Teachers

How do I sort my teacher roster?

On the Appointments page, selectopen the Teachers drop-downdown. andSelect thenSort selectTeachers.

This sorts teachers using the Sort Teachers option. This will sort your teachers by the sort order thatset isunder listed on the Global Setup /  Business page, in the/ Account Level Display Options /  Display Contact Name section.(Last TheName, optionsFirst are last name, first name,Name, or firstFirst nameName lastLast name. Name).

I'm getting the message

"emailEmail address already exists, can't create duplicates" when— I add a teacher's email address. Whatwhat does this mean? 

This means that the teacher's email address you addedis already existsassociated with an accountexisting inpickAtime pickAtime.contact.

In

To thecheck: Go to Contacts, page, search forenter the email address by entering it in the emailsearch boxbox, and pressingclick search.Search. You should seefind an existing record using that the teacher's email address already has an account in your Contacts. address.

I have

How a teacher who needs 15-minute time slots for her First Grade class and 30-minute time slots for her Kindergarten class. She is only showing up one time in the Class Editor and the Slot Editor, so how cando I set up different slot durations for her?the

same teacher (e.g., 15-min and 30-min classes)?

TheTo goalcreate istwo todifferent haveslot herdurations listedfor one teacher, you'll list them twice in the SlotClass Editor so— youonce canper createduration.

30-minute

Step slots1: for one listing of her name and 15-minute slots for the second listing of her name. To do this, you will needAdd the teacher a second time

Go to beClass listedEditor. Click Add Teacher/Team → Add Teacher. In the Select Person dialog, locate and select the teacher, then click Select.

The teacher's name will now appear twice in the Class Editor.

Step 2: Move one class to the second listing

1. Go to the Class Editor page.

Click on the Add teacher button. This will bring up a Select Person dialog box. Locate the teacher's name, click on the name, and then press select.  You will now see her name listed two times in the Class Editor.  Click on the second listing of the teacher's name. ClickSelect on her Kindergartenthe class andthat click onneeds the different duration (e.g., Kindergarten). Click Move Class, button.and Thenmove clickit onto the firstduplicate listing.

Step 3: Rename each listing offor theclarity teacher'Edit each listing's name. This will move the Kindergarten class to your first teacher listing. 

To edit the teacher name (so you can easilytell identifythem whichapart class you arewhen creating slots — for inexample: the

Slot Editor), click on the listing and edit the name. For example, if your teacher's name was Sue Smith, you could modify the first listing of her name to Sue Smith - Kindergarten and the second one to Sue Smith - First Grade. Grade

Step 4: Create separate slot durations Go to the Slot EditorAppointments page.

You willYou'll see twoboth references to the teacher listed,listings, and you can create slots ofwith different durations for each.each (e.g., 30 minutes for Kindergarten, 15 minutes for First Grade).

Since both listings are assigned toshare the same contactunderlying person,contact, the system will ensure that this teacher does not getprevents double-booked.booking When— a slot is booked forbooking one listing,listing automatically blocks the corresponding slottime on the secondother.

listing

will

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be made unavailable. 

A teacher willis no longer be available for— conferences. Howhow do I cancel all her appointments?

Probably the easiest way is to goGo to the Appointments List page. Search for all appointments on your event. Then sortSort by parentParent Last Name, then by Resource (clickteacher), onby clicking the column headingheaders. toLocate sort)the teacher's appointments, select them, and then by Resource (teacher). If you locate your teacher, you will see any parent appointments. You can click on an appointment and then select the Delete /Selected. Delete

selected

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button.

How do

I need to edit the Room Number for a teacher

teacher's room number?

Go to the Appointments page.page To— the room number is editable in the field to the right of the teacher's name, you can edit the room number. name.

I imported teachers, but Ithey're don'tnot seeshowing my teachers listed in the rosterup on the Appointments page.

TeachersImported thatteachers youappear importin Contacts immediately, but they won't appear on your teacher file should show up in the ContactsAppointments sectionor of the Admin UI. They show up in the Appointments page (and Class Editor page)pages AFTERuntil a class has been imported for them.them.

My 3rd-grade

How teachersdo requireI 15-minuteset slots,different andslot mydurations 4-5for different grade teachersgroups require(e.g., 15-min for 3rd grade, 20-minutemin slots?for How4th–5th cangrade)?

I

do this?

Go to the Appointments page. Select your first 3rd-grade teacher from your roster on the right-hand side,teacher, then hold down the Ctrl key and select the otherrest of the 3rd-grade teachers. WhenFrom youthe haveSlots selected this entire group,drop-down, select the Create Slots. option fromEnter the Slotsconference drop-down.start/end Youtimes willand thenset be promptedduration to enter15 minutes. Repeat the from and start time of the conferences as well as the duration of the appointments. Create your slots with a duration of 15.

Using the ctrl key option, repeat this process tofor collect your 4-4th–5th grade teachers.teachers, Then select the Create Slots option from the Slots drop-down, and in the Slot Generator dialog box, enter an appointmentsetting duration ofto 20 minutes for this group of teachers.

I have a teacher who needs 15-minute time slots for her First Grade class and 30-minute time slots for her Kindergarten class. She is only showing up one time in the Class Editor, so how can I set up different slot durations for her?

The goal is to have her listed twice in the Appointments page so you can create 30-minute slots for one listing of her name and 15 minute slots for the second listing of her name. To do this, you will need the teacher to be listed two times in the Class Editor.

Go to the Class Editor page. Click on the Add Teacher/Team -> Add Teacher button. This will bring up a Select Person dialog box. Locate the teacher's name, click on the name, and then press select. You will now see her name listed two times in the Class Editor Click on the second listing of the teacher's name. Click on her Kindergarten class and click on the Move Class button. Then click on the first listing of the teacher's name. This will move the Kindergarten class to your first teacher listing. To edit the teacher's name (so you can easily identify which class you are creating slots for in the Appointments page), click on the listing and edit the name. For example, if your teacher's name was Sue Smith, you could modify the first listing of her name to Sue Smith - Kindergarten and the second one to Sue Smith - First Grade. Go to the Appointments page. You will see two references to the teacher listed, and you can create slots of different durations for each. Since both listings are assigned to the same contact person, the system will ensure that this teacher does not get double booked. When a slot is booked for one listing, the corresponding slot on the second listing will be made unavailable. .

I’

I've already opened my scheduler.scheduler Can— can I still add a new teacher? 

Yes. To addenroll students in the Class Editor, click on thenew teacher's name,class:

Go to Class Editor, select the teacher, then the class. To add the student to a class, click on the class, and simply type inType the student's name ininto the entry boxbox, onusing theyour right-handaccount's side.selected Be sure to use thename format that(Last, First or First Last). Press Enter when a match is selectedfound. for your

account (either last name, first name, or first name last name). 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 classnewly youadded justclass.

added.

count (either last name). You will

You'll also need to create slots for this teacherteacher: bygo selectingto theAppointments → Slots → Create Slots.

option

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How do I stop teachers from thegetting Slots drop-down on the Appointments page. 

My teachers are receivingan email notifications every time an appointment is booked.booked?

How

do I turn this off? 

To turn off the email message that your teacher received, goGo to the Settings /→ Notification page,→ Resource Email Notification. section,Uncheck and uncheck the box “"For resources assigned to a contact, send appointment notification via email”email." -

this

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sends

I an appointment notification email any timesee a parentgrey books or cancels an appointment. 

I have some time slotsslot that aresays grey with the message “"An appointment has been booked with ‘[teacher name’name] at this time

time."

When you see a message like this, itThis means thateither:

either

there is aA different teacher contact is attached to thethis resourceresource, or thereMultiple teachers are multiple teachers attached to the same resource.resource

The system doesn’tblocks allowdouble-booking, forso doubleit booking and therefore blocksgreys out the timeconflicting slots.slot.

To correctfix:

this,

goGo to the Class Editor and click onselect the affected teacher resourceresource. thatClick isAssign experiencingContact/Team this→ issueAssign andContact. In the dialog, select the correct teacher contact, then click onOK. the “Assign

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Contact / Team” menu and select “Assign Contact.” From within the dialog box, you will

I see the current teacher contact that is attached to the resource. Click on the name of the correct teacher and then click Ok and the boxes will go back to normal. 

I’m seeing the message “teacher"Teacher not available”available" in the Admin UI.

This means that the teacher already has eithera anconflicting appointment booked— either:

Booked in their own role as a parent,parent, or theyBooked areas part of a team and they arebelong bookedto in their

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role as a team member. 

Can I email my teachers their schedule?

Yes,Yes:

on

theGo to Report Selection. page,Select selectTeachers' theSchedule. reportClick labeled Teachers’ Schedule. You will then see a button labeled Email Report.Report. This will

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email each

My teacher their own schedule. 

Some of my teachers areis at two differentevents events, both the(e.g., High School event and the Middle SchoolSchool). event. I blocked out slots on the High School event when they wouldn't be available, but this also blocked outBlocking their times on the Middle School event as well. 

Yes, blocking slots in one event willblocked blockthem outin the other too — why?

This is expected. Blocking slots affects every event sharing that teacher's contact record (matched by email), so blocking time in one event blocks the corresponding time slotseverywhere.

on

Deleting slots, however, does not carry across events — it only affects the second event foryou're anyworking teacherin. sharing the same contact record (matching email address) across events. 

Deleting slots forIf a teacher inis unavailable at one eventschool will NOT delete slots for a teacher in another event. If you have a teacher who is notbut available at the High School during some times, but is available at the Middle School, you will need toanother, delete (not block) the slots on the High Schoolunavailable event. 

How do I set my teachers' passwords?

You canhave eithertwo importoptions:

Import a password intovia the teacher filefile, or let yourLet teachers create their own when they first log in. If you did not import a password for your teachers, the first time athey teacherlog logsin in,(if he/she will be prompted to create ano password forwas theirimported) account.

How do I reset a password for a teacher?

In the Admin UI, select the Contacts tab. In the Search control boxes, enter the teacher's first name or last name and select search.  Click on the teacher name listed in the left hand side. Click on the Reset PW button. This will reset the password to the default password of 123456. You can change this default password by selecting the Global Setup / Contacts page. If you click on the Show advanced options..., you would see the Default Password section, here you would be able to change the default password that is used when you select the Reset PW button.

How do I reset the password for one teacher?

Go to Contacts and search for the teacher. Select their name, then click Reset PW.

This resets their password to your account's default (123456, unless customized).

To change the default password, go to Global Setup → Contacts → Show Advanced Options → Default Password.

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How do I reset passwords for all myteachers teachers?

at

Inonce? the

Admin UI, goGo to the Global Setup /→ Contacts page.→ If you click on the Show advancedAdvanced options.Options.., youClick would see the Default Password section, here you can find the Reset Admin Passwords. button. Select this button and you will have the option to reset the password at the administrative access level. To reset the password for all your teachers, select the level to reset of— choose Appointment Viewer.Viewer

to reset all teachers.

The Reset PW button is notisn't available when I selectfor a teacher.

teacher — why?

This typically happens when the teacher's email is mostalso likelyused the case when your teacher isas a parent account at another school.school. In this case,Since the email address is associatedshared withacross 2two differentseparate accounts, andneither account can not be reset by either one of the two accounts. The teacher can select the Forgot Password button and have a new password emailed to him/her, or he/she can email pickatime support (support@pickatime.com) and request that the password beindependently.

Solution: Have the teacher use Forgot Password, or email support@pickatime.com for a manual reset.

One of

A myteacher teachers can notcan't view her schedule.schedule How— how do I fix this?

There are a couple of things to check for a teacher. 

InCheck the following in Contacts:

section

ofConfirm she's logging in with the Admin UI, locate the teacher contact record.
1) make sure she is using the email address listedon infile. theConfirm contacts.
2)her make sure the Admin Level pull-down is set to Appointment Viewer.
3) make sureConfirm the box next to her name inunder the Resource Access section is checked.

In the Reporting section, if you select the Account Reports option, there is a report labeled List of Teachers. You can quickly scan this to see the access levels for your teachers.

WhenImported teachers are imported, they are automatically setconfigured upcorrectly. with Appointment Viewer access, and with the box checked by their name in the Resource Access section. This allows them to view their own schedule in the Reporting section.

If you added a teacher inwas manually,added thenmanually, you wouldyou'll need to set both theof Adminthese Levelyourself.

Quick check across all teachers: Go to AppointmentAccount ViewerReports and→ checkList theof boxTeachers byto theirreview nameaccess inlevels theat Resourcea Access section.  glance.

How do my teachers view who has signed up? How do my teachers log in?

Teachers can view their schedule byand logginglog intoin? the

Teachers sitelog asin well. Fromusing your school's account URL, your teachers should enterentering their email address and password in the Login section.password. Each teacher will only havesees accesstheir to his/her own schedule.

Click

📄 here ([Directions for Teachers)Teachers] for— a printable instruction template ofyou instructionscan for your tea

chers.share.

How do I block out time for a teacher?

ToYou blockhave outtwo a time for a teacher, you can either:options:

Delete the timeslots: slotsAppointments using→ theSlots → Delete Time Slots optionMark in the Slots drop-down on the Appointments page, or make the slotsthem unavailable: withAppointments the→ Slots → Update Time Slots option from the Slots drop-down on the Appointments page. If you select the Update Slots option, a dialog box will come up where you can enter in the times to make unavailable, and, then select "makeMake unavailable"Unavailable" fromfor the drop-downdesired option.time

range

How do I correct the spelling of a teacher's name?

• 1. Go intoto the Admin UI.

ThenAppointments, select the Appointments page. Click on the teacher's name and then select Assign Contact from the Teachers drop-down menu. The Select Person dialog box will come up with the teacher contact record. Correct the spelling and then press select in the dialog box.

This will update the teacher's name.

From the OneTeachers ofdrop-down, myselect teachersAssign hasContact. goneIn onthe leaveSelect andPerson willdialog, becorrect the spelling, then click Select.

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A teacher is being replaced by a long-term substitute teacher.— Howhow cando I letupdate parentsthis seefor theparents?

new

If all of a teacher's name?classes are

Iftransferring to a teacher is being replaced with a different person, such that all the classes taught by the former will now be taught by the new teacher, you can reassign thethem teacherdirectly:

by

going againGo to the Class Editor tab. 

. Select the teacher that you want to replacereplace, andthen selectclick Assign Contact/Team,Team → Assign Contact. A dialog will pop up that is very similar to the contacts tab. Search for and select the new teacher, then click "select.Select.