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Classes

Classes

How should I handle classes I don't want to offer parent-teacher conferences for?

Depending on how your school imports data into pickAtime, you have two options:

    Manual CSV/Excel File Importer:

      Option A: Remove the unwanted class rows directly from your CSV/Excel file before running the import.

      Option B: Delete the classes after importing using the Class Editor in pickAtime. Since manual file imports do not re-add deleted classes unless they are in the new file, deleted classes will stay gone.

      Automated SIS Integrations (Blackbaud, ClassLink, Clever, Veracross):

        Do NOT delete classes in the Class Editor. Because automated syncs pull data directly from your SIS, any deleted class will simply be re-created during the next scheduled sync.

        Recommended Solution: Change the Class Type to "Hidden" in the Class Editor.

        What happens when I set a class type to "Hidden"?

          Visibility: Hidden classes are completely unavailable for parents to see or book.

          Sync Behavior: Subsequent SIS syncs (or manual imports) will not change a class’s status back to visible. Hidden classes will remain hidden after future imports.

          Roster & Detail Updates: Student enrollments, class names, Max limits, and PTAN values will continue to update and sync smoothly behind the scenes via ClassID.

          How do I hide a class so parents can't book it?

          You have two options:

          Option 1: Set the class to Hidden (recommended)

          1. Go to the Class Editor page.
          2. Select the teacher.
          3. Select the class from the teacher's class list.
          4. On the right-hand side, toggle the Type column from Shown to Hidden.

          This removes the class from the parent scheduler without deleting any data.

          Option 2: Delete the class This permanently removes the class. Be careful to select the correct one — if you delete the wrong class, you'll need to re-import your data.

          What happens if a hidden class is removed from our SIS?

            Clever & ClassLink: Automatically send deletion updates to pickAtime, so the hidden class will be removed upon the next sync.

            Veracross: Does not send deletion signals via integration sync. If a class is removed from Veracross, the hidden class will remain in pickAtime until manually deleted or managed.

            Class Scheduling Changes 

            How do I add a new teacher without re-importing?
            1. In the Admin UI, go to Class Editor.
            2. Select Add Teacher/Team → Add Teacher.
            3. In the Select Person dialog, enter the teacher's Last name, First name, and Email.
            4. Click Add Contact, then click OK.

            The new teacher will now appear in your Teacher list on the Class Editor page. (See also: Modifying Teacher or Room Data.)

            How do I move a class from one teacher to another?
            1. In the Admin UI, go to Class Editor.
            2. Select the current teacher from the list on the left.
            3. Select the class to be moved.
            4. Click Move Class.
            5. Select the teacher the class should be moved to.
            How do I add a new student to a class?
            1. In the Admin UI, go to Class Editor.
            2. Select the teacher, then select the class.

            If the student is already on your account: Type the student's name into the empty box on the far right of the roster and press Enter.

            If the student is not yet on your account:

            1. Click the Enroll Student icon above the class roster.
            2. In the Select Person dialog, click Show Full Dialog.
            3. Click Add Contact, fill in the student's information in the <not entered> fields, and click OK.

            This adds the student to both the class and your account contacts. (See also: Modifying Enrollment Data.)

            The scheduler is open, but some classes are missing. What do I do?

            If you haven't made manual changes to classes/enrollment in the Admin UI: Simply re-import your updated class and enrollment files. New imports add missing data without overwriting what's already there.

            If you have made manual changes (e.g., reassigning teachers, moving students between classes): Import a class file containing only the missing class(es), and an enrollment file containing only the missing enrollment.

            In either case, existing appointments will not be affected.

            Can we add administrators to the parent scheduler so all students can book with them?

            Yes. Since administrators aren't tied to a specific roster, you'll need to create a class for them and enroll the whole school:

            1. Add the contact — Confirm the Administrator/Counselor/Teacher is listed under Contacts. If not, add them manually, making sure a TeacherID is assigned.
            2. Create a class — Either build a class file and import it, or add the class manually via Class Editor.
            3. Create an enrollment file — List the StudentID for every student in the school, assigned to this new class.
            4. Import — Import the class file (if not added manually) and the enrollment file.

            Once complete, the administrator and their class will appear as bookable on parents' schedulers.

            See also: Adding a class for counselors.

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