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Creating Virtual, In-Person, and Choice Appointments

pickAtime makes it easy to offer virtual Parent-Teacher Conferences using your preferred online meeting platform. You can offer parents a choice between In-Person and Virtual meetings, or set all appointments to one type — and you can mix appointment types within a single event, across different teachers or different times of day.

Enabling Appointment Type Selection

By default, the appointment type drop-down is hidden in the Slot Generator and Slot Updater. To enable it:

  1. Go to Settings / Vendor UI Setup.
  2. Under Slot Generator, check "Show the 'Appointment Type' drop-down."

Once enabled, you can set each slot to Virtual, In-Person, or Choice (parent selects) directly within the Slot Generator/Updater.

Setting Up Virtual Meetings

You have two options for providing virtual meeting links:

Option 1: Automatic Integration (Zoom, Microsoft Teams, or Google Meet)

pickAtime integrates directly with Zoom, Microsoft Teams, and Google Meet to automatically generate a unique meeting link for each appointment.

There is no additional cost for using Zoom, Microsoft Teams, or Google Meet with pickAtime.

Setup steps (same for all three providers):

  1. Go to Settings / UI Setup / Show Advanced Settings.
  2. Under Online Meeting Provider, select your provider (Zoom, Google Meet, or Microsoft Teams).
  3. Create and publish your event as usual.

Each booking will automatically include a unique meeting link in the confirmation email.

Provider-specific prerequisites:

Provider Prerequisite
Google Meet Google Sync must be set up first — see Google Calendar Integration
Zoom See the Zoom Integration guide
Microsoft Teams Microsoft Teams must be set up first — see Microsoft Calendar Integration
Option 2: Custom Meeting Links Per Teacher

Use any meeting platform (Zoom, Google Meet, Teams, Webex, etc.) by manually assigning a link to each teacher.

  1. Create your event as usual.
  2. Go to the Appointments page.
  3. For each teacher, enter their personal meeting link in the Virtual Room field.
  4. Go to Settings / UI Setup / Scheduler Display and uncheck "Display Rooms" — this prevents long meeting URLs from cluttering the parent-facing scheduler.

We recommend also enabling "Replace the Email Body with the Printable Schedule of Appointments" under Settings / Notification Setup, so parents receive a clean table of appointments that includes their meeting link.

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