# 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.**

1. **Create a fresh event:** On the **Events** page, click the **"+"** icon to add a new, empty event.
2. **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 customers on" one of my events, it changes this on my other events. Why are my events connected?**

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

#### **How do I add a logo to my scheduling site?**

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

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

While the interface is in English, users can easily translate the page using their browser’s built-in translation tools (such as Google Translate in Chrome). You can view our [instructions](https://www.google.com/search?q=%23) on how to guide parents through this.

#### **What is the link for my parents? Can I customize the link?**

Your account URL is located at the bottom left of the **Global Setup / Business** page. This link displays all currently **OPEN** events; if multiple events are live, parents will see a dropdown menu to choose one.

- **To customize:** Check the **"Set custom URL"** box and enter your preferred name (e.g., `myschool`). Your new URL will be `https://pickatime.com/myschool`. Please allow 5–10 minutes for the new link to become active.

#### **How do I test out the scheduler?**

Click the **Online Scheduling** link in your admin dashboard. This allows you to enter the scheduler as a user. You can add a test student to your account and view the booking process for that student’s teachers exactly as a parent would.

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

This indicates the event is not currently open for bookings. Go to the **Settings / UI Setup** page and check the **Scheduler Availability** section. Ensure the current date falls between the **Start Date** and **End Date** you have set.

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

This usually means one of two things:

1. You have not yet generated slots for your teachers.
2. All available slots for the selected teachers have already been booked.

#### **Help! My scheduler is not open.**

1. Verify the **Open/Close scheduler to customers** dates in **Settings / UI Setup** under **Scheduler Availability**.
2. Ensure you have actually created slots for your teachers in the **Appointments** tab.
3. Check your **Closed Booking Window**: If you have set "Customer cannot book closer than XX hours/days," parents will be unable to book slots that fall within that restricted window.

#### **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.

#### **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?**

On the **Appointments** page, select the **Teachers** dropdown and click **Sort Teachers**. To change the naming format (e.g., "Last, First"), go to **Global Setup / Business**, locate **Account Level Display Options**, and update the **Display Contact Name as** setting.

#### **Our scheduler is closed, but our parents can still cancel. Why?**

Even after the booking window closes, the login link remains active so parents can view their schedules.

- **Cancellation Policy:** Parents can still cancel if they are outside your restricted window (set in **Settings / UI Setup** under **Appointment Cancellations**). If they try to cancel within the restricted window, they will see a message directing them to call the school instead.

#### **Can I organize my teacher legend by specific categories (e.g., Lower School vs. Upper School)?**

Yes, follow these steps:

1. **Create Categories:** Go to **Settings / UI Setup** and add your names under the **Teacher's Category** section.
2. **Enable Sorting:** In the **Scheduler Display** section of the same page, check the box for **"Sort by categories."**
3. **Assign Teachers:** Go to the **Appointments** page and use the **Category** column to the right of each teacher's name to assign them to the appropriate group.