Simple PTA FAQs
Account
Administrators
Can I have multiple administrators on my account?
You can set up any number of users with Administrative access. To do so, you would go to the Cont...
I'm getting the message "email address already exists, can't create doubles" when I add a teacher email address. What does this mean?
This means that the teacher's email address you added already exists with an account in pickAtime...
What Administrative Access levels are there?
Appointment Viewer - allows a contact to view the appointments made. Teachers are generally assig...
Admin UI
Why is the Appointments List red?
A "Problem Appointment" occurs when a registration is placed on hold because it no longer fits th...
On the Appointments List page I noticed orange appointments with the status 'Customer is creating this appointment'. What do we need to fix these?
If you see appointments highlighted in orange on the Appointments List page, it indicates that a ...
How do I sort my teacher roster?
You can reorganize the teacher list on the Appointments page to follow a specific alphabetical or...
Every time I change the Open scheduler to customers on one of my events, it changes this on my other events? Why are my events connected?
How to Separate Your Event Settings To ensure that changes made to one event - such as the "Open ...
Is there a way to allow my parents to only see a certain event on our account?
Yes, you can use the Category Sort option to control what is seen and how it is seen on your acco...
Appointments
I would like to offer Virtual appointments for part of the day (e.g., morning/early afternoon) and In-Person appointments for another part of the day (e.g., evening). Can I set that up?
Yes, you can absolutely achieve this. Create separate time slots for each appointment type: Use ...
A participant accidentally booked an In-Person appointment but needs a Virtual one. How can we change the appointment type?
You can easily swap the appointment format without having to cancel and rebook the entire slot. T...
I want to change all booked appointments from In-Person to Virtual (or vice versa). How can I do this?
If your meeting format changes for the entire day or a specific time block, the most efficient wa...
I have a current event set on the site, but the date needs to be changed. Is there a way to update the date, but keep the existing appointments?
Yes, you can move your entire schedule - including the existing appointments - to a new date with...
Appointments List
Canceled Appointments
Contacts
Data Files
How do I create a tab delimited text file?
Depending on which spreadsheet software you are using, follow the steps below to save your file i...
My teacher (student) names were reversed when I imported them. I had the Last Name in the First Name column and vice versa.
This is a common issue during the initial setup, but fortunately, it is very easy to fix without ...
Emails
How can I view any emails that have been sent?
You can track communication history for specific individuals by accessing their activity log. Thi...
How do I turn off my E-Mail Reminders?
To turn off reminders for a specific event, follow these steps: Navigate to the Event Managemen...
Email Reminders
Including a table of appointments in your reminders is a highly effective way to ensure participa...
Can I change the time/verbiage of my reminder emails?
Yes, you have full control over both the timing and the content of your reminder emails. Any chan...
I'm testing the confirmation email and I have not yet received it. Does it take a long time?
It’s completely normal not to see the email immediately. In fact, there is a built-in delay of 20...
I booked and canceled some test appointments, will I receive any emails?
If you book and then immediately cancel your appointments, pickAtime will send a cancellation ema...
Events
I have two events and some of the teachers are the same on both events.
How the "Cross-Event Sync" Works When a teacher is assigned to multiple events, the system treats...
Is there a way to allow my parents to see a certain event on our account?
Yes, the Category Sort option is the most effective way to filter what your parents see. This is ...
Invoices
How do I view my invoices?
You can access your billing history and individual invoices directly from the reporting section o...
Can I pay my invoice by credit card?
To make a payment, you will need to access the billing report within your administrator account: ...
Can you call me so I can pay your invoice?
We are unable to take payments over the phone for security and privacy reasons. To pay by credit...
Links
Parents
A parent has forgotten the password
To reset a parent's password, follow these steps: In the Admin UI tool, go to the Contacts tab....
A parent has logged in via mobile phone. How to locate a list of booked appointments and manage them?
To locate and manage appointments on a mobile device, a parent should follow these steps: Tap t...
How can I see the appointments my parents have made?
To view a specific parent's schedule and manage their bookings, follow these steps: Navigate to...
Is there a way to see when a conference was scheduled by a parent? Not the time of the conference,but the time/date it was actually scheduled.
Yes, you can track exactly when an appointment was created (the "transaction time") using either ...
How can I login as parent? How can I impersonate parent?
Logging in as a parent allows you to manage their schedule or view the site exactly as they see i...
I have a parent who claims that they booked an appointment, but when they log in they can't see any appointments
It is common for this issue to be caused by a parent having multiple accounts (using different em...
Password
A parent called and can not remember her password?
If a parent has forgotten their password, they can reset it themselves, or you can do it for them...
How do I change my password?
To change your password, follow these quick steps: On the Online Scheduler page, click Settings ...
I've imported my teacher file this year with a new password for my teachers. But it seems that only the password they set for last year works?
This is because once a user (like a teacher) has "taken ownership" of their account by setting a ...
My teachers are receiving a message to "contact the Administrator" for a password
This message would come up if you import a password for your teachers. For these teachers, let th...
I'm trying to reset the password for a parent, but I'm getting a message that says I can not
This happens because of privacy and security protocols designed to protect parent data across dif...
Sometimes when my parents try to log in to book the site will tell them that they are a bot. Why is that?
The "bot" message is triggered by Google reCAPTCHA, a security tool we use to protect the system ...
Reports
Our school conferences were last month, but we'd like to view the Reports from the conference. How do I view conference data in the past?
Even if your event has ended, your data remains accessible. To view reports for a past conference...
Can I email each parent their schedule?
Yes, on the Reports / Event Reports page, select the Parents' Schedule report from the report pul...
Can I email each teacher their schedule?
Yes, on the Reports / Event Reports page, select the Teachers' Schedule report from the report pu...
Snow Day
We have conferences that we need to cancel on account of a snow day. We would like to move all conferences to a new day.
In the Admin UI, open the event, on the Appointments tab select the date of conferences on the ca...
We have conferences on two days, and we only need to cancel one day of conferences. We'd like to let parents continue to book on the day that is not cancelled.
In the Admin UI, open the event, on the Appointments tab select the date of conferences on the ca...