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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 — Online Scheduler Settings, Notification Setup, and CUI Messages — by carrying them over.

⚠️ Don't simply rename your old event. Importing new class/enrollment 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.

Administrator Information

At the beginning of each year you should plan to remove any old admins and add new admins.

To add an Admin

    Navigate to Contacts: In the Admin UI, go to the Contacts page.

    Add New Admin: Select the Add > Admin... button.

    Enter Details: Fill in the user information on the Add New Contact form.

    Set Access Level: In the Admin Level pull-down menu, select Appointment Viewer.

    Save: Click to finish.

    Note: If you see a red message stating "Vendor already has a contact with this email," do not panic. Click the blue Go back button and use the Search tool to find the existing contact by name.

    Assigning Specific Access

    Once the contact is created or located:

      Go to the Vendor Access tab.

      Locate the specific Event and Teacher this person needs to monitor.

      Click the checkbox next to the name to grant report access.

      First-Time Login Instructions

      You can provide these steps to the new admin to help them get started:

        URL: Go to pickatime.com. Step 1: In the Login section, enter your email address and press Login. Step 2: On the following page, you will be prompted to create a unique password for your account.
        To remove an old Admin
          Navigate to Contacts: In the Admin UI, go to the Contacts page. Locate the Contact: do a search for the contact by first or last name or by email. Delete the Contact: Click on the Contact's name and click the DELETE button.

          Contact Information

          What happens to contact data between events

          Contact information — including parent,parent/teacher teacherslogin credentials and student records — is retained across events and is not deleted when you delete an event. This means:

            Parents can log back in with their original email and password. Any students previously linked to a parent's account remain linked. Parents who've forgotten their password can use Forgot Password on the login page.

            This is especially useful for schools running multiple conferences per year.

            If you'd prefer parents create fresh accounts each time (e.g., for annual conferences), you can manually clear old contact data.

            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,Maker, Appointment Viewer,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 support@pickatime.com.

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