this process? Email .