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STEP ONE: Setup Event

Create Your Event

When you first log in to pickAtime, you'll land in the Admin tool on the Event Reports page.

Steps to Create a New Event

  1. Select Events/Preview from the sidebar.
  2. Click the green Add button.
  3. Enter a name for your event — e.g., Fall 2026 Conferences.
  4. Select the event type: PTA.
  5. (If you've used pickAtime before) Select a Template from the pull-down, based on a previous event. This carries over your starting settings from UI Setup, Notification Setup, and CUI Messages.
  6. Select your event's time zone.
  7. (Optional) Add a Date and Location.

Once saved, your event will appear as a new row in the Events list.

About the Date and Location Fields

These fields are optional and primarily used to distinguish between multiple events when more than one is listed.

  • The Date field is just a label — if your conference spans multiple dates, you can list them all here, or leave it blank.
  • You do not need to create a separate event for each date — a single event can include any number of dates.

Adding Event Details

Use the Event Details box to add event-specific information you'd like to display on the scheduler or include in emails.

Anything entered here becomes available as a macro: $(E_DESCRIPTION)

You can insert this macro into your CUI Messages or Notification Setup templates to automatically pull in this text.

Removing a Previous Event

If you've used pickAtime before and are importing new data, you can delete your previous event(s) once the new one is created.

  1. Create your new event first (see steps above).
  2. Click Delete on the old event.

Creating the new event before deleting the old one lets you use the previous event as a template. Be sure to confirm your new event is set to type PTA.

Duplicate PTA Option

Duplicate PTA creates a full copy of a previous event, including identical data — typically used when running a second set of conferences with no changes to enrollment (e.g., the same students/classes as before).

This option is enabled on request only. To use it, email support@pickatime.com.

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