# 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.