Scheduler

Scheduler

Can my event span multiple days?

Yes. To set up a multi-day event, navigate to the Appointments tab. Select your first date on the left-hand calendar and choose Create Slots from the Slots dropdown menu. Repeat this process by selecting each subsequent date on the calendar and generating slots for those days.

Can there be multiple sign ups for the same slot?

Yes. You can control this in the Slot Generator dialog box by entering a value in the Maximum allowed appointments per slot field. Once a slot reaches this limit, it will no longer appear as available to parents.

To update existing slots: Go to the Appointments page and select Update Slots from the Slots dropdown. This allows you to adjust the maximum capacity for specific time periods or for all slots at once.

I want to start with a new event for the Fall. I'd like all the old data to be removed.

Create a fresh event: On the Events page, click the "+" icon to add a new, empty event.

Clear existing contacts: Navigate to Global Setup / Contacts and click Show advanced options.... Click the Remove all customers button and select the level Event Administrators (this includes parents/teachers). This forces users to create a new account and password for the new season.

IMPORTANT: Perform these steps before importing any new data for the current year.

Every time I change the "Open scheduler to customerscustomers" on"on one of my events,event, it changes this on my other events.events too. Why are my events connected?

ThisTo ismake duechanges apply only to "Propagatorthe Mode,"current whichevent:

syncs

settings across events. To change this, goGo to the Events Preview page and select Events Settings. Under the Propagator Mode section,, change the Propagate Changes to:to setting from "all events of this type" to "only the current event."

Can my event span multiple days?

Yes. To create slots across multiple days:

Go to the Appointments tab. On the calendar (left-hand side), select your first event date. From the Slots drop-down, select Create Slots. Repeat for each additional date in your event.

Can multiple parents sign up for the same time slot?

Yes. You can set a maximum number of appointments allowed per slot.

When creating slots: In the Slot Generator dialog, enter the desired number in Maximum Allowed Appointments Per Slot. Once that limit is reached, the slot will no longer appear as available on the scheduling page.

To update this after slots are already created:

Go to the Appointments page. From the Slots drop-down, select Update Slots. Update the maximum allowed appointments for a specific time period or for all slots.

How do I add a logo to my scheduling site?

Navigate

Go to Global Setup / Business. Under the Account Level Settings / Account Logo section,, click the Upload iconicon. to add your school or organization's logo.

Do you have a Spanish/French version of the scheduling page?

WhileNot thenatively interface— isbut in English, usersparents can easily translate the page usinguse their browser’browser's built-in translation toolsfeature. (such as Google Translate in Chrome). You can view our[See instructions on how to guide parents through this.]

What is the link for my parents? Can I customizecustomise the link?

Your accountparent-facing URLlink is locatedyour account URL, found at the bottom bottom-left of the Global Setup / Business page. This link displays all currentlyany OPENopen events;event on your account — if you have multiple eventsopen are live,events, parents will see a dropdown menupull-down to choose one.between them.

To customize:customize the URL:

Check the box "Set customCustom URL"URL." box and enterEnter your preferreddesired nametext (e.g.,the XXX portion of https://pickatime.com/XXX) — for example, myschool). Your new URL will befor https://pickatime.com/myschool. Please allow

New custom URLs take 5–10 minutes for the new link to become active.

How do I test out the scheduler?

ClickGo to the Online Scheduling link in(left-hand yourside adminof dashboard.the ThisAdmin allows youdashboard) to enteropen the schedulerlive as a user.scheduler. You can add a test student to your account and view the booking processschedule for thattheir student’s teachers exactly as a parent would.teachers.

When I try to test out the site,testing, I see a message that says "there are no events available" or "the online scheduler is closed."

This indicatesmeans the eventscheduler is notisn't currently open for bookings.booking.

Fix: Go to the Settings / UI Setup page and check the Scheduler Availability section. Ensure the current date falls between the Start Datestart and Endend Datedates. youThe havescheduler set.must be within this window to be viewable.

When I try to test out the site,testing, I see a message that says "no slots available?available."

This usually means one of two things:

1. • No

     Youslots have notbeen yet generated slotscreated for your teachers.

     teachers, or

   • All availableexisting slots for the selected teachers haveare already been booked.

     filled

Help! My scheduler is not open.open

Check the following, in order:

1. Scheduler VerifyAvailability thedates Open/— Confirm "Open scheduler to customers" and "Close scheduler to customerscustomers" datesare inset correctly (Settings / UI Setup under/ Scheduler Availability).
2. Slots Ensurecreated you— If parents see "there are no available times," confirm slots have actuallybeen created slots for your teachersteachers.

inBooking window — Check the Appointments tab.

Check yoursetting Closed Booking Window: If you have set "Customer cannot book their appointment closer than XX hours/days,days." If a slot falls within this window (e.g., it's set to 1 day and the appointment is tomorrow), parents willwon't be unableable to book slots that fall within that restricted window.

it.

Our conferences have been snowed out; we'd like to move all the slots and appointments to a new date.

Go to the Appointments page and select the affected date on the calendar. Click Slots / Move Slots, select all teachers, and choose your new destination date. You will be prompted to send an automated notification email to all scheduled parents.{{@89}}

We have conferences on two days, and we only need to cancel one day. We'd like to let parents continue to book on the day that is not cancelled.

On the Appointments page, select the specific date you wish to cancel and click Slots / Delete Time Slots. You can then specify the time range to remove. You will have the option to cancel those specific appointments and send (or skip) a cancellation email.

How can I sort my teachers alphabetically on the Scheduler?scheduler?

On the Appointments page, selectopen the Teachers dropdowndrop-down. and clickSelect Sort Teachers. To change

This thesorts namingteachers formatbased (e.g., "Last, First"), go to Global Setup / Business, locate Account Level Display Options, and updateon the Display Contact Name asAs setting.setting under Global Setup / Business / Account Level Display Options — switch this between First, Last and Last, First to change the sort order.

Our scheduler is closed, but ourparents can still cancel appointments.

This is expected. Once the scheduler closes, parents can still cancel.log Why?in

Even(if afterthey have the bookinglink) window closes, the login link remains active so parents canto view their schedules.schedule — but they cannot book new appointments.

Whether

Cancellation Policy: Parentsthey can stillcancel depends on your cancellation window setting: "Customer cannot cancel iftheir theyappointment arecloser outsidethan yourXX restricted windowhours/days" (set in Settings / UI Setup under/ Appointment Cancellations). If theycancellation tryisn't toallowed, cancel within the restricted window, theyparents will see a message directinginstructing them to call the school instead.

How

Cando I organizeadd mythe teacherclass legendname byto specificthe categoriesscheduler (e.g.,and Lowerparent School vs. Upper School)?emails?

Yes,On followthe these steps:scheduler:

1. Create Categories: Go to Settings / UI Setup / Scheduler Settings.

Check "Separate legend for each child" and add"Display class names."

On the printable schedule/email: Add the class name macro $(CLASS_NAME) to CUI Messages / Print Schedule / Print Schedule Headings/Footer.

We've opened the scheduler, but some classes are missing.

If no manual changes were made in the Admin UI: Simply re-import your namesupdated underclass and enrollment files. New imports add missing data without overwriting existing data. If manual changes were made (e.g., reassigned teachers, moved students): Import a class file with only the missing class(es), and an enrollment file with Teacher's Categoryonly section.

Enable Sorting: In the missing enrollment.

Either method is safe — existing appointments will not be affected.

SchedulerWe've Display section ofopened the samescheduler page,and checkneed theto boxremove forsome "Sort by categories."classes.

Assign Teachers: Go to the AppointmentsClass Editor page and usedelete the relevant classes.

Deleting a class will Categorynot columndelete toany theappointments rightalready ofbooked eachfor teacher'sthat name to assign them to the appropriate group.teacher.