# Microsoft Teams FAQs ##### **Q: How much does the Teams integration cost?** A: Nothing additional on pickAtime’s part, but the integration does require a paid Teams account. ##### **Q: Can multiple people receive the links?** A: The links will be in the Printable PDF sent in the Confirmation/Reminder emails, and those only go to the appointment maker. However, those emails can be forwarded to whomever the appointment maker wishes. ##### **Q: How long does it take for the links to be generated?** A: It can take 40 minutes for a new link to be generated and added to the reports. ##### **Q: Will teachers log in to pick a time to get the link to their virtual conference, or does it create a meeting with a link on their calendar?** A: Teachers can sign into pickAtime to view their schedule and meeting links by navigating to Reports / Event Reports / Teachers Schedule. ##### **Q: Can I add my integration retroactively?** A: Yes, you can do the integration after the event closes. Make sure that you alert parents so that they are aware, and the links will be included in the Printable PDF within the reminder email. ##### **Q: Can there be two virtual hosts?** A: No, there can be only one host. ##### **Q: How do I change the host?** A: For the team of teachers, the system will select the first teacher as the host/lead teacher, and the other teacher(s) and parents will then be guests. To change the 'lead' teacher, you would need to add(if they are not already a part of the team) the new lead and remove the other teacher(s) from the team. Then you will allow Google to update to that change (40 minutes) and then re-add the other team members. ##### **Q: Why aren’t my links appearing? I added a service and appointment fields, giving the parents their appointment choice.** A: For the links to appear, the slots must be Virtual or Virtual/In-Person. Please update your slots to either the Virtual or the In-Person or Virtual option for your parents. To do this, on the Appointment Tab (Events Management), click on the Slots drop-down menu and click Update Slots. From there, you can update your Appointment Type for your slots. To update the slots appointment type to virtual: 1. On the Settings/Admin View Settings tab, check the box 'Show the "Appointment type" dropdown.' 2. On the Appointments tab, select the date on the calendar, then click Slots>Update Slots, select the slots appointment type virtual, and click Ok. To remove the Services, click the red Xs to the left of the Services. To remove the Appointment Fields, click on the field in Appointment Fields and then click the right-hand arrowhead to remove the appointment fields. ##### **Q: The help center references a Virtual Room column on the Appointments tab. I don’t see it.** A: Make sure that your event has either virtual or in-person/virtual appointment slots. If they do, then make sure that you haven’t accidentally activated the integration. To update the Slots: On the Appointment Tab (Events Management), click on the Slots drop-down menu and click Update Slots. From there, you can update your Appointment Type for your slots. To update the slots appointment type to virtual: 1. On the Settings/Admin View Settings tab, check the box 'Show the "Appointment type" dropdown'. 2. On the Appointments tab, select the date on the calendar, then click Slots>Update Slots, select the slots appointment type virtual, and click Ok. To check that the integration isn’t activated: Go to **Online Scheduler Settings, Advanced Settings**. The drop-down menu should be empty. ##### **Q: I added Virtual links to the Virtual Room column, and I don’t seem them appearing in the reports after someone books, and the links have disappeared.** A: Please look at the Online Scheduler Settings, Advanced Settings. You will see that you have set up the Teams integration. If you disable this, the links you created will appear. ##### **Q: I don’t want to use an integration or import my teachers’ Teams links. Can I add them manually?** A: Yes, you could add meeting links directly on the Appointments tab in the list of teachers. Then, double-click in the Virtual Room column, and you can edit or paste the meeting link for the teacher. ##### **Q: Will teachers log in to pick a time to get the link to their virtual conference, or does it create a meeting with a link on their calendar?** A: Teachers can sign into pickAtime to view their schedule and meeting links by navigating to Reports / Event Reports / Teachers Schedule. ##### **Q: Can I add the virtual link to the Calendar invites?** A: Yes, before opening the event, navigate to Event Management, Settings, Notification Setup, Calendar Event Notification. Click on Insert Macros, and under the Appointment section, add the Room macro to the Description section of the notification. ##### **Q: Do my teachers have to sync their Outlook calendars?** A: Yes, teachers have to sync their Outlook calendar to use the Microsoft Teams option. ##### **Q: I have a User who can’t get into the pickAtime system from Entra ID.** A: Check that they are in both the pickAtime and Entra databases ##### **Q: I created my event with in-person slots, but now my virtual links are not appearing. How can I fix this?** A: Virtual Links will only appear if the Virtual or In-Person/Virtual slots are selected. To update the Slots: On the Appointment Tab (Events Management), click on the Slots drop-down menu and click Update Slots. From there, you can update your Appointment Type for your slots. To update the slots appointment type to virtual: 1. On the Settings/Admin View Settings tab, check the box 'Show the "Appointment type" dropdown.' 2. On the Appointments tab, select the date on the calendar, then click Slots>Update Slots, select the slots appointment type virtual, and click Ok. To check that the integration isn’t activated: Go to **Online Scheduler Settings, Advanced Settings**. The drop-down menu should be empty. ##### **Q: Once I add my virtual links/ virtual integration to my event, do I need to do anything to my emails to ensure that our parents receive the information?** A: Ensure that you have the Printable Schedule of Appointments activated on your Confirmation and Reminder emails within the [Notification Setup page](https://pickatime.com/help/NotificationSetupPage.html). To confirm that this setting is activated, go to Events Management/Settings/Notification Setup. You can then check the Replace the Email Body with the Printable Schedule of Appointments option within the Confirmation and Reminder emails. The Printable Schedule of Appointments has the needed macro and formatting for your virtual URLs. ##### **Q: When I sync my calendar, do I have to allow all of the permissions?** A: Yes, to sync your calendar to utilize the Teams Integration, you have to accept all permissions and select which of the Microsoft Calendars you want to connect to.