Creating Virtual, In-Person, and Choice Appointments

Creating Virtual, In-Person, and Choice Appointments

pickAtime makes it easy to offer Virtualvirtual Parent-Teacher Conferences using your preferred online meeting platform.

WithYou eithercan option,offer parents a choice between In-Person and Virtual meetings, or set all appointments to one type — and you can providemix yourappointment parentstypes withwithin a choicesingle event, across different teachers or different times of an In-Person meeting or a Virtual meeting. day.

Enabling the Appointment Type Selection

 

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

1. Go to the Settings / Vendor UI Setup tab..
2. InUnder the Slot Generator section,, check the box '"Show the "'Appointment type"Type' drop down'.drop-down."

Once enabled, you willcan beset ableeach slot to specifyVirtual, whether a slot is Virtual, In-Person,Person, or Choice (parent selects) directly within the Slot Generator/Updater.

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Setting Up Virtual Meetings

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 upproviding virtual meetings:meeting links:

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

Meet)

pickAtime integrates directly with Zoom,Zoom, Microsoft,Microsoft Teams, 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 eachper scheduled appointment.appointment.
• The meeting link is automatically included in the parentparent's confirmation email.email.
• Works seamlessly for both Virtual and Virtual/In-Person events.or Virtual (Choice) appointment types.

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

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Setting Up Google Meet Integration

ToSetup use Google Meet, first ensure Google Sync is set up.steps (See: Google Calendar Integrationsame for setupall instructions)

three

Then:providers):

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

Once enabled, eachEach booking will automatically include a unique Google Meetmeeting link in the confirmation email sent to parents.

For complete details, refer to the Google Meeting Options page. 

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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.

ForProvider-specific completeprerequisites:

details,

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Option 2: Use Custom Meeting Links Per Teacher

YouUse can also use any online meeting platform (Zoom, Google Meet, Microsoft Teams, Webex, etc.) by manually assigning linksa link to each teacher.

How to Set It Up:

1. Create your event as usualusual.
2. Go to the Appointments pagepage.
3. For each teacher, enter their personal meeting link in the Virtual Room fieldfield.
4. DoGo notto displaySettings rooms/ onUI theSetup online/ scheduler.Scheduler ToDisplay hideand uncheck "Display Rooms" — this prevents long meeting linksURLs from cluttering the onlineparent-facing scheduler:scheduler.

Go to Settings/ UI Setup Under Scheduler Display, uncheck “Display Rooms”

We recommend also enabling “"Replace the Email Body with the Printable Schedule of Appointments”Appointments" inunder Settings / Notification Setup, to sendso parents receive a clean table of appointments,appointments includingthat theincludes their meeting link.