Information for Previous Users

Setting up a new event

If you've used pickAtime before, you have previously created an account with pickAtime, you will notdon't need to create a new account for— new conferences. Once you log in to your account, you shouldsimply create a new event onunder your account,existing foraccount example, a(e.g., "Parent Teacher Conferences 2026").

event.

Recommended Thenorder:

you

can delete the previous semester or the previous year's event. By creatingCreate the new event priorfirst. toDelete the old event afterward, if you're not reusing its data.

Creating the new event before deleting the old event,one youpreserves will retain theyour settings (— UI Setup, / Notification Setup, /and CUI Messages) from— yourby previouscarrying event.them over.

Please⚠️ do notDon't simply rename your old event. Importing new class and enrollment data tointo a renamed event will merge with the old data, rather than replacing it.

⚠️ Deleting an old event thatdeletes has been renamed will add the new class and enrollment data to your previous year'sits class and enrollment data.

 

Deleting your old event willDon't delete all class and enrollment data, so do not delete youran old event if you willplan beto reusingreuse your previous class and enrollmentthat data.

To reuse your previous class and class/enrollment data,data: useUse 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.

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Contact Information

TheWhat happens to contact data between events

Contact information from— yourincluding previousparent, parent-teacherteachers conferenceand student records — is retained inacross the pickAtime systemevents and is not removeddeleted when you delete an event. This is especially useful for schools running Contactsmultiple conferences per yearare the parents, students, and teachers. .

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ToHow to remove all previous contact information,information

select

theGo to Global Setup / Contacts. page,Click clickShow onAdvanced Options. Click Remove All Customers. Select the Showaccess advanced options... at the top of the page. You will see a button labeled "Remove all customers." Selecting this button will bring up a pull-down that will allow youlevel to delete yourfrom contactsthe basedpull-down. on their access level. The five access

Access levels are:(from broadest to narrowest):

Important: Deleting ana accessgiven level willalso deletedeletes theevery level that is listed abovebelow it inon thethis list as well.list. For example, ifdeleting you select Admin Level - Resource Administrator as your level to delete, it will

 also deletedeletes those with Admin Level - Appointment Maker,Maker, Admin Level - Appointment Viewer,Viewer, and those with only Customer access (your parents).

To remove yourstored students,student selectdata thespecifically: "Click removeRemove All studentsStudents".

option. 

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NoteExceptions that— removingwhat thewon't contactsbe willdeleted

not

remove any contactsContacts who have logged in duringwithin the previouslast two2 months or any contactsContacts who have createdbooked an appointment inwithin the last two2 months.months TheStudents "removecurrently all contacts" will not remove any students who have enrollmentenrolled in any eventsevent on your account.account

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⚠️ When you should remove old contact data

IMPORTANT NOTE: If you have any changes to key fields (for example, if new teachers will be using departing teachers' teacherIDs), then you will alsoYou'll want to have yourclear previous conferencecontact/student contact information deleted. Ordata if youreither studentof ID'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 eachyour student,students you will

In wanteither tocase, removeleaving old records in place can cause conflicts with the storednew students.data.

NOTE: Preventing Duplicate Contacts forWhen ExistingEnabling pickAtimeBlackbaud AccountsIntegration

When this applies: If your school haspreviously used pickAtime without integration,integration imported— importing data files manually,manually — and is now wantsswitching to enable the Blackbaud integration,integration, you may end up with duplicate contact records. mayThis occurhappens duebecause tothe differingnew integration uses different contact IDs (teacherID,TeacherID, studentID,StudentID, parentID).ParentID) than your old manual imports.

RecommendationRecommendation:: Clear out old data before therunning newyour first integration import.

Steps to removeRemove oldOld data:

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.page, in case you need that historical data later.
3. Delete all past events, except the new one.one you just created.
4. Go to Global Setup / Contacts / Advanced Options,Options, then click Delete All Contacts.Contacts.
5. In the pop-up, select Level to delete: Admin Level -– Event Administrator (thisas the level to delete.

This removes all contacts withat lower accessthat level and contactsbelow with— customerincluding access level -all parents and students)students (Customer access level). Run theyour new integration import.

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This ensures cleanclean, duplicate-free data syncing withoutgoing duplicates.forward.

Contact

Need help with this process? Email support@pickatime.com

. if needed.