| Level | Permissions |
|---|---|
| **Appointment Viewer** | Can log in and view appointments only — no changes allowed |
| **Appointment Maker** | Can make appointments from the Admin UI, but cannot change setup or add/remove slots |
| **Resource Administrator** | Can make/cancel appointments and add/remove slots — limited to the specific resources granted in **Resource Access** |
| **Event Administrator** | Full administrative access to one or more specific **events** — set under **Event Access** |
| **Administrator** | Full access to the entire account |
| Tab | What it shows |
|---|---|
| **Contact Info** | Email, first/last name, admin level, customer access rights, and any custom fields configured under **Global Setup / Contacts** |
| **Appointments** *(small tab, distinct from the main Appointments tab)* | All appointments for this contact. For students, this shows enrolled classes. |
| **Log** | Email history and a log of when appointments were booked or canceled |
| **Vendor Access** | Resource Access and Event Access settings for administrators |
| **Parents-Students Map** | View, create, or edit which students are linked to a parent (see *Parent-Student Relationships*) |
The form will not allow you to create a new contact record with the email address that already exists on the vendor account.
# Creating Teams You can combine teachers into teams from the **Class Editor** page. --- #### Create a New Team 1. Select **Add Teacher/Team → Add Team**. The **Select Person** dialog will open. 2. Search for and select the first teacher, then click **Add to Team** (top-left corner of the dialog). 3. Repeat for the second teacher. 4. Once all team members appear in the top-left list, click **OK**. > **Double-booking protection:** Booking a slot with the team automatically blocks the corresponding slot for each individual team member — and vice versa, booking with an individual teacher blocks the corresponding team slot. --- #### Add Teachers to an Existing Team If a teacher is already listed in Class Editor and you'd like to add them to a team: 1. Select the teacher on the left-hand side. 2. Select **Add Contact/Team → Assign Team**. The **Select Person** dialog will open, with the first teacher you selected already on the team. 3. Search for and select the teacher to add, then click **Add to Team**. 4. Repeat for any additional teachers. 5. Once all team members appear in the top-left list, click **OK**. # Directions for Parents Follow the link provided by your school to access the Scheduler, then follow the steps below. --- #### **Step 1: Sign In** 1. **Enter your email** and click **Next**. - **Returning users:** If your email is recognized, enter your password. - **New users:** If your email isn't registered, follow the prompts to **Sign Up**. 2. You will then be sent to the scheduler.If your school is offering a choice between In-Person and Virtual appointments, you will be prompted to give a response before locating your students.
--- #### **Step 2: Locate Your Student(s)** 1. Enter the required information to find your student(s), then click **Next Step**. - The two prompts are typically a student ID (or the Student's first and last name with no space) and a birthdate. (Unless your school specifies otherwise, enter the birthdate in the following format: MM/DD/YY). Continue this step for as many students as you need to schedule. [](https://help.pickatime.com/uploads/images/gallery/2026-09/image.png) 2. Confirm your student(s) appear in the list, check the box next to their name(s), and click **Next Step**. --- #### **Step 3: Select Teachers** By default, all of your child's teachers are selected. - **To exclude a teacher:** Uncheck the box next to their name. - **When ready,** click **Filter Slots**. [](https://help.pickatime.com/uploads/images/gallery/2026-09/d5rimage.png) --- #### **Step 4: Book Appointments** The scheduling grid displays available times as squares with a **plus sign (+)**. [](https://help.pickatime.com/uploads/images/gallery/2026-09/uSvimage.png) 1. Click your preferred time square. 2. Click **Create Appointment**. 3. A confirmation message will briefly appear at the top of the screen. 4. Repeat for each teacher you'd like to visit. --- ### **Managing Your Schedule** #### **View or Print Your Schedule** Click **Printable Schedule** in the left-hand sidebar to see your full itinerary. --- #### **Changes & Cancellations** **On a computer:** 1. Click **My Appointments** in the left-hand sidebar. 2. Locate the appointment you'd like to change. 3. Hover over the appointment to reveal **Details**, **Edit**, and **Cancel** options. **On a mobile phone:** 1. Tap the **menu icon** (☰) in the top-left corner. 2. Select **My Appointments**. 3. Tap the **three dots (⋮)** next to an appointment to modify or cancel it. --- #### **Important Notes** - To meet with a staff member who **doesn't currently teach your child**, please contact the school office directly. - For questions or technical assistance, please call the school office. # Divorced Parents **Default behavior:** PTA scheduling enforces a **one appointment per teacher per class** rule per student. This means two parents can split up conference duty — one can book appointments with half the teachers, and the other can book with the remaining half — while the system still ensures no teacher gets double-booked for the same child and class. **If divorced parents would prefer separate appointments:** Sometimes both parents need their **own, separate** appointment with the same teacher for the same class — which the standard one-appointment rule doesn't allow. --- #### The Solution: Clone Student To allow two separate appointments with the same teacher, you'll create a second record for the student so the system treats them as two distinct children. 1. In the Admin UI, go to Contacts and search for the student. 2. Select the student, then click **Clone Student**. This creates a duplicate student record, with an asterisk (`*`) appended to the original **Student ID**. --- #### Linking the Cloned Record to the Second Parent - **If both parents have already logged in:** You'll be prompted to associate the cloned record with one of the existing parents. - **If the second parent hasn't logged in yet:** Have them log in and enter the **Student ID followed by an asterisk** (e.g., `1234*`) to find and claim the cloned record. --- > Since pickAtime now treats the two records as separate children, each parent can book independently with the same teacher without conflict. **Note:** Some schools maintain a standing list of families who use Clone Student every year, while others handle it case-by-case as requests come in. # Making Parent Appointments Booking through the **CUI** (parent-facing scheduler) respects all standard restrictions and limits. To **override** those restrictions — for example, giving a parent extra time with a teacher — you'll need to book the appointment manually through the **Admin UI**.For the PTA product, every appointment must have **both** a student and a parent associated with it.
--- #### **Making Parent Appointments in the Admin UI** 1. Select the **Appointments** tab. 2. Select the correct date on the calendar (left-hand side). 3. Select the correct teacher, then click the time slot where you'd like to schedule the appointment. 4. Click the **green plus sign**. This opens the **Select Person** dialog. 5. Select the student: - If the student is on the teacher's roster, select their name from the list on the right and click **OK**. - If the student is **not** on the teacher's roster, uncheck **"Students of \[Teacher Name\]"**, search for the student by name, select them, and click **OK**. 6. This opens the **Create Appointment** dialog. **Now, link the parent:** - **If the parent is already associated with the student:** Their name will display automatically. Select the correct class (if more than one), then click **OK**. - **If the parent is not yet associated with the student:** Click the **green +** button to open the **Select Person** dialog. Search for the parent by name in the upper-left search boxes. If found, select their name and click **OK**, then select the correct class and click **OK**. - **If the parent is not found at all:** On the left-hand side, enter the parent's **First Name**, **Last Name**, and **Email** (if available), then click **Add Contact** → **OK**. Select the correct class and click **OK**. Once complete, the appointment box will display both the parent's and student's names.**If the appointment has a red border:** Click on it to view the error message shown below the calendar. From here, either click **Cancel Appointment** to remove it, or click **Confirm Appointment** to force the booking and clear the red highlighting.
--- #### Other Appointment Options Click on any existing appointment on the **Appointments** page, then open the **Appointments** drop-down to access:| Option | What it does |
|---|---|
| **Confirm Appointment** | Confirms a flagged (red) problem appointment |
| **Cancel Appointment** | Cancels the appointment, with the option to send a cancellation email |
| **Edit Appointment** | Edits appointment-specific details (e.g., custom fields collected from parents) |
| **Change Time** | Moves the appointment to a new time |
| **Send Reminder** | Sends a reminder email to the parent |
| **Customer Info** | Opens the Contact Information dialog for the parent |
If a parent is not in our system you can manually add them, by filling out the Contact form.
Passwords are not needed to masquerade as a parent.
You will then be sent to the CUI where you can book as a parent. ##### **Step 1: Locate Your Student(s)** 1. Enter the required information to find your student(s), then click **Proceed**. 2. Confirm your student(s) appear in the list, check the box next to their name(s), and click **Next Step**. ##### **Step 2: Select Teachers** By default, all of your child's teachers are selected. - **To exclude a teacher:** Uncheck the box next to their name. - **When ready:** Click **Filter Slots**. ##### **Step 3: Book Appointments** The scheduling grid displays available times as squares with a **plus sign (+)**. 1. Click your preferred time square. 2. Click **Create Appointment**. 3. A confirmation message will briefly appear at the top of the screen. 4. Repeat for each teacher you'd like to visit.After you book appointments on behalf of a parent, the parent can still log in and change or cancel the appointment.
When booking on behalf of a parent, other admins will be able to see which admin booked for that parent within the parent's log in Contacts.
# Modifying Enrollment Data #### Modifying Enrollment Data 1. From the Admin UI, select the **Class Editor** tab. 2. Select a teacher, then select the class. The class roster will display on the right-hand side. **To remove a student:** Select the student and click the **red X** to the left of their name. > This only removes the student from this **class** — it does not remove them from your account. **To enroll an existing student:** 1. Start typing the student's name in the white box at the top of the roster. 2. If the student is already in your account, the system will suggest a match. 3. Press **Enter** to confirm and add them to the roster. **To enroll a new student (not yet in your account):** 1. Go to the **Class Editor** page and select the teacher, then the class. 2. Click the **Enroll Student** icon (above the roster, far right). 3. In the **Select Person** dialog, click **Add Student**, then fill in the student's details — **First Name**, **Last Name**, **Security Value**, and **Student ID** — in the fields marked `Be sure to add classes to the teacher, either manually in the Class Editor page or through a data file import.
--- #### Replace a Teacher (e.g., Long-Term Substitute) If one teacher is being fully replaced by another — so all their classes transfer to the new teacher — you can reassign them directly: 1. Go to the **Class Editor** tab. 2. Select the teacher to replace, then select **Assign Contact/Team → Assign Contact**. A dialog will open. 3. Search for and select the new teacher, then click **Select**. All classes previously assigned to the original teacher will now belong to the new teacher. --- ### Rooms #### Displaying Room Numbers To show the room column on the parent-facing scheduler: Go to **Settings / Scheduler Display**, and check **Display Class Name**. --- #### Editing a Room Number **For a single teacher:** 1. Select the **Appointments** tab. 2. The room number is listed next to the teacher's name and can be edited directly. **For all teachers at once (bulk update via import):** 1. Import an updated **Teacher file** with the new room numbers. 2. Import the **Class file**. This updates room numbers for all individual teachers in the event.Importing a Class file overwrites manual edits. If you've made manual changes to a class, update your Class file to match before importing — otherwise those changes will be lost.
> **Note:** This method does not update room numbers for **Teams of Teachers** — those must be edited manually. # Moving a Class 1. From the Admin UI, select the **Class Editor** tab. 2. Select the teacher from the list on the left. 3. Select the class to be moved. It will turn blue, and the **Move Class** button will become active. 4. Click **Move Class**. 5. Select the teacher the class should be moved to. # Parent Student Relationships #### Parent-Student Relationships The **Parents-Students Map** tab (right side of the Contacts page) lets you view, create, and modify which students are linked to each parent. --- #### Viewing Relationships 1. Go to **Contacts** and search for a contact on the left. 2. Select the contact, then select the **Parents-Students Map** tab. What you'll see depends on the contact type: - **Student selected** (has a Student ID) → shows **Parent List** - **Parent selected** (has a Parent ID) → shows **Student List** **To remove a relationship:** Click the **red X** to the left of a name in either list. --- #### Adding a New Student 1. Go to [Contacts](https://help.pickatime.com/books/pta-management-guide/page/contacts) and search for the student by name. 2. If not found, click **Add / Student...**. 3. Fill in **First Name**, **Last Name**, **Student ID**, and **Security Value**, then click **Add**. --- #### Connecting a Student to a Parent **If the parent already exists in Contacts:** 1. Search for and select the student, then select the **Parents-Students Map** tab. 2. Click the green **Add** button under **Parent List**. 3. In the **Select Person** dialog, find and select the parent, then click **Add**. **If the parent doesn't exist yet:** 1. Go to **Contacts** and click **Add → Parent**. 2. Fill in the parent's **First Name**, **Last Name**, and **Email**, then click **Add**. 3. Search for and select the newly created parent, then select the **Parents-Students Map** tab. 4. Click the green **Add** button under **Student List**. 5. In the **Select Person** dialog, find and select the student, then click **Add**. --- #### Adding to an Existing Relationship **To add a parent to a student's record:** 1. Select the student in **Contacts**, then go to the **Parents-Students Map** tab. 2. Click **Add** under **Parent List**, select the parent, and click **Add**. **To add a student to a parent's record:** 1. Select the parent in **Contacts**, then go to the **Parents-Students Map** tab. 2. Click **Add** under **Student List**, select the student, and click **Add**. # Problem Appointments The [Appointments List](https://help.pickatime.com/books/additional-event-features/page/appointments-list) page shows a master list of all appointments, including any that need attention. --- #### Red Appointments — Rule Violations **What they are:** Previously booked appointments that violate a rule configured under **Settings → Online Scheduler Settings**. **How they're created:** - An admin manually books an appointment that breaks a configured rule (e.g., booking limits, one-appointment-per-teacher rules). **To resolve:** 1. Click the red appointment to see the reason for the conflict, shown below the calendar. 2. Open the **Appointments** drop-down and select **Confirm Appointment** to force the booking and clear the flag. > ⚠️ **Important:** Red appointments are invisible to parents — they do not appear as booked on the parent's schedule, and reminder emails will **not** be sent until the appointment is confirmed. Always check the Appointments List for unresolved red appointments. --- #### Orange Appointments — In Progress **What they are:** Appointments currently being booked by a parent, mid-process. **Behavior:** - Cannot be manually deleted or selected for email notifications. - Automatically managed by the system — if the parent is inactive for too long without completing the booking, the appointment is automatically canceled. - The orange status disappears once the parent clicks **Create Appointment** to finish booking. > This status is useful for admins booking appointments manually: it prevents you from accidentally selecting a time slot a parent is currently in the process of booking. --- #### Deleted Slots with Existing Appointments When you delete a slot that has appointments booked on it, those appointments are **not deleted** — they're **flagged** instead, and will appear in the **Appointments List** for review. # Reports When you log into pickAtime, you'll land on the **Event Reports** page by default. Reports fall into two categories: **Event-Specific** and **Account-Specific**. --- ### Event-Specific Reports Select your event from the **Event** pull-down. If your event's dates have already passed, enter a **From/To** date range to pull historical data — otherwise, this is optional.| Report | What it shows |
|---|---|
| **Teachers' Schedule** | Appointment schedule per teacher. Supports filtering by teacher, plus "Show All Slots" to see every slot (booked or not). Can be emailed to all teachers or one individual. |
| **Teachers' Appts** | Number of appointments scheduled per teacher |
| **Teachers' Slots** | Number of available vs. total slots per teacher |
| **Teacher By Rooms** | Sorted list of appointments by room — includes room, teacher, time, student, and parent. Supports "print one per page" for a page break per room. |
| **Parents' Schedule** | Sorted appointment list per parent. Filterable by individual parent; can be emailed to all or one parent. *Can be sent directly to parents.* |
| **Students' Schedule** | Sorted appointment list per student. Filterable by individual student. *Can be sent directly to students.* |
| **Number of Parents and Students** | Count of parents/students with appointments, sorted by date for multi-day events |
| **Appointment Histogram** | Number of appointments by date and time |
| **Appointment Count by Parent** | List of parents and how many appointments each has made |
| **Appointment Count by Student** | List of students with booked appointments |
| **Students Without Any Scheduled Appointments** | Students whose parents haven't booked any appointments. *Can be sent to parents.* |
| **Students Without Any Scheduled Appointments by Class** | Per-class gaps — e.g., a student enrolled in 7 classes with only 5 booked will show the 2 missing. *Can be sent to parents.* |
| **All Teacher/Team Appointments** | Like Teachers' Schedule, but for teachers on a team, shows a combined master schedule of both individual and team appointments |
| **Class Rosters** | Class roster per teacher/class |
| **Appointments by Date/Time** | All appointments listed chronologically |
| **Display Only Empty (Not Blocked) Slots** | List of open, unblocked slots per teacher |
| Action | Description |
|---|---|
| **Format** | Print, export to XML, or export to tab-delimited (Excel-compatible) |
| **Email Report** | Send the report to yourself or others |
| **Save Report Settings** | Saves customizations (e.g., added fields) so they persist next time you run the report |
| **Schedule Report Delivery** | Set a date range, time of day, and frequency for automated email delivery |
| Report | What it shows |
|---|---|
| **Settings** | Your account's auto-generated scheduler URL |
| **Account – Invoices and Payments** | Account balance, invoice history, and payment history. Click an invoice # to view it and pay by credit card. |
| **Problem Appointments** | Appointments placed "on hold" — e.g., when a slot with an existing appointment is deleted, the appointment isn't deleted but flagged here for review |
| **Appointments from All Events** | All appointments across every event on your account |
| **Contacts Without Appointments** | Contacts who've logged in but never booked an appointment |
| **List of Administrators** | Admin emails and access levels. For teachers (auto-assigned Appointment Viewer access), this also shows which resources/teachers they can access. Click **Additional Fields → Last Logged In** to see last login dates. |
| **% Full** | Percentage of booked vs. available slots, across multiple events |
| **Cancelled Appointments** | All cancelled appointments, with cancellation date/time and who cancelled |
| **Appointment Counts for All Events** | Total appointment counts across every event |
| **Resource Mapping** | Shows all resources and their associated contacts/teachers — useful for verifying Team assignments |
| **Parents Without Students** | Parents not linked to any student |
| **Students Without Parents** | Students not linked to any parent |
| **Parent-Student Relationship** | Table of all parent-student associations |
| **Scheduled Report Delivery** | Overview of your automated report deliveries — recipients, frequency, last sent date. Delete entries here to cancel a scheduled delivery. |
| **Appointments Summary by Contacts** | Appointments booked by specific contact(s), across all events on the account |