Previous Users of pickAtime

Setting up a new event 
 If you've used pickAtime before, you don't need to create a new account — simply create a new event under your existing account (e.g., "Parent Teacher Conferences 2026"). 
 Recommended order: 
 
 Create the new event first . 
 Delete the old event afterward , if you're not reusing its data. 
 
 
 Creating the new event before deleting the old one preserves your settings — UI Setup , Notification Setup , and CUI Messages — by carrying them over. 
 
 ⚠️ Don't simply rename your old event. Importing new class/enrollment data into a renamed event will merge with the old data, rather than replacing it. 
 ⚠️ Deleting an event deletes its class and enrollment data. Don't delete an old event if you plan to reuse that data. 
 To reuse previous class/enrollment data: Use the Duplicate PTA option on the Events page. This is intended specifically for a second set of conferences using the exact same class/enrollment data as the first. 
 
 If this option isn't available on your account, email support@pickatime.com to have it enabled. 
 
 
 Contact Information 
 What happens to contact data between events 
 Contact information — including parent/teacher login credentials and student records — is retained across events and is not deleted when you delete an event. This means: 
 
 Parents can log back in with their original email and password. 
 Any students previously linked to a parent's account remain linked. 
 Parents who've forgotten their password can use Forgot Password on the login page. 
 
 This is especially useful for schools running multiple conferences per year . 
 If you'd prefer parents create fresh accounts each time (e.g., for annual conferences), you can manually clear old contact data. 
 
 How to remove all previous contact information 
 
 Go to Global Setup / Contacts . 
 Click Show Advanced Options . 
 Click Remove All Customers . 
 Select the access level to delete from the pull-down. 
 
 Access levels (from broadest to narrowest): 
 
 
 
 
 Level 
 Who it includes 
 
 
 
 
 Customer access 
 Parents and students 
 
 
 Appointment Viewer 
 Teachers 
 
 
 Appointment Maker 
 Admins with Appointment Maker access 
 
 
 Resource Administrator 
 Admins with access to a select group of teachers 
 
 
 Event Administrator 
 Admins with access to one or more events 
 
 
 
 
 
 Important: Deleting a given level also deletes every level below it on this list. For example, deleting Resource Administrator also deletes Appointment Maker , Appointment Viewer , and Customer access (parents). 
 
 To remove stored student data specifically: Click Remove All Students . 
 
 Exceptions — what won't be deleted 
 
 Contacts who have logged in within the last 2 months 
 Contacts who have booked an appointment within the last 2 months 
 Students currently enrolled in any event on your account 
 
 
 ⚠️ When you should remove old contact data 
 You'll want to clear previous contact/student data if either of the following applies: 
 
 Teacher IDs are being reused — e.g., a new teacher will use a departing teacher's TeacherID 
 Student IDs have changed for your students 
 
 In either case, leaving old records in place can cause conflicts with the new data.