Import Files Student File The Student File is used to add students to your school account. For multiple PTA events, you only need to import the Student File once. Use the Enrollment File to assign students to specific events. Required Columns StudentID  – A unique identifier for each student. First  – The student’s first name. Last  – The student’s last name. SecurityValue A value parents use to identify their child when signing up. Example: The student’s birth date (e.g., mm /dd/yyyy ). File Format File Type:  Tab-delimited text file ( *.txt  or  *.tsv ). First Row:  Must contain column headers labeled exactly as specified above. Example Tools:  Export from Excel or Google Sheets as Tab-delimited Text. TEMPLATE StudentID First Last SecurityValue 101 Betsy Smith 01/15/2010 102 William Johnson 06/20/2012 Key Points StudentID: Must be unique for each student. Recycling StudentIDs: Do not reuse StudentIDs without first removing the old student data. Example: If StudentID 101  was assigned to  Betsy Smith  last year and is now assigned to  William Johnson , Betsy’s parent will log in and mistakenly see William listed as her child. Solution:  Remove all contacts before reusing StudentIDs. This can be done via the Global Setup/Contacts Setup page using the  Remove All Contacts  option. SecurityValue Type: After importing the file, go to  Global Setup/Contacts . Set the  Type  column for the SecurityValue field to  Date . This allows parents to enter a birth date in the format  mm/dd/yyyy . By following these guidelines, you can efficiently import and manage student data in the system. The  Student File  adds students to the account. If multiple PTA events are being held, the Student File only needs to be imported once. The Enrollment File will then be used to associate students with each event. Where to Check Imported Student Data in the Admin UI After importing, go to the  Contacts page  in the Admin UI. Locate students by searching for their  StudentID  or name. Ensure that all expected students appear in the list. Teacher File The Teacher File is used to add teachers to your account. For multiple PTA events, you only need to import the Teacher File once. Use the Class File to link teachers to individual events. Required Columns TeacherID   - A unique identifier for each teacher. First   - The teacher’s first name. Last   - The teacher’s last name. Email   - The teacher’s email address. Each email must be unique. Optional Columns Password Specifies an initial password for the teacher. If not provided, teachers will be prompted to create their own password when logging in. Room Specifies the physical room where the teacher will be during the event. Useful for generating reports by room number. VirtualRoom A virtual meeting link (e.g., Zoom, Google Meet, Microsoft Teams). AccessLevel Sets the teacher's access level for the system. Appointment Viewer (default). Appointment Maker (can book appointments for parents). Resource Administrator (can block their own schedule). File Format File Type:  Tab-delimited text file ( *.txt  or  *.tsv ). First Row:  Must contain column headers labeled exactly as specified. Example Tools:  Export from Excel or Google Sheets as Tab-delimited Text. Template : TeacherID First Last Email Room T001 John Doe john.doe@school.edu 123 T002 Jane Smith jane.smith@school.edu 321 Additional Notes Unique Rows: Ensure the number of unique rows in your file matches the number of imported rows. Mismatches may indicate duplicates or previously imported data. Password Reset: Once a teacher creates their own password, re-importing the file will not change it. To reset all teacher passwords, use the  Reset Administrative Password  button on the Global Setup / Contacts Setup page. Re-imports: If re-importing the file with old and new teachers, the system will display the total number of rows and newly added rows. By following these guidelines, you can efficiently import and manage teacher data. The  Teacher File  adds teachers to the account. If multiple PTA events are being held, the Teacher File only needs to be imported once. The Class File will then be used to assign teachers to specific events. Where to Check Imported Teacher Data in the Admin UI After importing, go to the  Contacts page  in the Admin UI. Locate teachers by searching for their  TeacherID  or name. Ensure that all expected teachers appear in the list. Class File The Class file is essential for creating and associating classes with teachers in the pickAtime event. Below are the detailed instructions for creating a valid Class File . Required Columns ClassID A unique identifier for the class. Must be unique per teacher.  For example, if one class has multiple sessions taught by different teachers, you’ll need distinct ClassIDs (e.g., "Eng9-869"). Ensure the same ClassID is used in the Enrollment File. TeacherID Links the class to the teacher. Must match the TeacherID listed in the Teacher File. ClassName   (Optional) Provides a descriptive name for the class (e.g., "Math"). Useful for display purposes on the CUI legend. GroupName   (Optional) Categorizes teachers into groups (e.g., "Upper School" or "Lower School"). Helpful for managing time slots for different teacher groups. PTAN   (Optional) Specifies the number of allowed parent appointments per class. Default is 1 if absent. File Format File Type:  Tab-delimited text file ( *.txt  or  *.tsv ). First Row:  Must contain column headers labeled exactly as specified. Example Tools:  Export from Excel or Google Sheets as Tab-delimited Text. TEMPLATE of a Simple Class File: ClassID TeacherID ClassName Math-101 T001 Math Science-102 T002 Science TEMPLATE with Additional Columns: ClassID TeacherID ClassName GroupName PTAN Math-101 T001 Math Upper School 2 Science-102 T002 Science Lower School 1 PTAN  (parent teacher appointment number) is the number of allowed appointments for each student's parent for that class. For example, some schools allow the parent 2 appointments with a home room teacher or an advisor. If the column is not present, 1 is assumed. The  Class File  assigns teachers to specific events and their associated classes. Each class must have a unique  ClassID , and a  TeacherID  must match an imported teacher. Where to Check Imported Class Data in the Admin UI Open the event in the Admin UI. Go to the  Class Editor  tab. The list of teachers and their imported classes will be displayed. Verify that all expected classes are associated with the correct teachers. If you have older classes and enrollments, you can now delete the event’s existing classes and enrollments directly from the Import page before uploading new data. This option will also delete the classes’ associated teacher resources, making it easier to remove bad data without leaving the Importer page. To locate this feature on the Imports page, click the Class file option within the File Type drop-down menu. Enrollment File The enrollment file is used to assign students to their respective classes. Below are the requirements and formatting details for creating a valid enrollment file. Required Columns StudentID   - Identifies the student; must match the StudentID in the student file. ClassID   - Identifies the class; must match the ClassID in the class file. Important:  Ensure the column titles exactly match those listed above. File Format File Type:  Tab-delimited text file ( *.txt  or  *.tsv ). First Row:  Must contain column headers. Example Tools:  Export from Excel or Google Sheets as Tab-delimited Text. Import Options Option 1: Multiple Rows per Student Each row lists a single  StudentID  and one  ClassID . If a student is enrolled in multiple classes, they will have multiple rows. TEMPLATE: StudentID ClassID 123 Math 123 English 124 Science Option 2: One Row per Student Each student has one row, and their classes are listed in separate columns (ClassID1, ClassID2, etc.). TEMPLATE : StudentID ClassID ClassID ClassID 123 Math English History 124 Science Math The  Enrollment File  assigns students to classes within a specific event. The students and classes referenced must already exist in the system from the Student and Class files. Where to Check Imported Enrollment Data in the Admin UI Open the event in the Admin UI. Go to the  Class Editor  tab. Select a class to view the enrolled students. Ensure that all expected students are assigned to their correct classes. Parent File The  Parent File  adds parents to the system. This file is required only if you are using  Single Sign-On (SSO)  authentication. The Parent File Columns This file lists all the parents and must contain the following fields: ParentID   - Identifies the parent. This must be unique. First   - Contains the first name of the parent. Last   - Contains the last name of the parent. Email   - Contains the parent’s email address. Only one email address should be entered here. File Format File Type:  Tab-delimited text file ( *.txt  or  *.tsv ). First Row:  Must contain column headers. Example Tools:  Export from Excel or Google Sheets as Tab-delimited Text. TEMPLATE ParentID First Last Email 37890 Sarah Jones sjones@aparent.com 38750 Bob Williams bwilliams@aparent.com Important Notes ParentID and Email must be unique.  If multiple rows contain the same  ParentID , only one contact will be created, with each row updating the previously imported record If multiple rows contain the same  Email , only one contact will be created, with each row updating the previously imported record. If you do not want parents to attach students to their accounts, disable this option in  Global Setup / Business Setup  under  Miscellaneous  by unchecking  "Allow parents to attach and detach students." Where to Check Imported Data? The  Parent File  imports contact records only. Admins can check the  Contacts page  in the Admin UI to verify the imported parents. Parent Student Relationship File The   Parent-Student Relationship File  connects parents to their respective students. It is only required if your organization uses Single Sign-On (SSO). Required Fields The file must contain the following fields: ParentID   - Identifies the parent (must match the ParentID in the Parent File). StudentID   - Identifies the student (must match the StudentID in the Student File). File Format File Type:  Tab-delimited text file ( *.txt  or  *.tsv ). First Row:  Must contain column headers. Example Tools:  Export from Excel or Google Sheets as Tab-delimited Text. TEMPLATE ParentID StudentID 37890 12345 38750 67890 How to Verify Imported Data Once imported, the parent-student relationships can be verified in the Contacts page of the Admin UI: Search for the parent contact using  ParentID, Email, or Last Name . Select the parent’s contact record in the search result, then select the Parent-Student Relationship tab  on the right. People File The People File is used to import contact records for use in an event. This file can include different types of participants, such as  teachers, students, parents, or staff  — each row represents a person. Required Columns ID   - A unique identifier for each contact. Each ID must be unique across all imported contacts (Students, Teachers, Parents, People). First   - The first name of the person. Last  - The last name of the person. Email   - A valid email address for the contact. Only one email address per row is allowed. Format Requirements The file  must be a tab-delimited text file  ( *.txt  or  *.tsv ). Each row must represent one person. Field names (column headers) must exactly match the required field names (case-sensitive). Avoid using formulas, merged cells, or formatting. Sample Table ID First Last Email 00123 Alice Martin amartin@example.com 00456 John Stevens jstevens@example.org 00789 Rosa Delgado rdegado@example.net Where to Check Imported Data Go to the  Contacts  page in the  Admin UI  to verify that the people have been successfully added. You can search by name, ID, or email to confirm individual records. Appointments File Importing Appointments To add Appointments, you first need to import a People file (see "Importing People"). The People file must have a unique identifier for each person. After importing your People file, you can import an Appointment file. The Appointment file must reference the person identifier you previously imported in the People file import. IMPORTANT NOTE :  Appointments can only be imported for  Normal  event types, not  PTA  or  Simple PTA  event types. 1 - Create Your Appointments File This file lists the appointments to be imported. Required fields: ID :  Identifies the person; must match an existing contact person ID EventID :  Event ID # for the event (found under Reports > Settings) Resource :  Name of the resource (e.g., Nurse, Health Screenings) Date :  Date and time of the appointment (e.g., 3/4/09 10:00 AM) Optionally include additional appointment fields by adding columns. Column headers must match the appointment field titles in the event’s Appointment Fields tab. TEMPLATE : ID EventID Resource Date 12345 6789 Nurse 3/4/09 10:00 AM 67890 6789 Health Screening 3/5/09 1:30 PM File Format File Type:  Tab-delimited text file ( *.txt  or  *.tsv ). First Row:  Must contain column headers. Example Tools:  Export from Excel or Google Sheets as Tab-delimited Text. 2 - Import Your File Log in at  pickatime.com Select  Importer Select Data Type:  Appointments Select ID for the Field ID Check  Send Confirm Email  if desired Locate and import your file 3 - Confirm the Appointments in the Admin UI Open the  Admin UI You will see a red Appointments List for the imported appointments Click an appointment, then click  Confirm Appointment This will remove the red color and finalize the slot booking Importing Appointments with SMS Reminder Before beginning, make sure your account is activated for SMS reminders (contact support for activation; additional charges apply). This process lets you import appointments and send SMS reminders. 1 - Create Your Appointments File Required fields: ID :  Must match existing person ID EventID :  Event ID # (found in Reports) Resource :  Resource name (e.g., Nurse) Date :  Appointment date and time (e.g., 3/4/09 10:00 AM) Phone :  Phone number to receive SMS reminder TimeToRemind   (optional): Minutes before appointment to send reminder (e.g., 720 for 12 hours; defaults to 1440 = 24 hrs if blank) TEMPLATE: ID EventID Resource Date Phone TimeToRemind 12345 6789 Nurse 3/4/09 10:00 AM 1234445577 60 67890 6789 Health Screening 3/5/09 1:30 PM (123)4445577 120 File Format File Type:  Tab-delimited text file ( *.txt  or  *.tsv ). First Row:  Must contain column headers. Example Tools:  Export from Excel or Google Sheets as Tab-delimited Text. 2 - Import Your File Log in at  pickatime.com Select  Importer Select Data Type:  Appointments Select ID for the Field ID Check  Send Confirm Email  if desired Locate and import your file 3 - Confirm the Appointments in the Admin UI Open the  Admin UI You will see a red Appointments List for the imported appointments Click an appointment, then click  Confirm Appointment This will remove the red color and finalize the slot booking Importing Appointments with Price Before starting: Ensure the event has  "Allow to pay later"  enabled This allows imported appointments to be unpaid, and participants can pay through the online scheduler in  Your Schedule 1 - Create Your Appointments File Required fields: ID :  Person ID (must match imported People ID) EventID :  Event ID # (found in Reports) Resource :  Resource name (e.g., Nurse) Date :  Appointment date and time (e.g., 3/4/09 10:00 AM) Price : Fee to be paid (e.g., 1, 1.5, 20, 2.8 in USD) TEMPLATE: ID EventID Resource Date Price 12345 6789 Nurse 3/4/09 10:00 AM 20 67890 6789 Health Screening 3/5/09 1:30 PM 15.5 File Format File Type:  Tab-delimited text file ( *.txt  or  *.tsv ). First Row:  Must contain column headers. Example Tools:  Export from Excel or Google Sheets as Tab-delimited Text. 2 - Import Your File Log in at  www.pickatime.com Select  Importer  from the navigation bar Select Data Type:  Appointments Select ID for Field ID Check  Send Confirm Email  if desired Locate and import your file Tip:  To encourage participants to log in and pay, mention payment instructions in the confirmation/reminder emails. This can be enabled during the import process by checking  Send Confirm Email . Slots File The Slot File is used to define appointment availability (slots) for an event. Each row represents a time block for a resource (e.g., Nurse, Health Screening). Slots are assigned to a specific event and resource. If your event does not use time-based appointments (such as a Roster event), this file should not be used. 1 - Create Your Slots File Required Columns: EventID :  The ID number for the event. This can be found under  Reports / Account Reports /Settings  or in the event link under  Event Management / Settings / UI Setup / Scheduling Link . Resource :  Name of the resource (e.g., Nurse, Health Screenings). Must match an existing resource in the event. Date :  Date for the appointment slots (e.g., 03/04/2025). Format: MM/DD/YYYY. StartTime :  Start time for the first slot (e.g., 10:00 AM). Format: HH:MM AM/PM. EndTime :  End time for the last slot (e.g., 11:30 AM). Format: HH:MM AM/PM. Duration :  Length of each slot in minutes (e.g., 10, 15, 20). Max :  Maximum number of appointments allowed per slot. TEMPLATE EventID Resource Date StartTime EndTime Duration Max 373933 Health Screenings 03/18/2025 09:00 AM 12:00 PM 15 1 373937 Nurse 03/18/2025 01:00 PM 03:00 PM 20 2 Key Points EventID : Must match an existing event on your account. You can find the EventID in the event's Scheduling Link or under Reports. Resource : Must match the resource name as defined in your event. If the resource name does not exist or is misspelled, the import will fail. Time Format : Use  12-hour format with AM/PM  for StartTime and EndTime. Make sure the duration fits evenly into the total time range. Max : Defines how many appointments can be booked in the same time slot. Example: A Max of 2 allows two people to book the same time. Unsupported Fields : Slot Type  and  Slot Appointment Type  are not supported in imports. All imported slots will default to: Slot Type:  Visible to Customers Appointment Type: In-Person Additional Optional columns: When importing your Slots file, you can also define both  Slot Type  and  Appointment Type  directly within the Slots Import file.  File Format File Type:  Tab-delimited text file ( *.txt  or  *.tsv ). First Row:  Must contain column headers labeled exactly as listed above How to Create: In Excel : Save as  Text (Tab delimited) (*.txt) In Google Sheets : File → Download →  Tab-separated values (.tsv) 2 - Import Your File Go to  pickatime.com  and log in from the  Login  section On the left navigation bar, select  Importer Set the  Data Type  to  Slots . Browse your computer and select your prepared tab-delimited file. Click  Import . Where to Check Imported Slot Data in the Admin UI After importing: Go to  Event Management  → Open the Event. Click on  Time Setup  or  Schedule Setup . Select a  Resource  and a  Date  to confirm the slots appear as expected. Events File The  Events File   allows you to import either  Normal Events   (with appointment slots) or  Roster Events  (registration-style events) into pickAtime. This document outlines the required format and instructions for both types. File Format File Type:  Tab-delimited text file ( *.txt  or  *.tsv ). First Row:  Must contain column headers. Example Tools:  Export from Excel or Google Sheets as Tab-delimited Text. Importing Normal Events 1 – Create Your Event File Each row represents one set of time slots for an event. Required Columns: EventName   - The name of your event (e.g., “Vision Screening”). EventDate   - The label shown in the Event Setup page (e.g., “March 2025”). Location   - The physical or virtual location where the event is held. TimeZone   - Time zone in which the event occurs (e.g., “America/New_York”). Resource   - The name of the resource involved in the event (e.g., “Nurse”). Date   - The calendar date for the appointment slots (format: MM/DD/YYYY). StartTime  - Start time for the first appointment slot (format: HH:MM AM/PM). EndTime   - End time for the last appointment slot (format: HH:MM AM/PM). Duration   - Duration of each appointment slot in minutes (e.g., 10). Max   - Maximum number of appointments allowed per slot. basedEvent   - (Optional) ID of an existing event to use as a template. Category   - (Optional) Category label for the event. Description   - (Optional) General description or details about the event. ResourceDescription   - (Optional) Description of the resource, such as qualifications or instructions. 2 – Import Your File Go to  pickatime.com  and log in. From the left-hand menu, select  Importer . Choose  Data Type: Events . Choose  Event Type: Normal . Locate your file and import it. Important Notes If multiple rows in your import file share the same  EventName , pickAtime will append the slot data to the existing event. It will not create duplicate events. To create  two distinct events  with the same name, each must be given a unique  EventName  (e.g., “Bellevue Screening 1”, “Bellevue Screening 2”). Importing Roster Events 1 – Create the Roster Event File Each row defines one registration-type event (not based on appointment slots). Required Columns: EventName   - The name of your event. EventDate   - The label shown in the Event Setup page. Location  - The location of the event. TimeZone   - The time zone of the event (e.g., “America/Denver”). Max   - Maximum number of participants allowed in the event. basedEvent   - (Optional) ID of an event to use as a template. Category   - (Optional) Category label for your event. Description   - (Optional) Description or event details. 2 – Import Your File Log in at  pickatime.com From the left-hand menu, select  Importer . Choose  Data Type: Events . Choose  Event Type: Roster . Locate your file and import it. Important Notes If multiple rows in your import file share the same  EventName , pickAtime will append the slot data to the existing event. It will not create duplicate events. To create  two distinct events  with the same name, each must be given a unique  EventName  (e.g., “Bellevue Screening 1”, “Bellevue Screening 2”).