# Previous Users of pickAtime ### **Setting up a new event** If you've used pickAtime before, you **don't need to create a new account** — simply create a new event under your existing account (e.g., "Health and Wellness 2026"). ##### **Recommended order:** 1. Create the new event **first**. 2. Delete the old event **afterward**, if you're not reusing its data.

Creating the new event before deleting the old one preserves your settings — **Online Scheduler Settings**, **Notification Setup**, and **CUI Messages** — by carrying them over.

--- ### **Administrator Information** **At the beginning of each year you should plan to remove any old admins and add new admins.** **To add an Admin**
1. **Navigate to Contacts:** In the Admin UI, go to the **Contacts** page. 2. **Add New Admin:** Select the **Add > Admin...** button. 3. **Enter Details:** Fill in the user information on the *Add New Contact* form. 4. **Set Access Level:** In the **Admin Level** pull-down menu, select **Appointment Viewer**. 5. **Save:** Click to finish.
**Note:** If you see a red message stating *"Vendor already has a contact with this email,"* do not panic. Click the blue **Go back** button and use the **Search** tool to find the existing contact by name. ##### **Assigning Specific Access** Once the contact is created or located:
- Go to the **Vendor Access** tab. - Locate the specific **Event** and **Teacher** this person needs to monitor. - Click the **checkbox** next to the name to grant report access.
##### **First-Time Login Instructions** You can provide these steps to the new admin to help them get started:
- **URL:** Go to [pickatime.com](https://pickatime.com/). - **Step 1:** In the **Login** section, enter your email address and press **Login**. - **Step 2:** On the following page, you will be prompted to create a unique password for your account.
##### **To remove an old Admin** 1. **Navigate to Contacts:** In the Admin UI, go to the **Contacts** page. 2. **Locate the Contact**: do a search for the contact by first or last name or by email. 3. **Delete the Contact**: Click on the Contact's name and click the DELETE button. ### **Contact Information** **What happens to contact data between events** Contact information — including login credentials — is **retained across events** and is **not deleted** when you delete an event. This means: - Participants can log back in with their original email and password. - Participants who've forgotten their password can use **Forgot Password** on the login page. **If you'd prefer participants create fresh accounts each time** (e.g., for annual conferences), you can manually clear old contact data. --- #### **How to remove all previous contact information** 1. Go to **Global Setup / Contacts**. 2. Click **Show Advanced Options**. 3. Click **Remove All Customers**. 4. Select the access level to delete from the pull-down. ##### **Access levels (from broadest to narrowest):**
LevelWho it includes
Customer accessParticipants
Appointment ViewerAdmins who only need to see event reports
Appointment MakerAdmins with Appointment Maker access
Resource AdministratorAdmins with access to a select group of teachers
Event AdministratorAdmins with access to one or more events

Important: Deleting a given level also deletes every level below it on this list. For example, deleting Resource Administrator also deletes Appointment Maker, Appointment Viewer, and Customer access (Participants).

--- **Exceptions — what won't be deleted** - Contacts who have **logged in within the last 2 months** - Contacts who have **booked an appointment within the last 2 months**