Event Scheduling Management Guide

• Administrator Access
• Contacts
• Directions for Participants
• How to Book Participant Appointments
• Handling Appointment Errors (Red Borders)
• Viewing Appointments in the Admin UI
• Problem Appointments
• Reports
• Sending Custom Emails

Administrator Access

From the Contacts tab, you can search for a contact, select their name, and adjust the "Admin Level" pull-down to allow them to log in to the Admin UI and see reports.

To add a new contact, i.e., select the green Add button. For an Administrator, select Admin... and fill in the Contact information for the Admin.

Select the Admin Level pull-down to set the Contact's access level.

• Appointment Viewer - has the ability to log into the Admin UI and view the appointments, but cannot change anything.
• Appointment Maker - has the ability to make appointments from the Admin UI, but cannot change the setup, add or remove slots.
• Resource Administrator - has the ability to make and cancel appointments and add and remove slots from the Admin UI for the resources to which they have been granted access in the Resource Access section.
• Event Administrator - is a full-powered administrator on one or more events. Use the lower right-hand table labeled Event Access to set the events the contact should have administrative access to.
• Administrator - has full access to the entire account.

For the administrative categories, Appointment Viewer, Appointment Maker, and Resource Administrator, be sure to specify the resources the contact should have access to. This is set in the Vendor Access tab -> Resource Access block.

For the administrative category Event Administrator, make sure to set the event that the contact should have access to. This is set in the Vendor Access tab /Event Access block.

All of these settings allow access to the reports.

This new contact will be prompted to create a password the first time they log in. 

Contacts

On the Contacts tab, you can search for a contact, select the contact, and then view the information about that contact. Your contacts are your list of administrators and participants. As soon as a participant logs into the online scheduler, their contact information will be stored in the contacts section.

• From the Admin UI, select the Contacts tab on the top line of the screen

Note that participant names do not automatically display in the contacts section. You need to search by either the first or last name of the participant.

View the Info

After you search, you can select a contact, and the system will fill in the fields on the right with the contact's information. There are several small tabs on the right.

• The Search Control list will allow you to search by Last name, First name, Email address, and any other fields that you identify as an ID field in the Contacts Setup tab on the Global Setup page.
  
• You can select a contact record and then click on the Delete button to delete a contact, or click on the Reset PW button to reset the password for a contact.
• The Contact Info tab will display the contact's Email, First name, Last name, admin level, and customer access rights, as well as any fields you may have included from the Contacts Setup tab on the Global Setup page.
• The  Appointments tab, not to be confused with the main Appointments tab on the top line, shows all the selected contact's appointments. 
• The Log tab shows what emails have been sent and when appointments were booked or canceled.
• The Vendor Access tab allows you to set up Resource Access and Event Access for your administrators. 

IMPORTANT NOTE: If you are adding a new contact with an access level of either Appointment Viewer, Appointment Maker, or Resource Administrator, make sure you check the resource box in the Resource Access section. 

On the Vendor Access tab, the Master Access section with the 'allow access to all events and all resources' check box is available for Appointment Viewer and Appointment Maker access levels only. The Resource Administrator and Event Administrator access levels do not support the master access.

Once you have selected a contact, you will also have the option to reset the password for a contact. The Reset PW button will reset the password to the stored default password that is set on your account. To view or change this default password, see the Global Setup / Contacts Setup page.

Add a new Contact

To add a new contact, select the Add button.  On the form, you will need to fill in the fields where you see the text <not entered>. 

The form will not allow you to create a new contact record with the email address that already exists on the vendor account.

Directions for Participants

Follow the directions provided by your company to get to the Online Scheduler. Once on the site, follow the steps below:

1. Sign In

• Enter Email: Type your email address and click Next.
• Returning Users: If your email is recognized, enter your password.
• New Users: If your email is not registered, follow the prompts to Sign Up.

2. Select Resource

• To proceed: Click Filter Slots once you have finalized your list.

3. Booking Appointments

The scheduling grid displays available times as squares with a plus sign (+).

1. Click on your preferred Time Square.
2. Click Create Appointment.
3. A confirmation message will briefly appear at the top of the screen to confirm your booking.

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Managing Your Schedule

View or Print

To see your full itinerary, click the Printable Schedule on the left-hand sidebar.

Changes & Cancellations

If you are using a Computer (Desktop):

1. Click My Appointments on the left-hand sidebar.

2. Locate the appointment you wish to change.

3. Hover your mouse over the appointment to reveal the Details, Edit, and Cancel options on the right.

If you are using a Mobile Phone:

1. Tap the Menu Icon (three bars) in the top-left corner.

2. Select My Appointments from the menu.

3. Tap the three dots (⋮) next to any appointment to modify or cancel your booking.

How to Book Participant Appointments

1. Locate the Time Slot

• Select the Appointments tab at the top of the screen.
• Use the Calendar on the left-hand side to navigate to the desired date.
• Click the Green Plus Sign (+) in the specific time slot you wish to book.

2. Select the Participant

When the Select Person dialog box appears, you have two options:

Option A: Search for an Existing Contact

1. On the left side of the box, type the participant's name (or the first few letters).
2. Once the correct name appears in the list, click to select it.
3. Verify the contact information displayed on the right-hand side.
4. Press OK to finalize the appointment.

Option B: Create a New Contact

If the participant is not found in the search:

1. Enter their First Name, Last Name, and Email Address in the fields on the left.
2. Click the green Add button.
3. Press OK to create the contact and then OK to book the appointment

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Pro-Tips for Scheduling

• Partial Searches:  You don't need the full name; typing just the last name or part of the last name often helps find participants more quickly.

• Verification: Always double-check the email address on the right-hand side before clicking OK to ensure confirmation emails are sent to the right person.

Handling Appointment Errors (Red Borders)

If an appointment appears with a red border, it indicates a system error or a scheduling conflict (such as a double-booking). Follow these steps to resolve it:

1. Identify the Issue

Click on the red-bordered appointment. Look at the bottom-left area of the screen (below the calendar) to read the specific error message.

2. Choose a Resolution

Once you understand the conflict, you have two options:

• To Remove the Appointment: If the slot was booked in error, click Cancel Appointment.
• To Keep the Appointment: If you wish to bypass the warning and allow the booking anyway, click Confirm Appointment. This will "force" the appointment and clear the red highlighting.

Other Appointment Options

On the Appointments page, you can click on an existing appointment. Select the Appointments drop-down to see the following options: 

• Confirm Appointment  - this will be enabled if you have clicked on a red problem appointment and will allow you to confirm the problem appointment. 
• Cancel Appointment - will allow you to cancel the appointment and optionally send a cancellation email.
• Edit Appointment - will allow you to edit the appointment details for an appointment. For example, if you were prompting your participant for additional appointment-specific information, you would be able to edit it here. 
• Change Time - will allow you to move the appointment to a new time. 
• Send Reminder - will send a reminder email to the participant.
• Customer Info - will bring up the Contact Information dialog box for the participant. 

Viewing Appointments in the Admin UI

You can alter several display settings to make the appointments easier to read.

• To make the time taller (the boxes bigger vertically), go to the Appointments tab, move the mouse over one of the horizontal lines on the appointments tab that occur just above each time marker, then click and drag vertically.
• You can drag each resource column wider by putting the mouse over the space between the two resources, then clicking and dragging.
• You can alter when times and gray lines are displayed on the appointments tab by altering the "Time Mark Display on the Appointments page" settings on the Settings / Vendor UI Setup page.
• On the Settings / Vendor UI Setup page under "Hours visible on the Appointments page," you can alter the maximum and minimum value of the scroll bar on the Appointments page. They can be different for each event, but they are not unique for each day. So if one day has slots from 8-5, and another has them from 9-6, they should be set for 8-6 to allow the scroll bar to scroll to all possible slot times.

Problem Appointments

The Appointments List page will provide a master list of all appointments. It will also display any appointments that have some sort of problem that needs attention.  

Previously booked appointments that break a pre-established rule are displayed in red.  There are several ways problem appointments are created.

• Appointments created by the vendor that violate the rules set up on the Settings / UI Setup tab will be flagged as a problem. 

The screen below shows an example of a problem appointment. When you select the red box, the reason for the problem will show up under the calendar on the left. To force this appointment, select the Appointments drop-down and then select Confirm Appointment.

Appointments that are in the process of being booked are displayed in orange and cannot be manually deleted or selected for email notification sending. These appointments will be automatically managed and, if necessary, canceled by the system if the user has been inactive for a long time and has not completed creating an appointment.

NOTE: The Customer is creating this appointment status, which indicates that the participant is in the process of booking the appointment. This will be seen on the Appointments Tab. 

These appointments will be automatically managed and, if necessary, canceled by the system if the participant has been inactive for a long time and has not completed creating an appointment. Once the participant completes the appointment booking process and clicks on the Create Appointment button, the status will disappear. 

This will allow admins who are booking appointments for participants in the Admin UI tool to not select the time slots that are in the booking process.

• When you delete a slot, the appointments on that slot will not be deleted. Appointments are not deleted; they are flagged, and all flagged appointments show up in the Appointments List tab on the Admin UI.

Here is a screenshot of an appointment where the time slot for the appointment was deleted. To recreate the slot, select the problem appointment and click on the Recreate Slot button.

IMPORTANT NOTE: You will want to make sure that your Appointments List does not contain any red appointments. To the participant, these appointments will NOT exist. Once Admin confirms a problem appointment, it will be available for a participant, and only then will any reminder emails that have been set up continue to go out.

Reports

When you first log in to your account from the pickAtime home page, you will be in the Admin tool and will default to the Event Reporting page within the Admin tool. Reports are divided into two categories: Event-Specific and Account-Specific.

Event Specific Reports

Under the Event pull-down, select your event.  On the Event-specific reports, you will see a Dates area where you can enter a from date and a to date. It is only necessary to enter values in these fields if the dates of your event have passed.

Managing Reports

For every report generated, you have the following options:

• Format: Print, Export to XML, or Export to a Tab-delimited file (Excel compatible).

• Email: Send the report directly to yourself or others.

• Save Settings: If you customise a report (e.g., by adding "Additional report fields"), click Save Report Settings. The system will remember these preferences the next time you run the report.

• Automated Delivery: Administrators can click Schedule Report Delivery to set a date range, time of day, and frequency for automated email delivery.

Save Report Settings

There is also an option on any report to save the settings for that report. For example, if you add additional fields to your report, such as the email address of the participant, you can now add these fields and then select the Save Report Settings button, and your new selection will be saved. The next time you return to this report, you will see the additional fields displayed.

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Account Specific Reports

Select the Account Reports mode.

You will have the option of the following reports:

Settings

The Settings report will list the URL that was automatically created for your online scheduler. 

Account - Invoices and Payments

This report will display the balance on your account. It will also list your invoices and payments. You can click on an invoice # to see the invoice. On any invoice page, you will have the option to pay by credit card.

Problem Appointments

If there are any "problem appointments" on your account, this report will provide you with a list of these appointments. A "problem appointment" is an appointment that has been placed "on hold". For example, if you delete a slot that had an appointment on it, the appointment is not automatically deleted. The appointment is tagged as a "problem appointment", and you must decide what you will do with this appointment.

Appointments from all events

This report will display a list of all appointments from all your events.

Appointments for all Roster events

This report will display a list of all appointments from all Roster events.

Contacts without appointments

This report will display a list of all the contacts that have logged into your account and have not booked an appointment. The "Contact's fields" link is available on this report to add contact information (ex. email address) to your report.

List of Admins

This report will display a list of your admins. It will show you the email address that was imported, as well as the Access Level provided to each admin. When teachers are imported, they are automatically given Appointment Viewer access, and this report will also show you the resources (teacher names) that each teacher has access to. To see when your admin(s) last logged in, click the green “Additional Fields” button and then select “Last Logged In.”

% Full

If you have multiple events, this will show you the percentage of booked slots out of the total available slots.

Cancelled Appointments

This report lists all cancelled appointments, the date and time the appointment was cancelled, and the email address of the Contact Person who cancelled the appointment.

Appointment Counts for all Events

This will provide you with the total appointment counts for all your events.

Resource Mapping

This report ​shows all the Resources on your events and the contacts (if any) associated with each Resource.​ For Parent Teacher Conference scheduling, this will allow you to check the connection between assigned contacts (teachers) and Teams.

Scheduled Report Delivery

This report ​displays the details of ​your Scheduled Report Delivery settings. This shows the reports you have scheduled for delivery, what the time period is for those reports, who the report is going to, the interval frequency of the report, and when the report was last sent. You can also cancel the Scheduled Report Delivery from here by selecting the delete option next to the report.

Appointments Summary by Contacts

This report allows admins to see appointments booked by contact(s) on all events across the Vendor account.  

Sending Custom Emails

From the Appointments List page (not the Appointments page) in the Admin UI, you can search by a single date, a range of dates, or by an event. This will then bring up a list of participants with appointments for that date, date, or event. 

On this page, you can email participants, delete, confirm, and recreate slots and appointments.

At the top of the page is the Send Email button. You can then select the option to Send to All or to Send to Selected. A dialog box will come up that looks like this: 

This will let you send a Reminder email or a Custom email to your group of participants. You can use the current email template, or you can customize it as needed. The template for both emails is located on the Settings / Notification Setup page.