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 .