Skip to main content

STEP FOUR: Adjust Settings

Event Settings (UI Setup)

The UI Setup

Eventpage Settings

On the UI Setup (Events Management, Settings/UI Setup) page,lets you can adjust various settings specific to youra single event.

To get there:

  1. From the Admin UIUI, ongo theto Events/Events → Preview page,and select your event.event.
Click on the Go To Event button to open the Event Management page.Management. Select theSettings Settings→ tab and then the UI Setup tab..

FromWork through the sections from top ofto thebottom, page,as workoutlined your way downbelow.

Scheduler Availability

    Setting What it does Open scheduler to customers Date/time the scheduler opens for customers.parents Enter the dateClose andscheduler to customers Date/time that you would like the scheduler to opencloses for yourparents parents. Close the scheduler to customers. Enter the date and time that you would like the scheduler to close for your parents. Check the box allowAllow Admins access to the CUI at all times toLets allow Administratorsadmins access to the parent scheduling page even when theit's scheduler is not openclosed to your parents. When this box is checked, whenadmins you loglogging into the Online Scheduler, youScheduler will see a page that saysnote that the event is closed to parents but notaccessible to admins.

    Appointment Number Limits

      Setting What it does Maximum Appointments per Event. -Caps Thistotal allowsappointments youallowed to limitfor the numberentire ofevent allowed appointments per event.  Maximum Appointments Per Resource per Day. - Allows you to set a limit on how manyCaps appointments per resourceteacher/resource, canper beday booked— on any day. For example,e.g., you can create 15 slots on a day, but setcap thisbookings toat 10.10; As soon asonce the 10th appointment is booked at any time on that day,booked, no more appointments can be booked.made that day Maximum Appointments Per Child. -Caps Thishow allows you to set a limit on the number ofmany appointments per child that thea parent can book.book per child One appointment per teacher per student (regardlessIf ofchecked, a parent can only book once with a given teacher per student, even if the numberstudent ofhas multiple classes that havewith that teacher)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 Ifallow thistravel boxtime between teachers). Back-to-back is checked,always then the parent will only be able to schedule one appointmentallowed with the same teacher, even if their student has more than one class with that teacher. One appointment per class (regardless of the number of students enrolled in the class) - If this box is checked, then the parent will only be able to schedule one appointment for the same class, even if they have multiple students enrolled in the same class.  Allow back-to-back - If the "allow back-to-back" is not checked, the system will not allow a parent to make an appointment immediately following their previous appointment unless the two appointments are with the same teacher. This setting is used to prevent parents from making appointments with two teachers one after the other, so that parents will have time to travel from one appointment to the next. The system allows back-to-back appointments when the two appointments are with the same teacher, regardless of this setting. It will also allow back-to-back appointmentsor when travel breaks have been added.configured.

      Appointment Cancellations

        Customer cannot cancel their appointment closer than xXX hours/days/weeks

        IfRestricts youhow wantclose to prevent participants from canceling theirthe appointment within some amount of time beforea parent can cancel.
          Set to 0 to allow cancellation up to the appointment,last alterminute. this setting. Set this to 0 if you don't care if participants cancel a minute before they show up. Set this to a large value if you don't want them to beeffectively ableprevent tocancellations. cancel

          Note: Closing the appointment.

          NOTE: closing your scheduler does not automatically prevent participantscancellations from— cancelingthis ansetting appointment.is separate.

          Close Appointment Booking

            Controls

            Close Appointment Booking allows you to makewhen slots become unavailable somefor amountnew bookings, ahead of time before the appointment.appointment Theretime. areChoose 3one options.of three methods:
              1. Close appointment booking at XXa specific time of day, XX days before the appointment date. 
              2. Close appointment booking XX hours/days/weeks/months before the appointment time. 
              3. Close appointment booking XX hours before the first appointment time of the day. day.

              Scheduler Settings

              Scheduling Link

              TheYour event's Scheduling link for the selected event lists the site address for the selected event that you can either use on your school web page or provide to participants in an email to use when booking an appointment. If you click on this link, a new browser window will open up thatLink is the CustomerURL Useryou Interfaceshare with parents (on your website or via email) to access the booking page (CUI) for your event.. You can alsocustomize enterit awith customizedan eventevent-specific name.suffix This— willfor thenexample: be appended to your account URL. For example, if you have customized your event URL to https://pickatime.com/HowardSchool, your custom event URL might look something like this: https://pickatime.com/HowardSchool/LS or https://pickatime.com/HowardSchool/US.

              Important: NoteEven thatwith when using thea custom event URL's,link, the participantparents will stillsee havea the optiontoggle to toggleswitch to any other open event on the account. 

              IMPORTANT NOTE: The event URL you see listed on this page will take the customer directly to the event. However, if you have any other open events on your account,account. theTo restrict parents to a single event tablewith will be displayed to the customer, and they will be able tono toggle to the other events. You canoption, use the Category Optionlink ifinstead, youwhich wantscopes the scheduler to direct a parent to a certain event without an option to toggle to the other opened event on the account.

              The Scheduling link for the category would display a scheduler foronly the event(s) in that fall in the category.

              Scheduler Display

                DisplayView inmode:

                a
                Condensed/Expanded
                mode - Mode pickAtimeBest offersfor both Condensed andCompact Expanded scheduler views, so users can choose the experience that works best for your scheduling style and screen space.
                    Condensed View - Best for users who want to see more availabilitylayout with less scrolling. The Condensed view uses variable time steps,steps creating— a cleaner and more compact layout. This option is helpfulgood for smaller screens or users who want to quickly browsebrowsing openavailability
                    times withoutfocusing on exact interval spacing. Expanded ViewFixed -time Bestintervals for users who preferin a traditional scheduling layout with fixed time increments. Expanded view displays fixed time slots in consistent intervals, making it— easier to visually search for appointmentscomparing ofexact aappointment specificlengths/gaps length or compare gaps between appointments. This view closely matches the classic scheduler experience and

                    Parents can be preferred by long-time users familiar with the original CUI.

                    Users can switchtoggle between views at any timeanytime using the toggle button located in the top-left corner of the scheduler.

                    Date display

                    Displaymode:

                    multiple
                    dates
                    with a Mode Behavior Paginator or a Calendar. The Paginator option will allow the parent to seeShows multiple dates on theone samepage page. The Calendar option will displayShows one day at a time to the parent,time, with a smallmini calendar displayedto wherejump theto parentother candates select a different date.

                    Scheduler Display Limits

                      Display X weeks of slots xxx slotsslots: on the scheduling page. This setting determinesSets how many daysdays/weeks orof weeksslots are shown onat once in the CustomerCUI. User Interface at one time. This only(Only applies ifwhen Paginator wasis selectedselected.)

                      under the Scheduler Display.

                      Teacher Display

                        Setting What it does Display resource description. IfShows youthe have added ateacher's description to(via the Resourceinfo Name,icon thennext itto willtheir bename) displayed Display rooms Shows room numbers on the parent schedulingscheduler page. This displays when the small info icon above the teacher's name is clicked.  Display rooms will show the room on the parent scheduling page. Separate legend for each child (Regular PTA only). Allows you to have the option ofAdds a separate color legend per child.child Display class names. IfShows youclass names (via the info icon) if class names have been added Class Names toon the Appointments page,page then checking this box
                        will show the class names on the parent scheduling page. This displays when the small info icon above the teacher's name is clicked. 

                        Teacher's Group Name

                          Sort by Group Name -This section allows

                          Lets you toorganize groupteachers into groups (e.g., "Lower School," "Upper School").

                            Enter your teachers. For example, you might want to group all your Lower School teachers together, and then have a grouping for Middle or Upper School teachers. Enter yourdesired group names in this section,section. then goGo to the Appointments page on— theeach rightteacher handrow sidehas a Group Name column where you can seeassign thethem list of teachers, there is the Group Name column you can selectto a categorygroup from the drop-down, so would assign each teacher to a Group.down.

                            Advanced Settings

                            Online Meeting Provider

                              Use 'X' for online meetingsmeetings: - Select your preferred online meeting provider for this event from the drop-down menu which Online Meeting Provider you want to use for this event. 

                              down.

                              Multiple Appointment Booking

                                Allow a parent to make conflicting appointments for themselves -themselves: If this box is checked, thea parent willcan bebook ableoverlapping to make more than one appointmentappointments at the same time. 

                                Appointment Changes

                                  Setting What it does Allow customers to see and cancel past appointments -Lets Checkparents this box to allow your customers to see and view/cancel pastappointments appointmentsthat have already
                                    passed Don't allow customers to change appointment time Prevents parents from rescheduling once booked

                                    Notification Setup

                                    The Notifications -tab Check this iflets you do not want the participant to have the option to change the time of their appointment. 

                                    Notification Setup

                                    The Notification tab in the Settings section allows you to toggle between the following options:configure: Confirmation Email, / Cancellation Email, / Reminder Email, /Custom Email, / Follow-up Email, / Resource Notification Email, /and Calendar Event Notification.Notification.

                                    Confirmation Email

                                    Field What it controls Subject

                                    Subject - Allows you to change the text in the

                                    Email subject line of Header Text shown above the email.email

                                    body

                                    HeaderBody -Main Allows you to change theemail text in the header line of the email.

                                    Body - Allows you to change the text in the body of the email.

                                    Send Confirmation and Cancellation Emails

                                    - Check this box if you would likeSends a confirmation email sent after thebooking appointment is made. This is generally(typically left unchecked for schools.schools)

                                    Support Email -Address Enterthat anreceives emailreplies addressto in this box, and you will receive a reply when your customer selects "reply" in the confirmation, reminder, or confirmation/reminder/cancellation emails. If you leave thisleft blank, any replies will receiveget an automated email response directing them to contact the schedulingyour organization.

                                    Replace the Email Body with the Printable Schedule Recommended. -Sends theone recommended option is to check this box. Then your parent will receive anconsolidated email with a table of theirall appointmentbooked schedule,appointments, instead of an individualone email for eachper appointment.

                                    Reminder Emails

                                    Send Reminder EmailsEmails:

                                    SelectClick Add and enter the timenumber (inof hours)hours priorbefore to thean appointment forthat which you would like an emaila reminder toshould bego sent.out. You can add multiple times.reminder Thetimes duplicated— valuesduplicates are notautomatically allowed and will be removed automatically.removed.

                                    ThereHow reminders are twogrouped waysdepends reminderon emailsyour arePrintable sent: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 AppointmentsAppointments."' option is turned on, all your appointments will be grouped into one reminder email, sent a set number of hours before your first scheduled appointment. If you have appointments on multiple days, you will get a reminder email each day, listing all your upcoming appointments. For example, if reminders are set for 24 hours and 12 hours before the appointment time, you'll get two reminder emails, 24 and 12 hours before your first scheduled appointment.

                                    If the 'Replace the Email Body with the Printable Schedule of Appointments' option is turned off, you will get one reminder email for all appointments booked within the same hour. For example, if you have appointments at 9:00 AM, 9:15 AM, and 9:30 AM, they will be grouped into one reminder email. If you book more appointments at 10:15 AM and 10:30 AM, you will get two separate reminder emails: one for the 9:00 AM, 9:15 AM, and 9:30 AM appointments, and another for the 10:15 AM and 10:30 AM appointments.

                                    Footer - Allows you to change the text in the footer of the email. 

                                    Subject for combined email - When aenabled, combinationthe email will becontain:

                                    sent,
                                    forYour example, when an appointment is canceled and immediately rescheduled, theHeader text here will be in the subject line of the combined email. 

                                    On the Confirmation and Reminder emails, you have the option to insert the printable schedule or appointments as the body of the email. The printable schedule ortable appointmentsYour Footer text

                                    The table's content/format is acontrolled tableseparately thatunder summarizesSettings all the appointments a parent has booked. To include this option, check the box "Replace the Email Body with the Printable Schedule or Appointments" box. When you check this box, your email will contain the Header text, the printable schedule, and the Footer text. See the→ CUI Messages /→ Print Schedule section for the formatting of the printable schedule. .

                                    The format of the table of appointments that is included is referred to as the printable schedule, asWith this tableoption willon, beparents thereceive sameone asemail thecontaining tabletheir a parent would see if they clicked on the Printable Schedule link on the parent scheduling page. The information included in this table is set on the Settings /CUI Messages page under the Print Schedule section.

                                    When the "printablefull schedule or appointments" option is selected, one email will be sent containing the schedule of appointments made by the parent. The parent will— not receive one email per appointment booked.appointment.

                                    Configure CUI (Customer User Interface)

                                    TheYou pickAtime system allows you tocan customize manymost of the displaytext settingsand that yourlabels parents will see when booking appointments.

                                     To modifyedit the CUI messagesmessages::

                                      1. From the Admin UIUI, go to Events → Preview, select the Events /  Preview option on the dashboard. Then select your event from the listevent, and click on the Go To Event button. 
                                      2. Select theSettings Settings→ tab and then the CUI messagesMessages tab. 
                                      3. On the left-handleft, side, you see many different labels that you can optionally modify. When you selectchoose a label,label to edit — the right-hand side will display thecorresponding text that will show upappears on the CUI.right Thefor text on any of these labels can be changed. editing.

                                    Common customizations:

                                      To edit the title on the loginLogin page fortitle: yourEdit scheduler, selectunder Sign In pagePage /→ Welcome message*Message and edit the text on the right-hand side. . ToLogo: add a logoGo to your scheduler, go to the Global Setup /→ Business, page. Under theunder Account Level Settings /→ Account Logo, and click onthe Upload icon. HTML editing: Click the Upload icon to upload your logo.

                                      To edit (or view) the HTML, select the HTML icon (<>) onin the toolbar.

                                      toolbar to view/edit raw HTML for a given message.
                                      Back to top