Event FAQs Account How do I change the name of my account? Go to  Global Setup / Business . At the top, select  Business Settings / Business Address / Business Name . Edit the account name. Note: The change won't appear immediately — log out completely and log back in to see the update. Administrators Can I have multiple administrators on my account? Yes, you can set up any number of users with administrative access: Go to  Contacts , click  Add / Admin... . Fill in the contact's information. Set  Admin Level  to  Administrator  for full access. What administrative access levels are available? Level Permissions Appointment Viewer Can view appointments only Appointment Maker Can make appointments in the Admin tool, but cannot change account settings Resource Administrator Full schedule control for specific assigned resources Event Administrator Full administrative access to all events Administrator Full administrative access to the entire account "Email address already exists, can't create duplicates" — what does this mean? This administrators email is already linked to an existing pickAtime contact. Go to  Contacts , search the email address, and you should find the existing record. Admin UI Why is the Appointments List red? This indicates appointments with an unresolved problem needing attention — the tab and the appointment both display in red. See the  Problem Appointments  page for the different ways this can happen. I see orange appointments labeled "Customer is creating this appointment" — what do I need to fix? Nothing — this is expected behavior. Orange indicates a booking  in progress : These appointments can't be manually deleted or selected for email notifications. If the participant goes inactive without finishing, the system automatically cancels the in-progress booking. The orange status disappears once the participant completes booking. This also helps admins booking manually — it prevents you from selecting a slot a participant is actively booking. Why does changing "Open scheduler to customers" on one event also change it on my other events? Your events are linked via  Propagator Mode . To make changes apply to only the current event: Go to  Events Preview / Events Settings . Under  Propagator Mode / Propagate Changes To , change the setting from  "all events of this type"  to  "only the current event." Appointments How do I see who has signed up for an appointment? Via Reports:  Logging in takes you directly to the  Reports  area, where several reports show scheduled appointments. Via Admin UI:  Select your event, go to  Appointments , and click a date/time — the participant's name will display in that slot. Can I offer Virtual appointments part of the day and In-Person for another part? Yes — create separate slots by type: Virtual  slots for morning/early afternoon In-Person  slots for evening A participant booked the wrong appointment type (In-Person vs. Virtual). How do I fix it? Option 1 — Participant self-service:  They go to  My Appointments , locate the booking, click  Edit , and change the  Appointment Type . Option 2 — Admin: Open the event and locate the resource/time slot. Click the appointment, then  Edit Appointment . Change the  Appointment Type  and save. How do I change ALL booked appointments from In-Person to Virtual (or vice versa)? Open the event /  Event Management . Click  Slots / Update Slots . In the  Slot Updater , set the time range and choose the new type from  Slot Type . Click  OK  — you'll see a confirmation showing how many appointments will be updated. Click  OK again to confirm. Cancelled Appointments Can I see a list of cancelled appointments for a specific participant? Go to  Reports / Account Reports . Select  Cancelled Appointments . Sort by resource name to find all relevant appointments. Contacts Why are contacts shown in different colors? Color Meaning Blue Contact has never logged in / taken ownership of their account Black Contact has logged in Red Problem account — usually a duplicate email address Emails How do I customize emails? Go to  Settings / Notifications  to customize the  Confirmation ,  Reminder , and  Cancellation  email templates. How can I view emails that have been sent? Go to  Contacts  and search for the contact. Select them, then click the small  Log  tab. This shows a history of booked/cancelled appointments and emails sent. How do I turn off reminder emails? Go to  Event Management / Settings / Notification Setup . Under  Reminder Email , uncheck  "Send Reminder Emails." You can update reminder email  wording and timing at any time — changes apply to all future reminders. Invoices How do I view my invoices? Log in and select  Reports / Account Reports . Choose  Account / Invoices and Payments  from the report pull-down. Click an invoice # to view details. Can I pay by credit card? Yes: Follow the steps above to open an invoice. Click  "Click Here"  within the report. Select  Pay by Credit Card . Can you take my payment over the phone? No — phone payments aren't supported. Please use the credit card option above. Multiple Dates / Locations Can I have multiple dates for one event? Yes. Use the calendar on the left to create slots for your first date, then select a new date and repeat — no need to create a separate event per date. Can I have multiple locations for one event? Yes — create a  separate event  for each location on the  Event List page. Passwords A participant can't remember her password. Self-service:  Click  Forgot Password  on the login page to receive a reset email. Admin reset:  Go to  Contacts , search for the participant, select them, and click  Reset PW . How do I change my own password? Log in, click the menu icon (top-right), then select  Edit Profile / Change Password . Scheduler How do I add a logo to my scheduling site? Go to  Global Setup / Business , under  Account Level Settings / Account Logo , and click the  Upload  icon. Do you support Spanish/French versions of the scheduling page? Not natively — your browser's built-in translation tool can be used instead. How do I test the scheduler? Go to your  Online Scheduling  link, add a student to your account, and view their teachers' schedules as a parent would. I see "there are no events available" or "the online scheduler is closed" when testing. The scheduler isn't currently open. Check  Settings / UI Setup / Scheduler Availability  start/end dates. The scheduler is closed, but participants can still cancel — why? This is expected. Once closed, participants can still log in and view (but not book) appointments. Whether they can  cancel  depends on the setting  "Customer cannot cancel their appointment closer than XX hours/days"  under  Settings / UI Setup / Appointment Cancellations . If cancellation isn't allowed, they'll see a message to call the company instead. Our account URL shows a 404 error during testing — how do we fix this? This usually happens when  Category Sort  is enabled but no categories have been assigned to your events. Fix: Go to  Events Preview / Events Settings / Manage Categories for Events . Under  Category Sort , uncheck  "Allow customer to select category first." Snow Days / Emergency Rescheduling We need to cancel a day due to snow and move all appointments to a new date. Go to  Appointments  for your event. Select the date from the calendar. Click  Slots / Move Slots , then select a destination date. You'll have the option to email all affected participants about the change. Time Slots I created slots with the wrong duration. Slot duration  cannot be edited . Delete the incorrect slots and recreate them with the correct duration. If customers have already booked appointments on those slots:  When you delete the slots, you'll be prompted to either cancel the appointments (optionally with a rebooking email) or move them to a holding area on the  Appointments List  page for manual handling. I created slots on the wrong date. Use  Slots → Move Slots  on the Appointments page to move all slots (and any appointments) to the correct date. You can optionally notify affected participants by email. My slots are 20 minutes, but I need a 30-minute break mid-schedule. If the break doesn't align with your slot duration, create slots in two batches — before the break, then after. Why are some slots yellow? Yellow indicates the time has already  passed  — these slots are hidden from participants. Check the date and either delete or move them. Correctly dated slots appear  blue and remain bookable. Working in the Admin UI The time slot boxes are too small — how do I adjust this? Manually:  Hover over a time marker line in the left column, then click and drag to resize. Globally:  Go to  Settings → Vendor View Setup  and adjust  Time Slot Display Scale . Date I need to change my event date, but keep the existing appointments. How do I do this? Yes — you can move your slots and appointments to the new date instead of recreating them. Go to the Appointments page Select the original date on the calendar (left-hand side). Click Slots / Move Slots . Select the new destination date. You'll have the option to email participants notifying them of the change. Note: Moving slots does not automatically update the date listed on the Event Setup page — you'll need to correct that separately.