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STEP FOUR: Adjust Settings

EventOnline Scheduler Settings (UIEvent Setup)Scheduling)

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

To get there:

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

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

    Scheduler Availability

    Setting What it does

    OpenBooking schedulerSettings

    to customers on Date/time the scheduler opens to participants Close scheduler to customers on Date/time the scheduler closes to participants

    AppointmentBooking Number LimitsWindow

    Setting What it does Maximum Appointments per Event Caps total appointments allowed for the entire event

    MaximumBooking AppointmentsOpens

    Per Resource per Day Caps appointments

    Select perthe resource,date perand day — e.g.,time you canwould create 15 slots but cap bookings at 10; oncelike the 10thscheduler isto booked,open nofor moreparticipants.

    can be made that day

    DurationBooking BetweenCloses

    Appointments Sets a

    Select requiredthe gapdate betweenand atime participant'sthe bookedscheduler appointmentsshould close and no longer accept bookings.

    Appointment Cancellations

    CustomerAdmins cannotcan cancelaccess theirthe appointmentscheduler closerat thanany Xtime

    hours/days/weeks. Restricts how

    Check closethis to ensure Administrators can access the scheduler even when it is closed to the appointment time a participant can cancel.public.

      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.

      CloseFor Appointmentschedulers Bookingwith multiple booking dates, close booking:

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

        Close booking at a specific time of day,day, XX days before the appointmentappointment. date.

        Close booking XX hours/days/weeks/months before the appointment

        time.

        Close booking XX hours before the first appointment of the day.day.

        SchedulerBooking SettingsLimits:

        Maximum per Event 

        Sets a total limit on the number of appointments allowed for the entire event. Set to 0 for no limits.

        Maximum Per Child 

        Sets a cap on the number of appointments allowed for each individual student. Set to 0 for no limits.

        Duration between appointments 

        Enter a duration to prevent customers from booking too frequently. If a customer attempts to book within this window, they will see your custom "Cannot Book" message. 

        per resource 

        Restricts the frequency of bookings with a specific staff member or room. Select this to allow customers to book again quickly as long as they choose a different resource. 

        Cancellation Policy

        Customer may cancel their appointment up to XX hours/days/weeks. 

        Use this setting to prevent participants from cancelling their appointments within a specific timeframe (hours, days, or weeks) before the scheduled start time. Set this value to 0 if you wish to allow cancellations up until the last minute. Conversely, a very high value effectively disables the cancellation option for participants. 

        Note: Closing the scheduler only prevents new bookings; it does not stop participants from cancelling existing appointments unless this lock-out period is active.

        Share Your Scheduler


        YourAccount 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:Displays Evenall with a custom event link, participants will see a toggle to switch to any other openavailable events on yourthe scheduler.

        If you have only one open event on the vendor account, we recommend that you use the Scheduling link for the account.

        To restrict participants to a

        Event singleScheduling Link

        Displays the scheduler of the selected event with nothe toggleability option,to useselect other available events on this account.

        Customize the Categoryevent link

        Allows you to customise the scheduling link instead,for whichthe scopesselected event parameter.

        Scheduling link for the category

        Displays the scheduler to onlywith the list of event(s) inof thatthe selected category. 

        Display Settings

        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

        ExpandedDisplay Scheduler in a: date, text, list, vertical, table format 

        Fixed time

        There intervalsare infive aways traditionalyou layoutcan —display easieryour slots. 

          Table * This is the only option for comparingPTA exactevents. appointment

          lengths/gaps

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

          Date display mode:List

          Vertical

          Mode Behavior

          Date

          Paginator Shows multiple dates on one page

          Calendar

          Shows one day at a time, with a miniDisplay calendar to jumpnavigate over dates

          Displays a calendar interface to otherhelp users browse different dates easily.

          AdditionalDisplay paginator to navigate over dates

          Allows to display options:of multiple dates with slots on one page. 

          Shows end times

            Display

            Displays the end time of eachthe appointmentslot. slot

            Show Number of Available Openings 

            — (unavailable with Table or List display) Display

            Show the number of availableappointment appointmentsslots perfor slot

            the —appointment (unavailabletime. with Table or List display)

            Scheduler Display Limits

            Setting What it does

            Display X weeksweeks/days of slots / XXX slots on the scheduling page with a max capacity of  XXX slots per day  

            Controls how

            Determines manythe volume of days or weeks visible to the customer at one time.

            Display X days of time slots 

            Enter a value here if you would like to display only a certain number of days/weeksweeks/months to your customer. 

            Limit visible openings to x per slot and reveal the next available slot when xx% of slots are shownbooked at

            once in

            This will allow you to initially display only part of the CUIavailable appointments per slot on the online scheduler. You can set the number of slots you would like initially to show up on the scheduler. The default is set to 100%, but can be adjusted. Once your selected % of slots is booked, the rest will open up.  

            DoResource notDisplay display

            after

            Note: XXdifferent days/monthsoptions fromwill today

            appear Lets you have appointments availabledepending on the backselected endscheduler withoutdisplay showingformat them on the booking page yet

            DisplayHide maximumresources Xon availablethe appointment(s)Scheduling perPage

            slot,

            When using the Text, Vertical, or List displays, these options appear to allow you to show nextor onlyhide whenthe XX%resources arefor booked

            your Controlsparticipants. how many time slots per day are initially shown, releasing more as earlier ones fill up — see example below

            Example:Resource selection format (only active if the resources are NOT hidden): 

            If

            When using the Text, Vertical, or List displays, you havecan 20opt slotsto availableshow the resources in a daydrop-down, butvertically wantor onlyas thebuttons. 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.)

            Custom label for Resource Display

            Note:Create Thesea optionscustom arelabel unavailablefor whenResource

            Display resource description 

            When using the Table or Date displaydisplay, format.

            you
            can
            add the description Settingto Whatthe itresource’s does Hide resourceslegend on the CUICUI. Hides resource names — useful when it doesn't matter which resource a participant books with

            ShowDisplay resourcesroom  

            When using the Table or Date display, the scheduler will show the Room value on the CUI

            scheduler Displaysin resourcethe nameslist of resources, next to the resource’s name. 

            DisplayADVANCED resourcesSETTINGS

            with buttons / vertically / in a pull-down Controls how resource options are presented

            ResourceOnline TitleMeeting Provider 

            Custom label

            Select the integrated video conferencing tool (Zoom, Google, MS Teams) to be used for yourvirtual resourcesappointments. (e.g.,

            "Nurse")
            DisplayMultiple resourceAppointment descriptionBooking 
            Shows a resource's description, if one has been added

            DisplayAllow roomscustomers to take multiple slots 

            Shows assigned

            This roomallows numbers,your ifcustomer applicableto book more than one slot per appointment time. 

            Miscellaneous

            SettingAllow overlapping appointments 

            What it does

            Enables customers to book multiple appointments that occur at the same time. 

            Appointment Changes 

            Allow customers to see and cancel past appointments 

            Permits users to view their history and manage appointments that have already passed. 

            Don't allow customers to change appointment time 

            Removes the ability for participants to reschedule their existing appointment times. 

            Appointment Limit for Resources: A resource is whoever or whatever holds the slots - staff, a room, or any entity you choose. 

            Maximum appointments per resource per day 

            Limits how many appointments a single resource (e.g., a teacher) can accept daily, regardless of total available slots. Set to 0 for no limits. 

            Student Selection 

            Require parents to select their student's name from a drop-downdropdown whenmenu. booking

            (Note: RequiresThis linking a pre-importedrequires student to the booking (requires studentsdata to already be imported)imported first.) 

            Allow customers to select a timezone from athe list of allowed timezones 

            Check if you want to display a drop-down of time zones Letsto participantsyour choosecustomers so that they can change the timezone they can view and book their ownslots displayin. 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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