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STEP FOUR: Adjust Settings

Event Settings (UIOnline Setup)Scheduler Settings)

The UI Setup 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 / UIOnline SetupScheduler Settings.

Work through the sections from top to bottom, as outlined below.

SchedulerBooking AvailabilitySettings

Booking Window:

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Setting What it does
OpenBooking scheduler to customersOpens Date/time the scheduler opens for parents
CloseBooking scheduler to customersCloses Date/time the scheduler closes for parents
AllowAdmins Adminscan access to the CUIscheduler at allany timestime Lets admins access the parent scheduling page even when it's closed to parents. 

AppointmentFor Numberschedulers Limitswith multiple booking dates, close booking:

    Close booking at a specific time of day, XX days before the appointment. Close booking XX hours/days/weeks/months before the appointment. Close booking XX hours before the first appointment of the day.

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    Booking Limits:

    Setting What it does
    Maximum Appointments per Event Caps total appointments allowed for the entire event
    Maximum Appointments 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.

    AppointmentCancellation CancellationsPolicy:

    Customer cannotmay cancel their appointment closerup thanto 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.

    Close Appointment Booking

    Controls when slots become unavailable for new bookings, ahead of the appointment time. Choose one of three methods:

      Close booking at a specific time of day, XX days before the appointment date. Close booking XX hours/days/weeks/months before the appointment time. Close booking XX hours before the first appointment of the day.

      Share Your Scheduler Settings

      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)., Youwhich will show all events. 

      Your Event Scheduling Link will send parents directly to the particular event that the link it tied to. It can customisebe itcustomised 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.

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      Display Settings

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      Scheduler Display

      ViewInitial mode: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.

      DateNavigation display mode: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

      Scheduler

      Display Limits

      Display X weeks of slots: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 resource description Shows the teacher's description (via the info icon next to their name)
      Display rooms Shows room numbers on the parent scheduler 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'sTeacher Group NameGroups

      LetsAllows 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

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      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 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.
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