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Previous Users of pickAtime

Previous Users of pickAtime

Setting up a new event

If you've used pickAtime before, you have previously created an account with pickAtime, you will notdon't need to create a new account for— new conferences. Once you log in to your account, you shouldsimply create a new event onunder your account,existing foraccount example, a(e.g., "Parent Teacher Conferences 2026").

event.

Recommended Thenorder:

you
can delete the previous semester or the previous year's event. By creatingCreate the new event priorfirst. toDelete the old event afterward, if you're not reusing its data.

Creating the new event before deleting the old event,one youpreserves will retain theyour settings (— UI Setup, / Notification Setup, /and CUI Messages) from— yourby previouscarrying event.them over.

Please⚠️ do notDon't simply rename your old event. Importing new class and class/enrollment data tointo a renamed event will merge with the old data, rather than replacing it.

⚠️ Deleting an old event thatdeletes has been renamed will add the new class and enrollment data to your previous year'sits class and enrollment data.

Deleting your old event willDon't delete all class and enrollment data, so do not delete youran old event if you willplan beto reusingreuse your previous class and enrollmentthat data.

To reuse your previous class and class/enrollment data,data: useUse the Duplicate PTA option on the Events page. Note that the Duplicate PTA optionThis is onlyintended usedspecifically when you havefor a second set of conferences withusing the exact same class and class/enrollment data as the firstfirst.

set
of conferences.

If you have not previously used this option, you will need to request that this option toisn't be enabledavailable on your account. Simplyaccount, email support@pickatime.com forto assistance.have it enabled.

Contact Information

TheWhat happens to contact data between events

Contact information from— yourincluding previous parent-parent/teacher conferencelogin credentials and student records — is retained inacross the pickAtime systemevents and is not removeddeleted when you delete an event. The contact information contains the login information from your parents and teachers, as well as the student contact records. This meansmeans:

that
your parentsParents can log back in again using the email address and password that they set up the first time they used pickAtime. Any children they had associated with their original email and password. Any students previously linked to a parent's account will remain associatedlinked. withParents the parent. If your parents havewho've forgotten thetheir password, theypassword can selectuse the Forgot Password button on the login page.

SchoolsThis thatis haveespecially useful for schools running multiple conferences aper year.

may

If findyou'd thisprefer simplifiesparents thecreate processfresh accounts each time (e.g., for parents.annual However, if your conferences are only once a year, or if you think that it would be easier for parents to create a new account for each conference,conferences), you can deletemanually theclear old contact information.data.

To

How to remove all previous contact information,information

select
theGo to Global Setup / Contacts. page,Click clickShow onAdvanced Options. Click Remove All Customers. Select the Showaccess advanced options... at the top of the page. You will see a button labeled "Remove all customers." 

Selecting this button will bring up a pull‐down that will allow youlevel to delete yourfrom contactsthe basedpull-down. on

their access level. The five access

Access levels are:(from broadest to narrowest):

    only
    Level Who it includes Customer access ‐ parentsParents and students Admin Level ‐ Appointment Viewer ‐Teachers teachers Admin Level ‐ Appointment Maker ‐ any administratorsAdmins with Appointment Maker access Admin Level ‐ Resource Administrator ‐ any administratorsAdmins with access to only a select group of Resourcesteachers (teachers) Admin Level ‐ Event Administrator ‐ any administratorsAdmins with access to an Eventone or Eventsmore events

    Important: Deleting ana accessgiven level willalso deletedeletes theevery level that is listed abovebelow it on thethis list as well.list. For example, ifdeleting you select Admin Level ‐ Resource Administrator as your level to delete, it will also deletedeletes those with Admin Level ‐ Appointment Maker,Maker, Admin Level ‐ Appointment Viewer, and those with only Customer access (your parents). 

    To remove the stored student data onspecifically: yourClick account, select the "removeRemove All studentsStudents".

    button.

    NoteExceptions that— removingwhat thewon't contactsbe willdeleted

    not
    remove any contactsContacts who have logged in duringwithin the previouslast two2 months or any contactsContacts who have createdbooked an appointment inwithin the last two2 months.months TheStudents "removecurrently all contacts" will not remove any students who have enrollmentenrolled in any eventsevent on your account.account

    ⚠️ When you should remove old contact data

    IMPORTANT NOTE: If you have any changes to key fields (for example, if new teachers will be using departing teachers' teacherIDs), then you will alsoYou'll want to have yourclear previous conferencecontact/student contact information deleted. Ordata if youreither studentof ID'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 eachyour student,students you will

      In wanteither tocase, removeleaving old records in place can cause conflicts with the storednew students.data.

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