# Turn it On and Test the Scheduler

#### **1. Open the scheduler**

1. From the Admin UI, go to **Events / Preview**, select your event, and click **Go To Event.**
2. Select **Settings / UI Setup / Event Settings / Scheduler Availability**.
3. Set **"Open scheduler to customers on"** and **"Close scheduler to customers on"** to define the window during which parents can book appointments.

<p class="callout info">To access the scheduler yourself while it's closed to parents, check **"Allow Admins access to the CUI at all times."**</p>

#### **2. View the scheduler**

1. First**,** make sure that your [SSO ](https://help.pickatime.com/books/blackbaud-user-guide/page/creating-your-sso)is set up and permits impersonation.
2. Log in to Blackbaud and under your profile menu select the <span class="rvts37">Impersonate User</span><span class="rvts36"> option. </span><span class="rvts20">Blackbaud will allow you to find a user to impersonate. Ensure that this user is in pickAtime as well (note that the User IDs in Blackbaud tell pickAtime what role that User has).</span>
3. Once you are impersonating a user, go to the Resource Board.
4. Click the pickAtime Resource Tile to access the event.

#### **3. Test the booking process**

Ensure that you have a student attached to your test account to confirm that appointments can be booked correctly. To review your Parent-Student Relationship or if you need to manually add a student, follow the instructions [here](https://help.pickatime.com/books/pta-management-guide/page/parent-student-relationships).

1. Confirm the student's name appears in the drop-down list.
2. Select the student's name and continue through the scheduling process.
3. You'll see a list of all available appointment slots for that student's teachers.
4. Select a teacher and time to book and complete the process.

### **Recommended Testing Checklist**

- Teachers imported correctly
- Classes imported correctly
- Student relationships are imported correctly
- Room assignments verified
- Appointment slots displayed correctly
- Parent scheduling tested
- Confirmation emails verified
- Virtual meeting links tested (if applicable)
- Reports reviewed
- Test appointments removed

### **Troubleshooting**

##### **Students' teachers aren't showing up**

This usually means one of the following:

- The student's enrollment data is incomplete or missing
- No slots have been created yet for that student's teachers at this event

##### **<span class="rvts0"><span class="rvts96">What does </span></span><span class="rvts0"><span class="rvts126">"the integration with pickatime is not set up correctly" mean?</span></span>**

<span class="rvts20">This appears when you have added your vendor id # to the end of the secret key (located in </span><span class="rvts21">Global Setup / Business, Show Advanced Options, Single Sign On Options, Blackbaud</span><span class="rvts20">). The secret key should be empty after the ==.</span>

##### **<span class="rvts0"><span class="rvts96">What does "There was an error: Blackbaud user not found" mean?</span></span>**

<span class="rvts23">This appears when pickAtime is not able to locate a user with a Blackbaud email within our Database. Users must exist in both pickAtime and Blackbaud with a matching </span><span class="rvts39">User ID (parentID or teacherID).</span><span class="rvts23"> Check and confirm that the user exists in both systems and if they do confirm that their User ID data matches.</span>

##### **<span class="rvts0"><span class="rvts96">What does </span></span><span class="rvts0"><span class="rvts126">"Failed to get Blackbaud user" mean?</span></span>**

<span class="rvts20">This appears when pickAtime is not able to communicate with BB communication. Please c</span><span class="rvts23">heck and confirm that the user exists in both systems, and if they do confirm that the User ID data matches, try again.</span>

<span class="rvts23">Click [here for our full Blackbaud FAQ](https://help.pickatime.com/books/blackbaud-faqs).</span>