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STEP FOUR: Adjust Settings

Event Settings (UI Setup)

The UI Setup page lets you adjust settings specific to a single event.

To get there:

  1. From the Admin UI, go to Events / Preview and select your event.
  2. Click Go To Event to open Event Management.
  3. Select Settings / UI Setup.

Work through the sections from top to bottom, as outlined below.

Scheduler Availability

Setting What it does
Open scheduler to customers on Date/time the scheduler opens to participants
Close scheduler to customers on Date/time the scheduler closes to participants

Appointment Number Limits

Setting What it does
Maximum Appointments per Event Caps total appointments allowed for the entire event
Maximum Appointments Per Resource per Day Caps appointments per resource, per day — e.g., you can create 15 slots but cap bookings at 10; once the 10th is booked, no more can be made that day
Duration Between Appointments Sets a required gap between a participant's booked appointments

Appointment Cancellations

Customer cannot cancel their appointment closer than X hours/days/weeks. Restricts how close to the appointment time a participant can cancel.

  • Set to 0 to allow cancellation up to the last minute.
  • Set to a large value to effectively prevent cancellations.

Note: Closing the scheduler does not automatically prevent cancellations — this setting is separate.

Close Appointment Booking

Controls when slots become unavailable for new bookings, ahead of the appointment time. Choose one of three methods:

  1. Close booking at a specific time of day, XX days before the appointment date.
  2. Close booking XX hours/days/weeks/months before the appointment time.
  3. Close booking XX hours before the first appointment of the day.

Scheduler Settings

Scheduling Link

Your event's Scheduling Link is the URL you share with participants (on your website or via email) to access the booking page (CUI). You can customise it with an event-specific suffix — for example: https://pickatime.com/SmartFluShots/Rochester or https://pickatime.com/SmartFluShots/Brighton

Important: Even with a custom event link, participants will see a toggle to switch to any other open events on your account. To restrict participants to a single event with no toggle option, use the Category link instead, which scopes the scheduler to only the event(s) in that category.

Scheduler Display

Display format: Choose from Table, Text, Vertical, List, or Date.

View mode:

Mode Best for
Condensed Compact layout with variable time steps — good for smaller screens or quickly browsing availability
Expanded Fixed time intervals in a traditional layout — easier for comparing exact appointment lengths/gaps

Users can toggle between views anytime using the button in the top-left corner of the scheduler.

Date display mode:

Mode Behavior
Paginator Shows multiple dates on one page
Calendar Shows one day at a time, with a mini calendar to jump to other dates

Additional display options:

  • Display the end time of each appointment slot — (unavailable with Table or List display)
  • Display the number of available appointments per slot — (unavailable with Table or List display)

Scheduler Display Limits

Setting What it does
Display X weeks of slots / XXX slots on the scheduling page Controls how many days/weeks of slots are shown at once in the CUI
Do not display after XX days/months from today Lets you have appointments available on the back end without showing them on the booking page yet
Display maximum X available appointment(s) per slot, show next only when XX% are booked Controls how many time slots per day are initially shown, releasing more as earlier ones fill up — see example below

Example: If you have 20 slots available in a day but want only the first 10 to show initially, enter 10. The first 10 times (e.g., 9:00–10:30) display first; once one is booked, the next slot in sequence (10:40) becomes visible. (Note: this limit counts time slots, not total appointments — if you allow 2 appointments per slot and set this to 10, the system still shows the first 10 time slots, not 10 total bookings.)

Resource Display

Note: These options are unavailable when using the Table or Date display format.

Setting What it does
Hide resources on the CUI Hides resource names — useful when it doesn't matter which resource a participant books with
Show resources on the CUI Displays resource names
Display resources with buttons / vertically / in a pull-down Controls how resource options are presented
Resource Title Custom label for your resources (e.g., "Nurse")
Display resource description Shows a resource's description, if one has been added
Display rooms Shows assigned room numbers, if applicable

Miscellaneous

Setting What it does
Require parents to select their student's name from a drop-down when booking Requires linking a pre-imported student to the booking (requires students to already be imported)
Allow customers to select a timezone from a list of allowed time zones Lets participants choose their own display timezone

Advanced Settings

Online Meeting Provider

Use 'X' for online meetings: Select your preferred online meeting provider for this event from the drop-down.

Multiple Appointment Booking

Setting What it does
Allow a customer to take multiple slots Lets a participant book more than one appointment in a single session
Allow a customer to make conflicting appointments for themselves Lets a participant book overlapping appointments across different resources at the same time

Appointment Changes

Setting What it does
Allow customers to see and cancel past appointments Lets participants view/cancel appointments that have already passed
Don't allow customers to change appointment time Prevents participants from rescheduling once booked

Notification Setup

The Notifications tab lets you configure: Confirmation Email, Cancellation Email, Reminder Email, Custom Email, Follow-up Email, Resource Notification Email, and Calendar Event Notification.

Confirmation Email

Field What it controls
Subject Email subject line
Header Text shown above the email body
Body Main email text
Send Confirmation and Cancellation Emails Sends a confirmation after booking (typically left unchecked for schools)
Support Email Address that receives replies to confirmation/reminder/cancellation emails. If left blank, replies get an automated response directing them to contact your organisation.

Reminder Emails

Send Reminder Emails: Click Add and enter the number of hours before an appointment that a reminder should go out. You can add multiple reminder times — duplicates are automatically removed.

Field What it controls
Footer Text shown below the email body
Subject for combined email Subject line used when a combined email is sent (e.g., a cancel + immediate reschedule)

Configure CUI (Customer User Interface)

You can customise most of the text and labels participants see when booking appointments.

To edit CUI messages:

  1. From the Admin UI, go to Events / Preview, select your event, and click Go To.
  2. Select Settings / CUI Messages.
  3. On the left, choose a label to edit — the corresponding text appears on the right for editing.

Common customisations:

  • Login page title: Edit under Sign In Page / Welcome Message.
  • Logo: Go to Global Setup / Business, under Account Level Settings / Account Logo, and click the Upload icon.
  • HTML editing: Click the HTML icon (<>) in the toolbar to view/edit raw HTML for a given message.
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