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Scheduler

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

To make changes apply only to the current event:

    Go to the Events Preview page and select Events Settings. Under Propagator Mode, change Propagate Changes to from "all events of this type" to "only the current event."
    Can my event span multiple days?

    Yes. To create slots across multiple days:

      Go to the Appointments tab. On the calendar (left-hand side), select your first event date. From the Slots drop-down, select Create Slots. Repeat for each additional date in your event.
      Can multiple parents sign up for the same time slot?

      Yes. You can set a maximum number of appointments allowed per slot.

      When creating slots: In the Slot Generator dialog, enter the desired number in Maximum Allowed Appointments Per Slot. Once that limit is reached, the slot will no longer appear as available on the scheduling page.

      To update this after slots are already created:

        Go to the Appointments page. From the Slots drop-down, select Update Slots. Update the maximum allowed appointments for a specific time period or for all slots.
        How do I add a logo to my scheduling site?
          Go to Global Setup / Business. Under Account Level Settings / Account Logo, click the Upload icon.
          Do you have a Spanish/French version of the scheduling page?

          Not natively — but parents can use their browser's built-in translation feature. [See instructions]

          Your parent-facing link is your account URL, found at the bottom-left of the Global Setup / Business page. This link displays any open event on your account — if you have multiple open events, parents will see a pull-down to choose between them.

          To customize the URL:

            Check the box "Set Custom URL." Enter your desired text (the XXX portion of https://pickatime.com/XXX) — for example, myschool for https://pickatime.com/myschool.

            New custom URLs take 5–10 minutes to become active.

            How do I test out the scheduler?

            Go to the Online Scheduling link (left-hand side of the Admin dashboard) to open the live scheduler. You can add a student to your account and view the schedule for their teachers.

            When testing, I see "there are no events available" or "the online scheduler is closed."

            This means the scheduler isn't currently open for booking.

            Fix: Go to Settings / UI Setup and check the Scheduler Availability start and end dates. The scheduler must be within this window to be viewable.

            When testing, I see "no slots available."

            This usually means one of two things:

              No slots have been created for your teachers, or All existing slots are already filled
              Help! My scheduler is not open

                Check the following, in order:

                  Scheduler Availability dates — Confirm "Open scheduler to customers" and "Close scheduler to customers" are set correctly (Settings / UI Setup / Scheduler Availability). Slots created — If parents see "there are no available times," confirm slots have been created for your teachers. Booking window — Check the setting "Customer cannot book their appointment closer than XX hours/days." If a slot falls within this window (e.g., it's set to 1 day and the appointment is tomorrow), parents won't be able to book it.

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                  How can I sort my teachers alphabetically on the scheduler?
                    On the Appointments page, open the Teachers drop-down. Select Sort Teachers.

                    This sorts teachers based on the Display Contact Name As setting under Global Setup / Business / Account Level Display Options — switch this between First, Last and Last, First to change the sort order.

                    Our scheduler is closed, but parents can still cancel appointments.

                    This is expected. Once the scheduler closes, parents can still log in (if they have the link) to view their schedule — but they cannot book new appointments.

                    Whether they can cancel depends on your cancellation window setting: "Customer cannot cancel their appointment closer than XX hours/days" (Settings / UI Setup / Appointment Cancellations). If cancellation isn't allowed, parents will see a message instructing them to call the school instead.

                    How do I add the class name to the scheduler and parent emails?

                    On the scheduler:

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

                    On the printable schedule/email: Add the class name macro $(CLASS_NAME) to CUI Messages / Print Schedule / Print Schedule Headings/Footer.

                    We've opened the scheduler, but some classes are missing.
                    • If no manual changes were made in the Admin UI: Simply re-import your updated class and enrollment files. New imports add missing data without overwriting existing data.
                    • If manual changes were made (e.g., reassigned teachers, moved students): Import a class file with only the missing class(es), and an enrollment file with only the missing enrollment.

                    Either method is safe — existing appointments will not be affected.

                    We've opened the scheduler and need to remove some classes.

                    Go to the Class Editor page and delete the relevant classes.

                    Deleting a class will not delete any appointments already booked for that teacher.

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