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STEP FOUR: Adjust Settings

UI Setup

Event Settings

 (UI Setup)

OnThe the UI Setup (Eventspage Management, Settings/UI Setup) page,lets you can adjust various settings specific to youra single event.

To get there:

  1. From the Admin UIUI, ongo theto Events/Events / Preview page,and select your event.event.
Click on the Go To Event button to open the Event Management page.Management. Select theSettings Settings/ tab and then the UI Setup tab..

FromWork through the sections from top ofto thebottom, page,as workoutlined your way downbelow.

Scheduler Availability

    Setting What it does Open scheduler to customers on - Enter the date and Date/time that you would like the scheduler to openopens to yourparticipants participants. Close scheduler to customers on -  Enter the date and Date/time that you would like the scheduler to closecloses to yourparticipants participants..

    Appointment Number Limits

      Setting What it does Maximum Appointments per Event -Caps Thistotal allowsappointments youallowed to limitfor the numberentire ofevent allowed appointments per event.  Maximum Appointments Per Resource per Day - Allows you to set a limit of how manyCaps appointments per resourceresource, canper beday booked— on any day. For example,e.g., you can create 15 slots on a day, but setcap thisbookings toat 10.10; As soon asonce the 10th appointment is booked at any time on that day,booked, no more appointments can be booked.made that day Duration betweenBetween appointmentsAppointments - This allows you to setSets a durationrequired gap between alloweda participant's booked appointments.appointments

      Appointment Cancellations

        Customer cannot cancel their appointment closer than xX hours/days/weeks -

        Restricts Ifhow you wantclose to prevent participants from canceling theirthe appointment within some amount of time beforea participant can cancel.
          Set to 0 to allow cancellation up to the appointment,last alterminute. 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 beeffectively ableprevent tocancellations. cancel the
          appointment.

          NOTENote:: Closing yourthe scheduler does not automatically prevent participantscancellations from— cancelingthis ansetting appointment.is

          separate.

          Close Appointment Booking

            Controls

            Close Appointment Booking - Allows you to makewhen slots become unavailable somefor amountnew bookings, ahead of time before the appointment.appointment Theretime. areChoose 3one options.of three
              methods:
              1. Close appointment booking at XXa specific time of day, XX days before the appointment date. 
              2. Close appointment booking XX hours/days/weeks/months before the appointment time. 
              3. Close appointment booking XX hours before the first appointment time of the day. day.

              Scheduler Settings

              Scheduling Link

              TheYour event's 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 thatLink is the CustomerURL Useryou Interfaceshare with participants (on your website or via email) to access the booking page (CUI) for your event.. You can alsocustomize enterit awith customizedan eventevent-specific name.suffix This— willfor thenexample: 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.Brighton

              Note
              that

              Important: whenEven usingwith thea custom event URLs,link, the participantparticipants will stillsee havea the optiontoggle to toggleswitch 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,account. theTo restrict participants to a single event tablewith will be displayed to the customer, and they will be able tono toggle to the other events. You canoption, use the Category Optionlink ifinstead, youwhich wantscopes the scheduler 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 foronly the event(s) in 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 - format: pickAtimeChoose offersfrom bothTable, Text, Vertical, List, or Date.

                View mode:

                Mode Best for Condensed andCompact 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 availabilitylayout with less scrolling. The Condensed view uses variable time steps,steps creating— a cleaner and more compact layout. This option is helpfulgood for smaller screens or users who want to quickly browsebrowsing openavailability
                    times withoutfocusing on exact interval spacing. Expanded ViewFixed -time Bestintervals for users who preferin a traditional scheduling layout with fixed time increments. Expanded view displays fixed time slots in consistent intervals, making it— easier to visually search for appointmentscomparing ofexact aappointment specificlengths/gaps 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 switchtoggle between views at any timeanytime using the toggle button located in the top-left corner of the scheduler.

                    Date Displaydisplay multiplemode:

                    dates
                    with
                    a Mode Behavior Paginator or a Calendar. The Paginator option will allow the parent to seeShows multiple dates on theone samepage page. The Calendar option will displayShows one day at a time to the parent,time, with a smallmini calendar displayedto wherejump theto parentother candates select a different date.

                    Additional display options:

                    • Display the end time of each appointment slot.slot This— option(unavailable will not be shown if thewith Table or List display is selected. display)
                    • Display the number of available appointments per slot.slot This— option(unavailable will not be shown if thewith Table or List display is selected. display)

                    Scheduler Display Limits

                      Setting What it does Display X weeks of slots,slots xxx/ XXX slots on the scheduling page - This setting determinesControls how many daysdays/weeks orof weeksslots are shown onat once in the CustomerCUI User Interface at one time. Do not display after xxXX days/months from today - This allowsLets you to have appointments available on the back-end,back butend notwithout yet displayshowing them on the booking page.page yet Display maximum xX available appointments(appointment(s) per slotslot, and show the next only when xx% of themXX% are booked - The xx slots section determinesControls how many time slots (per day)day are displayed.initially Forshown, example,releasing ifmore as earlier ones fill up — see example below

                      Example: If you have 20 slots available onin a day,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 wantallow 2 appointments per slot and set this to 10, the system still shows the first 10 time slotsslots, to fill up first, you would enternot 10 here.total Thebookings.)

                      first
                      10
                      time

                      Resource slotsDisplay

                      of

                      Note: These options are unavailable when using the dayTable wouldor 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 willDate display theformat.

                      first
                      10
                      appointment
                      times. Setting

                      ResourceWhat Displayit

                        does Hide resources on the CUI -Hides Ifresource younames have— multipleuseful resources, andwhen it isdoesn't not relevant to the participantmatter which resource theya bookparticipant with,books youwith 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 -Displays Notresource availablenames when using the Table or Date display format.  Display resources with buttons / vertically / in a pull-down -Controls Nothow availableresource whenoptions usingare thepresented Table or Date display format.  Resource titleTitle: hereCustom you can provide a namelabel for your resources - (e.g., Nurse."Nurse") Display resource description - If you have createdShows a descriptionresource's fordescription, yourif resource,one ithas willbeen displayadded here. Display rooms -Shows Ifassigned youroom havenumbers, specificif roomsapplicable for your resources, you
                        can display them on the scheduling page. 

                        Miscellaneous

                          Setting What it does Require parents to select their student's name from a drop-down when booking anRequires appointment (requires that students have been imported to the account) - This is used when you want a participant parent to attachlinking a pre-imported student to theirthe account.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 meetingsmeetings: -Select

                            Selectyour preferred online meeting provider for this event from the drop-down menu which Online Meeting Provider you want to use for this event.  down.

                            Multiple Appointment Booking

                              Setting What it does Allow a customer to take multiple slots - This allowsLets a participant to book more than one appointment atin thea samesingle time.session Allow a customer to make conflicting appointments for themselves -Lets If this box is checked, thea participant willbook beoverlapping ableappointments toacross makedifferent more than one appointmentresources at the same time,time across different resources.

                              Appointment Changes

                                Setting What it does Allow customers to see and cancel past appointments -Lets Checkparticipants this box to allow your customers to see and view/cancel pastappointments appointments.that have already passed Don't allow customers to change appointment time -Prevents Checkparticipants thisfrom ifrescheduling once booked

                                Notification Setup

                                The Notifications tab lets you do not want the participant to have the option to change the time of their appointment. 

                                Notification Setup

                                The Notification tab in the Settings section allows you to toggle between the following options: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 - Allows you to change the text in theEmail subject line of Header Text shown above the email.email body HeaderBody -Main Allows you to change theemail text in the header line of the email. Body - Allows you to change the text in the body of the email. SendSend Confirmation and Cancellation Emails - Check this box if you would likeSends a confirmation email sent after thebooking appointment is made. This is generally(typically left unchecked for schools.schools) Support Email -Address Enterthat anreceives emailreplies addressto in this box, and you will receive a reply when your customer selects "reply" in the confirmation, reminder, or confirmation/reminder/cancellation emails. If you leave thisleft blank, any replies will receiveget an automated email response directing them to contact the schedulingyour organization.

                                  Reminder Emails

                                  Send Reminder EmailsEmails:

                                    Click Select Add and enter the timenumber (inof hours)hours -before prior to thean appointment forthat which you would like an emaila reminder toshould bego sent.out. You can add multiple times.reminder Thetimes duplicated— valuesduplicates are notautomatically allowedremoved. and
                                    would
                                    be removed automatically.Field What it controls
                                    Footer -Text Allowsshown you to changebelow the textemail inbody the footerof the email.  Subject for combined email -Subject Whenline used when a combinationcombined email will be sent, for example, when an appointment is canceledsent and(e.g., immediatelya rescheduled,cancel + immediate reschedule)

                                    Configure CUI (Customer User Interface)

                                    You can customize most of the text hereand 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 yourlabels participants will see when booking appointments.

                                     To modifyedit the CUI messagesmessages::

                                    1. From the Admin UIUI, go to Events / Preview, select theyour event, and click EventsGo To.
                                    Select Settings / PreviewCUI Messages. optionOn the left, choose a label to edit — the corresponding text appears on the dashboard.right Thenfor select your event from the list and click on the Go To button. editing. Select the

                                    Common Settingscustomizations:

                                    tab and then the CUI messages tab. 
                                    • 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. 
                                    To edit the title on the loginLogin page fortitle: yourEdit scheduler, selectunder Sign In pagePage / Welcome message* Messageand edit the text on the right-hand side. . ToLogo: add a logoGo to your scheduler, go to the Global Setup / Business, page.under Under the Account Level Settings / Account Logo, and click onthe Upload icon. HTML editing: Click the Upload icon to upload your logo.

                                    To edit (or view) the HTML, select the HTML icon (<>) onin the toolbar.

                                    toolbar to view/edit raw HTML for a given message.
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