# STEP FOUR: Adjust Settings ### **Event Settings (Online Scheduler Settings)** The **Online Scheduler Settings** page lets you adjust settings specific to a single event. **To get there:** 1. From the Admin UI, go to **Events / Preview** and select your event. 2. Click **Go To Event** to open Event Management. 3. Select **Settings / Online Scheduler Settings**. Work through the sections from top to bottom, as outlined below. #### **Booking Settings** ##### **Booking Window:** [![image.png](https://help.pickatime.com/uploads/images/gallery/2026-08/scaled-1680-/bTrimage.png)](https://help.pickatime.com/uploads/images/gallery/2026-08/bTrimage.png)
**Setting****What it does**
**Booking Opens**Date/time the scheduler opens for parents
**Booking Closes**Date/time the scheduler closes for parents
**Admins can access the scheduler at any time**Lets admins access the parent scheduling page even when it's closed to parents.
#### **For schedulers with multiple booking dates, close booking:** 1. Close booking at a specific **time of day**, XX days before the appointment. 2. Close booking XX **hours/days/weeks/months** before the appointment. 3. Close booking XX **hours before the first appointment of the day**. [![image.png](https://help.pickatime.com/uploads/images/gallery/2026-08/scaled-1680-/6BKimage.png)](https://help.pickatime.com/uploads/images/gallery/2026-08/6BKimage.png) #### **Booking Limits:**
**Setting****What it does**
**Maximum per Event**Caps total appointments allowed for the entire event
**Maximum Per Child**Caps how many appointments a parent can book per child
**One appointment per teacher per student**If checked, a parent can only book once with a given teacher per student, even if the student has multiple classes with that teacher
**One appointment per class**If checked, a parent can only book once per class, even with multiple students enrolled in it
**Allow back-to-back**If unchecked, parents can't book two appointments back-to-back unless they're with the **same teacher** (to allow travel time between teachers). Back-to-back is always allowed with the same teacher, or when travel breaks have been configured.
#### **Cancellation Policy:** **Customer may cancel their appointment up to XX hours/days/weeks.** Restricts how close to the appointment time a parent can cancel. - Set to 0 to allow cancellation up to the last minute. - Set to a large value to effectively prevent cancellations.

**Note:** Closing the scheduler does **not** automatically prevent cancellations — this setting is separate.

### **Share Your Scheduler** #### **Account Scheduling Link** Your event's **Account Scheduling Link** is the URL you share with parents (on your website or via email) to access the booking page (CUI), which will show all events. #### **Event Scheduling Link** Your **Event Scheduling Link** will send parents directly to the particular event that the link it tied to. It can be customised with an event-specific suffix — for example: `https://pickatime.com/HowardSchool/LS` or `https://pickatime.com/HowardSchool/US`

**Important:** Even with a custom event link, parents will see a toggle to switch to any other **open** events on your account. To restrict parents to a single event with no toggle option, use the **Category** link instead, which scopes the scheduler to only the event(s) in that category.

[![image.png](https://help.pickatime.com/uploads/images/gallery/2026-08/scaled-1680-/UaQimage.png)](https://help.pickatime.com/uploads/images/gallery/2026-08/UaQimage.png) #### **Display Settings** [![image.png](https://help.pickatime.com/uploads/images/gallery/2026-08/scaled-1680-/fp9image.png)](https://help.pickatime.com/uploads/images/gallery/2026-08/fp9image.png) ##### **Scheduler Display** **Initial Table Layout:**
**Mode****Best for**
**Condensed**Compact layout with variable time steps — good for smaller screens or quickly browsing availability
**Expanded**Fixed time intervals in a traditional layout — easier for comparing exact appointment lengths/gaps
Parents can toggle between views anytime using the button in the top-left corner of the scheduler. **Navigation Style:**
**Mode****Behavior**
**Paginator**Shows multiple dates on one page
**Calendar**Shows one day at a time, with a mini calendar to jump to other dates
Display **X weeks of slots**: Sets how many days/weeks of slots are shown at once in the CUI. *(Only applies when Paginator is selected.)* #### **Teacher Display**
**Setting****What it does**
**Display description**Shows the teacher's description (via the info icon next to their name)
**Separate legend for each child** *(Regular PTA only)*Adds a separate color legend per child
**Display class names**Shows class names (via the info icon) if class names have been added on the Appointments page
#### **Teacher Groups** Allows you to organise teachers into groups (e.g., "Lower School," "Upper School"). 1. Enter your desired group names in this section. 2. Go to the **Appointments** page — each teacher row has a **Group Name** column where you can assign them to a group from the drop-down. ### **Advanced Settings** [![image.png](https://help.pickatime.com/uploads/images/gallery/2026-08/scaled-1680-/H9jimage.png)](https://help.pickatime.com/uploads/images/gallery/2026-08/H9jimage.png) #### **Online Meeting Provider** **Use 'X' for online meetings:** Select your preferred online meeting provider for this event from the drop-down. #### **Multiple Appointment Booking** **Allow a parent to make conflicting appointments for themselves:** If checked, a parent can book overlapping appointments at the same time. #### **Appointment Changes**
**Setting****What it does**
**Allow customers to see and cancel past appointments**Lets parents view/cancel appointments that have already passed
**Don't allow customers to change appointment time**Prevents parents from rescheduling once booked
--- ### **Notification Setup** The [**Notifications Setup**](https://help.pickatime.com/books/additional-event-features/page/notification-setup-page) tab lets you configure: **Confirmation Email**, **Cancellation Email**, **Reminder Email**, **Custom Email**, **Follow-up Email**, **Resource Notification Email**, and **Calendar Event Notification**. #### **Confirmation Email**
**Field****What it controls**
**Subject**Email subject line
**Header**Text shown above the email body
**Body**Main email text
**Send Confirmation and Cancellation Emails**Sends a confirmation after booking *(typically left unchecked for schools)*
**Support Email**Address that receives replies to confirmation/reminder/cancellation emails. If left blank, replies get an automated response directing them to contact your organization.
**Replace the Email Body with the Printable Schedule****Recommended.** Sends one consolidated email with a table of all booked appointments, instead of one email per appointment.
#### **Reminder Emails** **Send Reminder Emails:** Click **Add** and enter the number of hours before an appointment that a reminder should go out. You can add multiple reminder times — duplicates are automatically removed. **How reminders are grouped depends on your Printable Schedule setting:** - **If "Replace the Email Body with the Printable Schedule" is ON:** All appointments are grouped into a single reminder email per day, sent the configured number of hours before that day's **first** appointment. With reminders set at both 24 and 12 hours, you'll receive two emails — one at each interval before your first appointment of the day. - **If it's OFF:** Appointments booked within the **same hour** are grouped into one reminder email. For example, 9:00, 9:15, and 9:30 AM appointments would be combined into one email, while a separate 10:15/10:30 AM email would be sent independently.
**Field****What it controls**
**Footer**Text shown below the email body
**Subject for combined email**Subject line used when a combined email is sent (e.g., a cancel + immediate reschedule)
#### **Recommended: Use the Printable Schedule as the Email Body** For both **Confirmation** and **Reminder** emails, you can replace the email body with a **Printable Schedule** — a table summarizing all of a parent's booked appointments (identical to what they'd see clicking "Printable Schedule" on the scheduler page). **To enable this:** Check **"Replace the Email Body with the Printable Schedule of Appointments."** When enabled, the email will contain: 1. Your **Header** text 2. The printable schedule table 3. Your **Footer** text

The table's content/format is controlled separately under **Settings → CUI Messages → Print Schedule**.

With this option on, parents receive **one** email containing their full schedule — not one email per appointment. --- ### **Configure CUI (Customer User Interface)** You can customise most of the text and labels parents see when booking appointments. **To edit CUI messages:** 1. From the Admin UI, go to **Events / Preview**, select your event, and click **Go To Event**. 2. Select **Settings / CUI Messages**. 3. On the left, choose a label to edit — the corresponding text appears on the right for editing. **Common customisations:** - **Login page title:** Edit under **Sign In Page / Welcome Message**. - **Logo:** Go to **Global Setup / Business**, under **Account Level Settings / Account Logo**, and click the **Upload** icon. - **HTML editing:** Click the **HTML icon (`<>`)** in the toolbar to view/edit raw HTML for a given message.