Events

I want to start with a new event for the Fall. I'd like all the old data to be removed.

1. Make sure you start with an empty event. On the Events page, click on the " Add " button to add a new empty event.
2. Remove the stored contacts. Go to the Global Setup /  Contacts page, click on the Show advanced options... at the top, and you can see the Remove all customers button. Then select the level to delete for Event Administrators. Parents / Teachers will then log in as a new contact and create a new password. 

IMPORTANT NOTE: This step should NOT be done after you have imported your data, only before. 

I have two events, and some of the teachers are the same in both events. 

When you have teachers who are on multiple events, if a parent books an appointment on one event, the corresponding slot on the other event will be blocked out. This is to prevent the teacher from being double-booked. If you block out slots on one event, the corresponding slots for the same teacher on the other event will also be blocked out. 

If you would like to block out a time for one of these teachers on one event, but not on the other event, then you should delete the time slot rather than use the block feature.

How could I create the conference event with counselors if I have their names and IDs, and their student's rosters?

You would create your conference event with the type of PTA as your template. You would then prepare your data files and import them.

1. Students - take the students' rosters you have and prepare the students' file.
2. Teachers - take counselors' details (First, Last, Email, TeacherID) and prepare a teacher's file.
3. Classes - you need TeacherID, ClassID and ClassName. ClassID could be a combination of the counselor's Last Name + class, e.g., 'Smithclass'. Class Name e.g., 'Counselor Smith'.
4. Enrollment - for enrollment, you would need the student's ID value and ClassID value.

If you only have up to 5 counselors can easily add them manually in the pickAtime, and you can skip the data import of the teacher and class files (steps 2-3 above). 

In the Contacts section, search first for the teacher by name. If you do not locate the teacher, click on the Add New button and fill in the middle section (where you see <not entered>). Then, in the Class Editor, select the Add Teacher/Team -> Add Teacher option and locate your teacher and press select. Then select the Add Class option and add a class. ClassID could be a combination of the counselor's Last Name + class, e.g., 'Smithclass'. Class Name e.g., 'Counselor Smith'.

You can either manually add in students in the Class Editor or import a new enrollment file.

To add students in the Class Editor, click on the counselor's name and then the class. To add the student to a class, click on the class, and simply type in the student's name in the entry box on the right-hand side. Be sure to use the format that is selected for your account (either last name, first name or first name last). When the system finds a match, press Enter. The student will then show up in the roster of students for the class. Alternatively, you can import an enrollment file for the class you just added. For the Enrollment file, you would need the student's ID value and ClassID values.

You will also need to create slots for this teacher by selecting the Create Slots option from the Slots drop-down on the Appointments page

Is there a way to allow my parents to see a certain event on our account?

Yes, you can use the Category Sort option to control what is seen and how it is seen on your account.