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: 
 
 Create the new event  first . 
 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  support@pickatime.com  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 
 
 Go to  Global Setup / Contacts . 
 Click  Show Advanced Options . 
 Click  Remove All Customers . 
 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 
 
 Create a new event , using a past event as a template to preserve your settings, notifications, and appointment fields. 
 (Optional) Export reports from your past events on the Reports page, in case you need that historical data later. 
 Delete all past events , except the new one you just created. 
 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). 
 
 
 Run your new integration import. 
 
 
 This ensures clean, duplicate-free data syncing going forward. 
 
 Need help with this process? Email support@pickatime.com .