STEP ONE: Setup Event

Create Your Event

When you first log in to yourpickAtime, accountyou'll from the pickAtime home page, you will beland in the Admin tool and on the Event Reports page.

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Steps to Create a New Event

1. Select Events/Preview from the Events/Preview button on the pickAdminUI sidebar (left side). sidebar.
2. Click on the green Add button.
3. Enter a name for your event,event for— example,e.g., "Fall 2026 Conferences."Conferences.
4. Select the type of PTA

If you have previously used pickAtime, you will then have a pull down where you can select a template from one of your previous events. The template will determine the starting settings (from the UI Setup, Notification Setup, and CUI Messages pages) for your event. Select the event timetype: zone.PTA. Optionally,(If youyou've canused addpickAtime 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. Select your event's time zone. (Optional) Add a Date and Location.

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

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About the Date and Location for your event. Fields

YouThese willfields thenare see a row listed for your event. The dateoptional and location column can be left blank. They areprimarily used to differentiatedistinguish differentbetween multiple events when more than one event is available.listed.

The dateDate field is simplyjust a label.label If— if your conference hasspans multiple dates, you can list them all dates in this column,here, or you can leave it blank.

ForYou do not need to create a separate event for each date — a single event can include any event,number youof candates. also

use

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the

Adding Event Details

Use the Event Details box on the screen to fill in anyadd event-specific information thatyou'd you may wantlike to usedisplay inon the display of your scheduler or in your emails for this event. Any text that you addinclude in theemails.

Event

Anything Detailsentered boxhere will bebecomes available as a macromacro: field$(E_DESCRIPTION)

that you

You can useinsert this macro into your CUI Messages or Notification Setup templates to automatically pull in yourthis CUItext.

Messages

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or

Removing ina your Notification Setup. The macro for thePrevious Event Details is $(E_DESCRIPTION).

If you've used the systempickAtime before and you will beare importing new data, you can now delete theyour previous event(s) once the new one is created.

Create your new event first (see steps above). ToClick delete an event, clickDelete on the Deleteold button.event. Doing so

after you have created

Creating the new event willbefore allowdeleting the old one lets you to use yourthe previous conference event as a templatetemplate. forBe yoursure new conference event. Please alsoto confirm that your new event is ofset to type PTA.

If

you

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have multiple dates for your Parent‐Teacher Conferences, you do not need to create multiple events. Any event can have any number of dates on it.

Duplicate PTA Option

The Duplicate PTA feature will allow you to createcreates a COPYfull copy of a previous event.event, Thisincluding isidentical generallydata only— typically used when you wantrunning a new event with the exact same data as a previous event - for example, if you are doing a second set of conferences in the year with no changes to enrollment (e.g., the enrollmentsame data.students/classes Theas Duplicatebefore).

PTA

This option is enabled on arequest request-only. basis. If you would like toTo use this option,it, email support@pickatime.com.