Note that if you have created the same slots for all your resources, you will not see the individual slots displayed unless you select one of the resource names from the right-hand side. This allows you to create identical schedules for selected groups of resources.
#### **Viewing Resource Slots** If slots are created for all resources at once, individual appointment slots may not immediately display. To view a specific resource’s slots: - Click on the resource’s name from the right-hand panel #### **Time Increment Display** The time increments displayed on the Appointments page automatically adjust based on your slot durations. Examples: - 10-minute slots → 10-minute display increments - 15-minute slots → 15-minute display increments If multiple slot durations exist, the display will use the lowest common denominator. Example: - 10-minute slots - 15-minute slots Result: - Display increments become 5 minutes To manually adjust display increments: 1. Navigate to **Settings / Vendor UI Setup** 2. Modify the **Draw Time Every** setting If using Travel Breaks, you may also want to adjust this setting to align with your break duration.Important Notes: Create Slots Does Not Replace Existing Slots
The Create Slots function only adds new slots. It does not automatically overwrite or remove existing slots. Example: - Existing slots: 8:00 AM – 12:00 PM - Desired schedule: 9:00 AM – 12:00 PM You must either: - Delete the unwanted 8:00 AM – 9:00 AM slots - Or delete all slots and recreate the schedule ### **Updating Slots** The Update Slots feature allows you to update the characteristics of existing slots. This feature allows you to: - Increase the number of allowed appointments per time slot - Change appointment types - Make slots unavailable - Hide slots from participants #### **Accessing Update Slots** 1. Select **Events / Preview** from the navigation dashboard. 2. Select your event from the list. 3. Click the **Appointments** button. 4. Select the **Appointments** tab. 5. Select the appropriate date from the calendar on the left-hand side. 6. Select the resource name on the right-hand side. 7. Select **Slots > Update Slots**. This will open the **Slot Updater** dialog box. The dialog box allows you to enter a range of times and apply updates to existing slots. The option **Keep existing slot type on slots being updated** allows you to change the appointment type (for example, from In-Person to Virtual) without changing the existing slot type. This is especially useful if resources have already blocked portions of their schedules.Important: Update Slots only changes the characteristics of existing slots. It does not change the slot duration, start time, or end time.
--- ### **Removing Slots — Individual Scheduling Exceptions** 1. Select **Events / Preview** from the navigation dashboard. 2. Select your event from the list. 3. Click the **Appointments** button. 4. Select the **Appointments** tab. 5. Select the correct date from the calendar. 6. Select the resource name on the right-hand side. 7. Select the slot you would like to remove. 8. Select **Slots > Delete Time Slots**. This will open the deletion dialog box. The dialog box will ask for details about the deletion. Review the information carefully to ensure you are only deleting slots for the correct: - Date - Resource - Time range You may also delete all slots that occur during a specific time across all resources. Example: If you would like to create a lunch break for all resources, you can enter the lunch break start and end times and remove all slots during that period. You can also create breaks by using the **Update Slots** feature instead of deleting slots.**Important Note: Deleting Slots with Existing Appointments:** If the slots being deleted already contain appointments, an additional dialog box will appear. This dialog box provides several options for handling the affected appointments.
#### **Option 1: Do Not Cancel Appointments** If you choose not to cancel the appointments: - The slots will be deleted - The appointments will move to the red **Appointments List** This list acts as a holding area for unresolved or “problem” appointments. You must then either: - Delete the appointments - Or recreate the appointment slots #### **Option 2: Cancel Appointments Without Sending Email** Appointments will be canceled without notifying participants. #### **Option 3: Cancel Appointments and Send Cancellation Email** Appointments will be canceled, and a cancellation email will be sent. The cancellation email configured in the **Notification Setup** section will appear automatically and may be edited before sending. ### **Blocking Slots** You can block a slot by turning an existing slot red and optionally entering a custom message, such as: - Lunch Break - Staff Meeting - Unavailable On the **Appointments** page in the Admin UI: 1. Click the **X** in the corner of the slot. 2. The slot will turn red. 3. The message **Blocked** will appear in the slot. You may leave the default message or replace it with your own custom message. Blocked slots: - Will not appear on the scheduling page for participants - Remain visible in the Admin UI At any time, you may unblock the slot by clicking the **X** again. The slot will return to blue and display the status **Available**. ### **Making Changes to Slot Start Times, End Times, or Duration** To modify: - Slot start times - Slot end times - Appointment durations You must first delete the existing slots. The Create Slots process does **not** overwrite previously created slots. Example: Existing schedule: - 10-minute slots - 8:00 AM – 2:00 PM Desired schedule: - 10-minute slots - 9:00 AM – 1:00 PM You cannot create the new schedule on top of the existing slots. Instead, you must either: - Delete only the unwanted slots - 8:00 AM – 9:00 AM - 1:00 PM – 2:00 PM OR - Delete all existing slots - Recreate the schedule using the new times ### **Move Slots** The **Move Slots** feature allows you to move existing slots and appointments (if any) to a new date. Selecting **Move Slots** opens a dialog box where you can: - Choose a destination date - Move slots for all resources - Move slots only for selected resources If appointments already exist, you will also have the option to send an explanation email to affected participants.Important Note: New calendar invitation emails are not automatically generated after moving appointments. Participants should be advised to manually update any personal calendar entries they have saved.
### **Copy Slots** The **Copy Slots** feature allows you to: - Copy one day of slots to another date - Copy slots from one resource to another resource This is useful when: - Multiple resources share the same schedule - Multiple event days use identical availability - You want to quickly duplicate an existing schedule ### **FAQ on Creating Slots** ##### **I created slots on the wrong date** On the Appointments page, select the Slots drop-down and then select the Move Slots option. This will allow you to move all slots (and any appointments) to a new date. You will have the option to send an email to any appointment holder whose appointment was moved. ##### **My slots are 20 minutes in duration, but I wanted a 30-minute break for lunch** If your break will not have the same duration as your slots or is not a multiple of your slots (e.g., you have time slots of 20 minutes, and you want a 40-minute break), you will need to create your slots in sections. First, create the slots BEFORE your break time, and then create your slots AFTER your break time. ##### **Why are my time slots yellow? ** Yellow indicates that the time has passed. ##### **I created time slots with the wrong duration, but my customers have already booked appointments.** Time slots can not be changed from one duration to another. If you need a different duration than what you originally created, you will need to delete your time slots with the incorrect duration and create new time slots with the correct duration. When you delete the time slots, the system will ask you what you want to do with the appointments. You can cancel them and send an email to each customer requesting that they rebook their appointment. Or you can put the appointments "on hold" and then cancel and manually rebook each appointment. ##### **After selecting the Delete Time Slots option, you will see a new dialog box telling you the number of appointments on your soon-to-be-deleted slots:** The default option is set to move the appointments to a holding area on the Appointments List page. If you choose this option, you will have a list of the appointments that you need to either cancel or cancel and rebook. # STEP FOUR: Adjust Settings ### **UI Setup** #### **Event Settings** On the [**UI Setup**](https://help.pickatime.com/books/additional-event-features/page/ui-setup-page-event-scheduling)[** (Events Management, Settings/UI Setup**](https://help.pickatime.com/books/additional-event-features/page/ui-setup-page-event-scheduling)) page, you can adjust various settings specific to your event. 1. From the Admin UI on the [**Events/Preview**](https://help.pickatime.com/books/additional-event-features/page/events-preview-page) page, select your event. Click on the Go To Event button to open the **Event Management** page. 2. Select the **Settings** tab and then the **UI Setup** tab. From the top of the page, work your way down #### **Scheduler Availability** - **Open scheduler to customers on -** Enter the date and time that you would like the scheduler to open to your participants. - **Close scheduler to customers on - ** Enter the date and time that you would like the scheduler to close to your participants.. #### **Appointment Number Limits** - **Maximum Appointments per Event -** This allows you to limit the number of allowed appointments per event. - **Maximum Appointments Per Resource per Day** - Allows you to set a limit of how many appointments per resource can be booked on any day. For example, you can create 15 slots on a day, but set this to 10. As soon as the 10th appointment is booked at any time on that day, no more appointments can be booked. - **Duration between appointments** - This allows you to set a duration between allowed booked appointments. #### **Appointment Cancellations** - **Customer cannot cancel their appointment closer than x hours/days/weeks -** If you want to prevent participants from canceling their appointment within some amount of time before the appointment, alter this setting. Set this to 0 if you don't care if participants cancel a minute before they show up. Set this to a large value if you don't want them to be able to cancel the appointment. **NOTE**: Closing your scheduler does not prevent participants from canceling an appointment. #### **Close Appointment Booking** - **Close Appointment Booking** - Allows you to make slots become unavailable some amount of time before the appointment. There are 3 options. - Close appointment booking at XX time XX days before the appointment date. - Close appointment booking XX hours/days/weeks/months before the appointment time. - Close appointment booking XX hours before the first appointment time of the day. ### **Scheduler Settings** #### **Scheduling Link** The Scheduling link for the selected event lists the site address for the selected event that you can either use on your school web page or provide to participants in an email to use when booking an appointment. If you click on this link, a new browser window will open up that is the Customer User Interface (CUI) for your event. You can also enter a customized event name. This will then be appended to your account URL. For example, if you have customized your event URL to https://pickatime.com/SmartFluShots, your custom event URL might look something like this: https://pickatime.com/SmartFluShots/Rochester or https://pickatime.com/SmartFluShots/Brighton. Note that when using the custom event URLs, the participant will still have the option to toggle to any other open event on the account.**IMPORTANT NOTE:** The event URL you see listed on this page will take the customer directly to the event. However, if you have any other open events on your account, the event table will be displayed to the customer, and they will be able to toggle to the other events. You can use the Category Option if you want to direct a participant to a certain event without an option to toggle to the other open event on the account.
The Scheduling link for the category would display a scheduler for the event(s) that fall in the category. #### **Scheduler Display** - You have multiple options for displaying the scheduler. The options are Table, Text, Vertical, List, and Date. - **Display in a Condensed/Expanded mode -** pickAtime offers both **Condensed** and **Expanded** scheduler views, so users can choose the experience that works best for their scheduling style and screen space. - - **Condensed View -** Best for users who want to see more availability with less scrolling. The Condensed view uses variable time steps, creating a cleaner and more compact layout. This option is helpful for smaller screens or users who want to quickly browse open times without focusing on exact interval spacing. - **Expanded View -** Best for users who prefer a traditional scheduling layout with fixed time increments. Expanded view displays fixed time slots in consistent intervals, making it easier to visually search for appointments of a specific length or compare gaps between appointments. This view closely matches the classic scheduler experience and can be preferred by long-time users familiar with the original CUI. Users can switch between views at any time using the toggle button located in the top-left corner of the scheduler. - Display multiple dates with a **Paginator** or a **Calendar**. The **Paginator** option will allow the parent to see multiple dates on the same page. The **Calendar** option will display one day at a time to the parent, with a small calendar displayed where the parent can select a different date. - Display the end time of each appointment slot. This option will not be shown if the Table or List display is selected. - Display the number of available appointments per slot. This option will not be shown if the Table or List display is selected. #### **Scheduler Display Limits** - **Display X weeks of slots, ****xxx slots on the scheduling page** - This setting determines how many days or weeks are shown on the Customer User Interface at one time. - **Do not display after xx days/months from today** - This allows you to have appointments available on the back-end, but not yet display them on the booking page. - **Display maximum x available appointments(s) per slot** and **show the next only when xx% of them are booked** - The xx slots section determines how many slots (per day) are displayed. For example, if you have 20 slots available on a day, but you want the first 10 time slots to fill up first, you would enter 10 here. The first 10 time slots of the day would be displayed (ex. 9:00, 9:10, 9:20... through 10:30). Once a participant booked one of these slots, the next slot in the sequence (10:40) would open up and be displayed on the scheduler. Note that the number you enter as a limited number is for the number of time slots. If you are allowing multiple appointments per slot, for example, 2 appointments per slot, and you enter 10 as your limited number, the system will display the first 10 appointment times. #### **Resource Display** - **Hide resources on the CUI** - If you have multiple resources, and it is not relevant to the participant which resource they book with, you may choose to “hide” the display of the resource name. Not available when using the Table or Date display format. - **Show resources on the CUI** - Not available when using the Table or Date display format. - **Display resources with buttons / vertically / in a pull-down** - Not available when using the Table or Date display format. - **Resource title**: here you can provide a name for your resources - e.g. Nurse. - **Display resource description** - If you have created a description for your resource, it will display here. - **Display rooms** - If you have specific rooms for your resources, you can display them on the scheduling page. #### **Miscellaneous** - **Require parents to select their student's name from a drop-down when booking an appointment (requires that students have been imported to the account)** - This is used when you want a participant parent to attach a pre-imported student to their account. - **Allow customers to select a timezone from a list of allowed time zones** ### **Advanced Settings** #### **Online Meeting Provider** - **Use 'X' for online meetings** - Select from the drop-down menu which Online Meeting Provider you want to use for this event. #### **Multiple Appointment Booking** - **Allow a customer to take multiple slots -** This allows a participant to book more than one appointment at the same time. - **Allow a customer to make conflicting appointments for themselves -** If this box is checked, the participant will be able to make more than one appointment at the same time, across different resources. #### **Appointment Changes** - **Allow customers to see and cancel past appointments** - Check this box to allow your customers to see and cancel past appointments. - **Don't allow customers to change appointment time** - Check this if you do not want the participant to have the option to change the time of their appointment. ### **Notification Setup** The [Notification](https://help.pickatime.com/books/additional-event-features/page/notification-setup-page)[ tab ](https://help.pickatime.com/books/additional-event-features/page/notification-setup-page)in the Settings section allows you to toggle between the following options: **Confirmation Email / Cancellation Email / Reminder Email /Custom Email / Follow-up Email / Resource Notification Email / Calendar Event Notification**. #### **Confirmation Email** - **Subject **- Allows you to change the text in the subject line of the email. - **Header **- Allows you to change the text in the header line of the email. - **Body **- Allows you to change the text in the body of the email. - S**end Confirmation and Cancellation Emails** - Check this box if you would like a confirmation email sent after the appointment is made. This is generally left unchecked for schools. - **Support Email** - Enter an email address in this box, and you will receive a reply when your customer selects "reply" in the confirmation, reminder, or cancellation emails. If you leave this blank, any replies will receive an automated email response directing them to contact the scheduling organization. #### **Reminder Emails** ##### **Send Reminder Emails** - **Select Add and enter the time (in hours) -** prior to the appointment for which you would like an email reminder to be sent. You can add multiple times. The duplicated values are not allowed and would be removed automatically. - **Footer **- Allows you to change the text in the footer of the email. - **Subject for combined email** - When a combination email will be sent, for example, when an appointment is canceled and immediately rescheduled, the text here will be in the subject line of the combined email. ### **Configure CUI** The pickAtime system allows you to customize many of the display settings that your participants will see when booking appointments. To modify the **CUI messages**: 1. From the **Admin UI**, select the [**Events / Preview**](https://help.pickatime.com/books/additional-event-features/page/events-preview-page) option on the dashboard. Then select your event from the list and click on the Go To button. 2. Select the **Settings** tab and then the **CUI messages **tab. 3. On the left-hand side, you see many different labels that you can optionally modify. When you select a label, the right-hand side will display the text that will show up on the CUI. The text on any of these labels can be changed. 4. To edit the title on the login page for your scheduler, select **Sign In page / Welcome message\*** and edit the text on the right-hand side. 5. To add a logo to your scheduler, go to the [**Global Setup / Business page.**](https://help.pickatime.com/books/additional-event-features/page/global-setup-business-page) Under the **Account Level Settings / Account Logo**, click on the Upload icon to upload your logo. To edit (or view) the HTML, select the HTML icon (<>) on the toolbar. # STEP FIVE: Try it out 1. From the **Admin UI** on the [**Events / Preview**](https://help.pickatime.com/books/additional-event-features/page/events-preview-page) page, select your event. Click on the Go To Event button to open the **Event Management** page. 2. Select the **Settings **tab and then the **UI Setup** tab. 3. To turn on the online scheduler so participants can use the website and schedule appointments, modify the “Open scheduler to customers on” and the “Close scheduler to customers on”. Any days that you want to make available for participants to schedule appointments should be within the start and end dates specified. View for yourself the appointment booking web page. The appointment URL is listed in the Account URL section at the bottom of the [**Global Setup / Business Setup**](https://help.pickatime.com/books/additional-event-features/page/global-setup-business-page) page. To test out the system, you can click on the URL or copy and paste this URL into another browser window and try out the site as if you were a customer. You can customize this URL by checking the box "Set custom URL" and entering your preferred URL name in the white box. The "Appointment URL" will change to reflect your selection, and the new URL will be available in approximately 5‐10 minutes. # Event Scheduling FAQs ### **Account** #### **How do I change the name of my account** To change the account name, follow these steps in the **Admin UI**: 1. Navigate to the [**Global Setup / Business Setup**](https://help.pickatime.com/books/additional-event-features/page/global-setup-business-page) page 2. At the top of the page, select **Business Settings / Business Address / Business Name.** 3. Here, you can edit the account name. **Please note**: The name change will not be visible immediately. You must log out completely and then log back in to see the updated name. ### **Administrators ** #### **Can I have multiple administrators on my account? ** You can set up any number of users with Administrative access. To do so, you would go to the [**Contacts** ](https://help.pickatime.com/books/event-scheduling-management-guide/page/contacts)page, select the Add > Admin... button, and then fill in the user information on the Add New Contact form. For a full-powered administrator in the Admin Level pull-down, select Administrator. #### **What Administrative Access levels are there? ** - **Appointment Viewer** - allows a contact to view the appointments made. Teachers are generally assigned only this access. - **Appointment Maker** - allows a contact to make appointments in the Admin tool, but not change any settings on the account. - **Resource Administrator** - allows a contact to have administrative access to specific resources (teachers). This would give the contact the ability to edit the schedule for the resource. - **Event Administrator** - allows a contact to have administrative access to all events. Administrator - allows a contact to have full administrative access to the entire account. #### **I'm getting the message "email address already exists, can't create duplicates" when I add a teacher's email address. What does this mean?** This means that the teacher's email address you added already exists with an account in pickAtime. In the **Contacts** page, search for the email address by entering it in the email box and pressing search. You should see that the teacher's email address already has an account in your Contacts. ### **Admin UI** #### **Why is the Appointments List red? ** This means that you have appointments that have some sort of problem that needs attention. When a problem appointment is created, the tab will turn red, and the appointment will be listed in red. There are several ways problem appointments are created. Please see the Problem Appointments page. #### **On the Appointments List page, I noticed orange appointments with the status 'Customer is creating this appointment'. What do we need to fix these?** Appointments that are in the process of being booked are displayed in orange on the Appointment List page 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. 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 clients in the Admin UI tool to not select the time slots that are in the booking process. #### **Every time I change the Open scheduler to customers on one of my events, why does it change this on my other events? Why are my events connected?** Go to the **Events Preview** page, select the **Events Settings** option, change the setting in the **Propagator Mode** section, under Propagate Changes to: from all events of this type to only the current event. This setting allows you to make changes to one event and not apply them to all your events. ### **Appointments** #### **I would like to offer Virtual appointments for part of the day (e.g., morning/early afternoon) and In-Person appointments for another part of the day (e.g., evening). Can I set that up?** Yes, you can. Simply create separate time slots for each appointment type: - Use the "**Virtual**" slot type for the morning or early afternoon hours. - Use the "**In-Person**" slot type for the evening hours. #### **A participant accidentally booked an In-Person appointment but needs a Virtual one. How can we change the appointment type?** There are two options: - **Participant**: They can go to the My Appointments page, locate the appointment, click Edit, and change the Appointment Type. - **Admin**: In the Admin UI: 1. Open the event. 2. Locate the resource and the corresponding time slot. 3. Click on the Appointment, then click Edit Appointment. 4. Change the Appointment Type and save. #### **I want to change all booked appointments from In-Person to Virtual (or vice versa). How can I do this?** In the Admin UI: 1. Open the event. 2. Go to the **Event Management** page. 3. Click **Slots / Update** Slots. 4. In the Slot Updater pop-up: - Set the desired time range. - Choose the new appointment type from the Slot Type drop-down. - Click OK. 5. A confirmation message will appear, informing you how many existing appointments will be updated. 6. Click OK to proceed. All affected appointments will be updated to the new type. ### **Appointments List** #### **Why is the Appointments List red? ** This means that you have appointments that have some sort of problem that needs attention. When a problem appointment is created, the tab will turn red, and the appointment will be listed in red. There are several ways problem appointments are created. Please see the Problem Appointments page. ### **Canceled Appointments ** #### **Can I see a list of Canceled Appointments for a teacher? ** To view canceled appointments: In the Reporting section, check the Account Reports radio button. Then select the report labeled Canceled Appointments. Click on the Additional report fields / Appointment Fields line to add Student and Teacher to the report. Click on the Additional report fields / Contact's Fields line to add Email to the report. You can sort by the teacher's name to locate all appointments for a teacher. ### **Contacts** #### **Why are the contacts different colors? ** Blue means that the contact (person) has never logged in and taken ownership of their account. Black means that the person has logged in. Also, we have contacts that are marked in red. Red means a problem account - usually indicating that the email address is a duplicate. ### **Emails** #### **How can I view any emails that have been sent? ** This can be viewed on the individual contact level. On the Contacts page, you can search for a contact by name. Then click on the contact, and then click on the small Log tab. This will show a log of appointments booked, canceled, and any emails sent. #### **How do I turn off my E-Mail Reminders?** To turn off your reminder emails, go to the **Events Management /Settings / Notification Setup** page, and under the Reminder email option, you will see a check box labeled " Send Reminder Emails". Uncheck this box. #### **E-Mail Reminders** We would recommend that you include a table of appointments within the body of the reminder emails. If you go into the **Settings / Notification Setup** page and select the Reminder email option, you will see a check box (above the body) labeled " Replace the Email Body with the Printable Schedule of Appointments". This will take the schedule of appointments (in a table format) and use this as the body of the reminder email. Any text you add in the Header will show up above the table of appointments. The format of the printable schedule is set in the **CUI Messages / Print Schedule** section. This table does include the room number. On the **Settings/UI Setup** page under the Customer Reminder Email section, you have checked the box to require a reminder. You also need to enter a number of hours (prior to each appointment) for which the reminder will go out. For the Automatic Reminder Email(s), select the green + under the Send Reminder Emails and then enter the number of hours prior to the appointment you would like the email sent (e.g., 24, 48, etc.). #### **Can I change the time/verbiage of my reminder emails?** Yes, you can change the verbiage and add/remove the times of your Reminder Emails at any time. These updates will apply to all appointments. ### **Invoices** #### **How do I view my invoices?** - Log in to your pickAtime account from our home page, the Login section. - Check the radio button for Account Reports. - Select the report labeled Account - Invoices and Payments from the Report pull-down. - You will see a list of your invoices and any payments made. - Click on an invoice # to see the invoice. #### **Can I pay my invoice by credit card?** - Log in to your pickAtime account from our home page, the Login section. - Check the radio button for **Account Reports.** - Select the report labeled **Account - Invoices and Payments** from the Report pull-down. - You will see a list of your invoices and any payments made. - In this report, you have to press on 'click here'. - You will see the 'Pay by Credit Card' option. #### **Can you call me so I can pay your invoice?** We are unable to take payment over the phone. To pay by credit card, please see the instructions above. ### **Passwords** #### **A participant called and can not remember her password. ** On the login page, the participant can click on the Forgot Password button. A link will be emailed to the participant with instructions on resetting the password. Alternatively, you can reset the password for the participant in the Admin UI. Go to the Contacts page, search for the participant. Click on the participant's name and then click on the Reset PW button. #### **How do I change my password?** Log in to your pickAtime account. Click on the menu icon on the upper right-hand side, and then select the Edit Profile / Change password option #### **A participant is having trouble with her password.** Participants can click on the Forgot Password option, and they will get an email that will allow them to reset their password. They can also email [support@pickatime.com](http://pickatime.com/) to reset it as well. Alternatively, in the Admin UI, you can reset the participant's password. - In the Admin UI, select the Contacts tab - Search by name for the participant in the Search Control boxes. - When you locate the participant record, click on the record, and you will see the participant's email displayed in the middle section. - Click on the Reset PW button. ### **Scheduler** #### **Every time I change the Open scheduler to customers on one of my events, it changes this on my other events. Why are my events connected? ** Go to the Events Preview page, select the Events Settings option, change the setting in the Propagator Mode section, under Propagate Changes to: from all events of this type to only the current event. This setting allows you to make changes to one event apply to all your events. #### **How do I add a logo to my scheduling site? ** To add a logo to your scheduler, select go to the **Global Setup / Business page. Under the Account Level Settings / Account Logo****,** click on the Upload icon to upload your logo. #### **Do you have a Spanish/French version of the scheduling page?** You can use your browser to translate your page. Review our [instructions](https://pickatime.com/help/Built-inBrowserTranslationTool.html) on how to do this. #### **How do I test out the scheduler?** Go to the Online Scheduling link. This will take you into the Online Scheduler. You can add any student to your account and then view the schedule for the students' teachers. #### **When I try to test out the site, I see a message that says "there are no events available" or "the online scheduler is closed."** This means that you have not made the site available for appointment taking. In the Settings / UI Setup page, check the start date and end date of Scheduler Availability. In order to view the scheduler, the site must be open for appointment taking. #### **Our scheduler is closed, but our participants could still cancel.** When the scheduler closes, if the link is still available (either on your website or bookmarked by the participant), participants can still log in and view their schedule. They are not able to book any appointments. Depending on your cancellation settings, they can still cancel an appointment. This is determined by the setting customer cannot cancel their appointment closer than xx hours/days. This setting is on the **Settings / UI Setup** page, Appointment Cancellations section. If participants are not able to cancel, then a message displays that they should call to cancel. #### **I am attempting to use the site, and it is saying I was recognized as a bot.** We use Google reCAPTCHA on our sign-up pages to detect and prevent spammers and other automated systems from overloading our systems. This detection is based on a number of factors and is an automated process that runs in the background. You'll see the message on the screen: *“This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.” — in accordance with Google’s requirements.* Occasionally, this system can have a "false positive." We recommend the user try again by refreshing the page or doing a hard refresh. To hard refresh the page, press Cmd + Shift + R on a Mac, or Ctrl + Shift + R on a Windows computer. #### **We created our event, and while testing, noticed that when we click on the account URL, there is a 404 error message. How do we resolve this asap?** If you encounter a 404 Error page when testing your event, it is likely because the "Category Sort" option was activated, but no categories have been assigned to your events. To resolve this, please follow these steps to disable the setting: 1. Navigate to Events Preview / Events Settings / Manage Categories for Events. 2. Under the Category Sort section, uncheck the option 'Allow customer to select category' first. Once this setting is disabled, your event link should function correctly. ### **Snow Day** #### **We have an event that we need to cancel on account of a snow day. We would like to move all appointments to a new day.** In the Admin UI, go to the Appointments page for your event. Select the date of appointments from the calendar on the left-hand side. Click on the Slots / Move Slots option. Here you will be able to move all slots and appointments to a new date in the future. You will be prompted to select a destination date. You will have the option to send an email to all participants with appointments. # **Time Slots** #### **I created time slots with the wrong duration. ** Time slots can not be changed from one duration to another. If you need a different duration than what you originally created, you will need to delete your time slots with the incorrect duration and create new time slots with the correct duration. #### **I created slots on the wrong date? ** On the Appointments page, select the Slots drop-down and then select the Move Slots option. This will allow you to move all slots (and any appointments) to a new date. You will have the option to send an email to any appointment that is being moved. #### **My slots are 20 minutes in duration, but I want a 30-minute break in the middle.** If your break will not have the same duration as your slots or is not a multiple of your slots (e.g., you have slots of 20 minutes, and you want a 30-minute break), you will need to create your slots in sections. First, create the slots BEFORE your break time, and then create your slots AFTER your break time. #### **Why are some of my time slots yellow?** PickAtime automatically displays older Time slots in yellow to indicate that the scheduled time has already passed. These slots will not appear to your participants. Check the date of the slots, and either delete them or move them to the correct date. Slots on the correct date will be blue and will allow you to book and block. #### **I created time slots with the wrong duration, but my customers have already booked appointments. ** Time slots can not be changed from one duration to another. If you need a different duration than what you created, you will need to delete your time slots with the incorrect duration and create new time slots with the correct duration. When you delete the time slots, the system will ask you what you want to do with the appointments. You can cancel them and send an email to each customer requesting that they rebook their appointment. Or you can put the appointment “on hold” and then cancel and manually rebook each appointment. After selecting the Delete Time Slots option, you will see a new dialog box telling you the number of appointments on your soon-to-be-deleted slots. The default option is set to move the appointments to a holding area on the **Appointments List** page. If you choose this option, you will have a list of the appointments that you need to either cancel or cancel and rebook. ### **Working in the Admin UI** #### **Help! The time slot boxes in the Admin UI are really small. How can I adjust this? ** Put your cursor on the line indicating the time on the left-hand column. You can then stretch or shrink the size of the boxes. Alternatively, you can go to the Settings / Vendor View Setup page and adjust the Time Slot Display Scale.