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Scheduler

Every time I change the "Open scheduler to customerscustomers" on one of my events,event, it changes this on my other events.events too. Why are my events connected? 

To make changes apply only to the current event:

    Go to the Events Preview page,page and select the Events Settings. option,Under Propagator Mode, change the setting in the Propagator Mode section, under Propagate Changes to:to from "all events of this typetype" to "only the current event." This setting allows you to make changes to one event apply to all your events. 
    Can my event span multiple daysdays?

    Yes,Yes. yourTo eventcreate canslots spanacross multiple days.days:

    When
    youGo set up your event, click onto the Appointments tab. On the calendar on(left-hand theside), left, click onselect your first dateevent ofdate. slotsFrom andthe thenSlots drop-down, select the Create Slots. optionRepeat fromfor theeach Slots drop-down menu.  Then select the nextadditional date of your event on the calendar on the left, and continue to create slots on all the days ofin your event.
    Can there be multiple sign-upsparents sign up for the same time slot?

    Yes,Yes. thereYou can beset multiple sign-ups for the same time. When you create your slots, you will have the option of allowing more than one appointment to be made per time slot. When you create the slots, in the Slot Generator dialogue box, there is an area for the maximum allowed appointments per slot. This is where you would enter thea maximum number of parentsappointments whoallowed canper selectslot.

    When creating slots: In the sameSlot timeGenerator slot.dialog, Onenter the schedulingdesired page,number oncein Maximum Allowed Appointments Per Slot. Once that maximumlimit number has beenis reached, the slot will notno belonger displayedappear as an available timeon slot.the scheduling page.

    If you would like toTo update this number after youslots haveare already createdcreated:

    your
    slots,Go you would do this into the Appointments pagepage. by selectingFrom the Slots drop-down, select Update Slots. option fromUpdate the Slots drop-down menu. The dialogue box will allow you to update the Maximummaximum allowed appointments per slot for a specific time period or for all timeslots. slots.
    How do I add a logo to my scheduling site? 

    To

    add a logoGo to your scheduler, go to the Global Setup / Business. page. Under the Account Level Settings / Account Logo, click on the Upload iconicon. to upload your logo.
    Do you have a Spanish/French version of the scheduling page?

    YouNot natively — but parents can use yourtheir browserbrowser's tobuilt-in translatetranslation yourfeature. page.[See Review our instructions on how to do this.]

    TheYour parent-facing link foris your parentsaccount isURL, found at the linkbottom-left for your account. This URL is located onof the Global Setup / Business page on the bottom left hand side.page. This link will displaydisplays any OPENopen event on your account to your parents. This means— if you have multiple open events, parents will see a pull-down whereto theychoose canbetween select an event. them.

    YouTo can customisecustomize the URLURL:

    by
    checkingCheck the box "customSet URL"Custom andURL." enteringEnter inyour whatdesired youtext would like (the XXX partportion toof be in the https://pickatime.com/XXX) URL.— Forfor example, ifmyschool youfor would like your URL to be https://pickatime.com/myschool,. you would
    check the box "set

    New custom URL" and enter in myschool in the white box. Note that it willURLs take approximately 5-5–10 minutes for the new URL to bebecome available.active.

    How do I test out the scheduler?

    Go to the Online Scheduling link.link This(left-hand willside take you intoof the OnlineAdmin Scheduler.dashboard) to open the live scheduler. You can add anya student to your account and then view the schedule for the students'their teachers.

    When I try to test out the site,testing, I see a message that says "there are no events available" or "the online scheduler is closed"closed."

    This means that you have not made the sitescheduler availableisn't currently open for appointmentbooking.

    taking.

    Fix: InGo theto Settings / UI Setup page,and check the Scheduler Availability start date and end datedates. ofThe Scheduler Availability. In order to view the scheduler, the sitescheduler must be openwithin forthis appointmentwindow taking.to be viewable.

    When I try to test out the site,testing, I see a message that says "no slots available?available."

    This couldusually meanmeans a coupleone of differenttwo things.things:

    This
    mayNo mean that youslots have notbeen created any slots for your teachers.teachers, Itor couldAll also mean that yourexisting slots haveare allalready beenfilled filled.
    Help! My scheduler is not open
      Make sure you have set

      Check the

      following, in order:
        Scheduler Availability dates — Confirm "Open scheduler to customers oncustomers" and the "Close scheduler to customerscustomers" onare correctly.set Thiscorrectly is on the (Settings / UI Setup page/ under the Scheduler Availability section.). Slots created — If your parents aresee seeing a message ‘"there are no available times’,times," checkconfirm to make sure youslots have been created slots for your teachers. MakeBooking surewindow you— are not within the closed booking window, by checkingCheck the setting ‘"Customer cannot book their appointment closer than xxXX hours/days’.days." If thea appointmentslot date and time arefalls within this window (fore.g., example,  if the appointment slot is tomorrow and you have thisit's set to 1 day),day thenand the parentappointment willis nottomorrow), parents won't be able to book an appointment.it.
        We've opened up ourthe scheduler, but some classes are missing some classes.missing.

          If you have not made anyno manual changes towere themade classes and enrollment withinin the Admin UI,UI: youSimply canre-import simply importyour updated class and enrollment files. ANew new import will not replace what was previously imported, but it willimports add inmissing anydata newwithout classoverwriting and enrollmentexisting data.

          If you have made manual changes inwere the Admin UImade (i.e.g., changingreassigned teachers, movingmoved kidsstudents): from one class to another), then you will want to importImport a class file with ONLYonly the missing class(es), and an enrollment file with ONLYonly the missing enrollment.

          TheseEither optionsmethod is safe — existing appointments will not disturbbe anyaffected.

          appointments that have already been made
          We've opened up ourthe scheduler and need to remove some classes.

          FromGo to the Class Editor page,page you canand delete the relevant classes.

          Note
          that

          Deleting thisa class will not delete any appointments that have beenalready booked for teachersthat ofteacher.

          these classes.
          Our conferences have beengot snowed out,out we'd— likehow todo move all the slots and appointments to a new date

          In the Admin UI, on the Appointments page for your event. Select the date of conferences from the calendar on the left-hand side. Click on the Slots / Move Slots option. Here you will be able towe move all slots and appointments to a new datedate? in

            Go to the future.Appointments Youpage willfor beyour promptedevent. toSelect selectthe aconference date from the calendar. Click Slots / Move Slots. Select the destination date. You will

            You'll have the option to send an email to all affected parents withabout appointments.

            the change.
            We have conferences on two days,days and we only need to cancel just one dayday, ofwhile keeping the conferences.other We'dopen likefor booking.
              Go to let parents continue to book on the day that is not cancelled.Appointments

              In the Admin UI, on the Appointments page for your event,event.

              you can delete all slots and appointments. Select the date ofto the conferencescancel from the calendarcalendar. on the left-hand side. Click on the Slots / Delete Time Slots. option. InSpecify the dialogue box that comes up you will be able to specify dates/times and dates for the slots you would like to delete.

              The system will also let you knowshow how many appointments exist on your soon-to-be-deleted slots. You will have the optionslots being deleted, and let you choose whether to cancel allthose these appointments,appointments and you can choose to send a cancellation email or not. email.

              How can I sort my teachers alphabetically on the Scheduler?scheduler?

                On the Appointments page, selectopen the Teachers drop-downdown. andSelect then select the Sort Teachers. option.

                This will sort yoursorts teachers by the sort order that is listedbased on the

                Display Contact Name As setting under Global Setup / Business page,/ , Account Level Display Options section.— Underswitch this between First, Last and Last, First to change the Displaysort Contact Name as setting, you could change from first last to last, first. order.
                Our scheduler is closed, but our parents couldcan still cancel.cancel appointments.

                WhenThis is expected. Once the scheduler closes, if the link is still available (either on your website or bookmarked by the parent), parents can still log in and(if they have the link) to view their schedule.schedule They— arebut notthey able tocannot book anynew appointments.



                Depending

                Whether they can cancel depends on your cancellation settings,window theysetting: can still cancel an appointment. This is determined by the setting 

                customer"Customer cannot cancel their appointment closer than xxXX hours/days.days" This setting is on the (Settings / UI Setup page,/ Appointment Cancellations section.). If cancellation isn't allowed, parents arewill not able to cancel, thensee a message displaysinstructing thatthem they shouldto call the school to cancel. instead.
                How cando I add the Class Name to the scheduler and to the parent email?

                On the Settings / UI Setup page, Scheduler Settings section, check the box separate legend for each child and display class names. This will add the class name to the scheduler.scheduler Toand includeparent emails?

                On the scheduler:

                  Go to Settings / UI Setup / Scheduler Settings. Check "Separate legend for each child" and "Display class names."

                  On the printable schedule/email: Add the class name onmacro the Printable Schedule for your parents, add

                   the class name$(CLASS_NAME) to the CUI Messages / Print Schedule ->/ Print Schedule Headings and Print Schedule Headings/Footer. The macro for class name is $(CLASS_NAME).
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