Creating Virtual, In-Person, and Choice Appointments

Creating Virtual, In-Person, and Choice Appointments 
 pickAtime makes it easy to offer Virtual Parent-Teacher Conferences  using your preferred online meeting platform. 
 With either option, you can provide your parents with a  choice  of an In-Person meeting or a Virtual meeting.  
 Enabling the Appointment Type Selection   
 By default, the appointment type drop-down is hidden on the Slot Generator and Slot Updater pop-ups. To enable this: 
 
 Go to the  Settings  /  Vendor UI Setup  tab. 
 In the  Slot Generator  section, check the box  'Show the "Appointment type" drop down' . 
 
 Once enabled, you will be able to specify whether a slot is Virtual, In-Person, or Choice directly within the Slot Generator/Updater. 
 A  single event  can contain a mix of  Virtual, In-Person, and Choice  appointment types, either on the  same date  or at  different times  of the day, and even across  different teachers . You have  two flexible options  for setting up virtual meetings: 
 
 Option 1: Automatic Integration with Zoom, Microsoft Teams, or Google Meet 
 pickAtime integrates directly with  Zoom, Microsoft,  and  Google Meet  to automatically generate a  unique meeting link  for each parent-teacher appointment. 
 How it works: 
 
 A unique meeting link is created  for each scheduled appointment . 
 The meeting link is automatically included in the  parent confirmation email . 
 Works seamlessly for both  Virtual  and  Virtual/In-Person  events. 
 
 Note: There is  no additional cost  for using the Zoom, Microsoft Teams, or Google Meet integration with pickAtime. 
 
 Setting Up Google Meet Integration 
 To use Google Meet, first ensure  Google Sync  is set up. (See:  Google Calendar Integration  for setup instructions) 
 Then: 
 
 Go to  Settings / UI Setup 
 Select  Show Advanced Settings 
 Under  Online Meeting Provider , choose  Google Meet 
 Create and publish your event as usual 
 
 Once enabled, each booking will automatically include a  unique Google Meet link  in the confirmation email sent to parents. 
 For complete details, refer to the Google Meeting Options page.  
 
 Setting Up Zoom Integration 
 To use Zoom, see the full  Zoom Integration guide . 
 Then: 
 
 Go to  Settings / UI Setup 
 Select  Show Advanced Settings 
 Under  Online Meeting Provider , choose  Zoom 
 Create and publish your event as usual 
 
 Each appointment booked will include a  unique Zoom link  in the confirmation email. 
 For complete details, refer to the Zoom Meeting Options page.  
 
 Setting Up Microsoft Teams Integration 
 To use Microsoft Teams, first ensure that  Microsoft Teams  is set up. (See:  Microsoft Calendar Integration  for setup instructions) 
 Then: 
 
 Go to  Settings / UI Setup 
 Select  Show Advanced Settings 
 Under  Online Meeting Provider , choose  Microsoft Teams 
 Create and publish your event as usual 
 
 Once enabled, each booking will automatically include a  unique Microsoft Teams link  in the confirmation email sent to parents. 
 For complete details, refer to the  Microsoft Teams Meeting Options  page.  
 
 Option 2: Use Custom Meeting Links Per Teacher 
 You can also use  any online meeting platform  (Zoom, Google Meet, Microsoft Teams, Webex, etc.) by manually assigning links to each teacher. 
 How to Set It Up: 
 
 Create your event as usual 
 Go to the  Appointments  page 
 For each teacher, enter their personal meeting link in the  Virtual Room field 
 Do  not  display rooms on the online scheduler. To hide long meeting links from cluttering the online scheduler: 
 
 
 Go to  Settings/ UI Setup 
 Under  Scheduler Display ,  uncheck  “Display Rooms” 
 
 We recommend enabling “Replace the Email Body with the Printable Schedule of Appointments” in  Settings / Notification Setup  to send parents a table of appointments, including the meeting link.