Introduction

Welcome

Now that your account is set up, you're ready to build your first scheduler. PickATime offers four scheduling types — choose the one that fits your use case, or reach out and we'll help you decide.

🗓 Parent-Teacher Appointments (PTA) Best for schools with 20+ teachers

Parents log in and see only the teachers their child has a class with — no scrolling through irrelevant names. This is our full-featured conference scheduling product for larger schools.

📹 Watch the PTA Demo | 📖 PTA Setup Guide

🗓 Parent-Teacher Appointments — Simple PTA Best for schools with 20 or fewer teachers

A streamlined version where parents choose from a list of all teachers at the school. Teacher-student relationships don't need to be pre-configured, making setup fast and simple.

📹 Watch the Simple PTA Demo | 📖 Simple PTA Setup Guide

💬 Not sure which PTA product is right for your school? Email us at support@pickatime.com and we'll help.

📅 Event Scheduling Best for one-time or multi-day appointment events

Let participants choose a location, pick a time, and book their slot — all online. Works for events that span a single day or stretch across several weeks.

Common uses: Flu shot sign-ups · Health & wellness screenings · Admission interviews · School tours · Training events

📹 Watch the Event Demo | 📖 Event Scheduling Setup Guide

📋 Roster Scheduling Best for program sign-ups without a specific time slot

Participants register for a program or event rather than booking a particular time. Ideal for recurring programs and ongoing enrollments.

Common uses: Summer camp registration · After-school program sign-ups · Permission slips

📹 Watch the Roster Demo | 📖 Roster Scheduling Setup Guide

Getting Started

To get started with Pickatime, you will first need an account with us. To create an account, select the Sign Up option from our website. 

Once you have an account, you will have access to our Admin tool, where you can begin to set up your event. 

Follow the steps in the User Guide for the scheduling type you wish to set up:

Parent Teacher Appointments Conference Scheduling 

Blackbaud Parent Teacher Appointments Conference Scheduling

Simple Parent Teacher Appointments Conference Scheduling

Event Scheduling

Roster Scheduling

Product Updates

October 2026 Updates

ADA/WCAG Compliance

Change to the Events Preview page

On the Events Preview page, under the Event column we have made the following changes:

August 2026 Updates

Website Contact Updates

Refund Option Update

The " Make a refund for all paid appointments" option will now appear when deleting slots if On all resources for all events of the same type is selected. This will allow admins to offer mass refunds quickly and cleanly. This option will appear even if the current event has Allow to cancel the paid appointment and get a refund disabled.

Changes to Verbiage on the Tabs and Settings Sections

The Settings Tabs and sections within the tabs have new titles and layout.

UI Setup tab

The UI Setup tab has been renamed to Online Scheduler Settings

This tab has had its sections renamed, and the features for each section have changed. 

Events Settings / Events Table Columns

Verbiage changed to: These settings allow you to add/delete unique columns for your events, change their order, and customize their appearance. Administrators have the ability to add new columns, swap columns, and set the appearance of the columns in the Admin UI. 

Online Meetings page

Verbiage changed to: ​This table displays the online meeting sync status for each teacher or resource.

Vendor View Setup page

This page has been renamed Admin View Settings, and new verbiage changes include:

SIMPLE PTA VUI

The checkbox for Display Class Names on the Settings tab has been removed.

July 2026 Updates

Events

Reports

June 2026 Updates

Captcha

Clever

Data Importer

May 2026 Updates

Blackbaud Updates

Admission Event Importer

Contacts Setup Improvements

Importer Updates

Slot Import Enhancements

TEMPLATE
EventID Resource Date StartTime EndTime Duration Max SlotTypeID SlotApptTypeID
373933 Health Screenings 03/18/2025 09:00 AM 12:00 PM 15 1 1 1
373937 Nurse 03/18/2025 01:00 PM 03:00 PM 20 2 1 2

Resource and Class Removal Updates

Additional updates were made to the option allowing Admins to delete existing resources, classes, and enrollments directly from the Import page before uploading new data, making it easier to remove bad data without leaving the Importer page. Changes include:

An issue where the Remove all resources and their classes option did not fully remove resources from all scheduling areas has been corrected.

Resources are now correctly removed from:

To locate this feature on the Imports page, click the Class file option within the File Type drop-down menu.

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Reporting Updates

Email Report Improvements

Button Label Updates

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Report Name Updates

Renamed the following reports for improved clarity:

Previous Name Updated Name
Students whose parents have not booked ANY appointments Students without any scheduled parent-teacher appointments
Students whose parents have not booked appointments PER CLASS Students without any scheduled parent-teacher appointments by class

Online Meetings Page Updates

The Online Meeting Issues page has now been renamed to Online Meetings and now acts as your centralized dashboard for overseeing your virtual integrations. At a glance, you’ll be able to track active sync statuses, monitor overall setups, and confirm that your unique appointment meeting links are being generated exactly as they should be.

Click on one of these pages below to see the page for your integration: fgf

SMS Updates 

March 2026 Updates

Log-In & Registration Updates

  1. The “Do not allow self-registration” option is now automatically disabled when “Show the scheduler to users before they log in” is enabled.
    → This allows participants to create an account seamlessly when they’re ready to book.
  2. New feature: Sign up with Google
    → Participants can now register using Google when:
    • “Show scheduler before login” is enabled
    • “Allow login with external provider” is enabled
  3. When participants are creating a new account, a second Password (Confirm)" field has been added to the Sign Up form.

Location for Log-Ins and Registrations: Global Setup/ Business/ Registration and Login Settings 

Google Updates

  1. Google Workspace integration will now display “Enabled” only when syncing is error-free
  2. Automatic email notifications are now disabled when participants create or update Google Calendar events
    → Helps reduce unnecessary email volume

Reporting Updates

  1. Event Reports now display all teacher team members in the Teachers column
  2. A new field, “Last Logged In,” has been added within the List of Administrators report. 

Location: Reports/ Account Reports/ List of Administrators (click the green “Additional Fields” button)

Events & Scheduling Updates

Class Import Improvements

You can now delete existing resources, classes, and enrollments directly from the Import page before uploading new data, 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.

pickAtime has added a new option that allows the account Admin to choose to display all events at once or list the "featured" event first, with a search bar for the others. This feature can be activated or deactivated on the Event Settings page, accessible from the Events Preview in the upper-right corner.

Table View Customization

Admins can now set the default view:

An update has been made to the Date Field in both the Appointment and Contact Field Setup sections. This update allows you to add 'restrict dates' to control the date range that participants can enter to ensure that there are fewer erroneous entries. 

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Locations are Global Setup /Contacts/ContactFieldsSetup and EventsManagement/Settings/AppointmentFields

Forced Reminder Emails

January 2026 Updates

  1. We have changed the name of the Email and SMS Setup page to Notification Setup. On the Notification Setup page, we have added two additional sections. A Resource Notification Email Section and a Calendar Event Notification Section. The Resource Notification section will allow you to have appointment notification emails sent to your resources or teachers. The Calendar Event Notification Section will allow you to customize the calendar reminders. 
  2. We have added an integration with ClassLink.
  3. We have added an integration with the payment processor Stripe.
  4. Upcoming: We will be adding an integration with Veracross in the next several months. 

General FAQs

Can I pay by Credit Card over the phone?

We do not accept payments by phone. To pay by credit card, please see the instructions below:

Can I have a trial of your software to decide if I want to use it?

We do not offer trials. If you have questions or need guidance to see if our software will satisfy your needs, please contact us at support@pickAtime.com

Can I have multiple Administrators? Is there an additional fee for additional Admin?

You can have as many administrators on your account as you wish. There is no additional charge for having additional admins.