Teachers

How do I sort my teacher roster?

On the Appointments page, open the Teachers drop-down.
Select Sort Teachers.

This sorts teachers using the order set under Global Setup / Business / Account Level Display Options / Display Contact Name (Last Name, First Name, or First Name Last Name).

"Email address already exists, can't create duplicates" — what does this mean?

This means the teacher's email is already associated with an existing pickAtime contact.

To check: Go to Contacts, enter the email in the search box, and click Search. You should find an existing record using that address.

A teacher is no longer available — how do I cancel all her appointments?

Go to the Appointments List page.
Search for all appointments on your event.
Sort by Parent Last Name, then by Resource (teacher), by clicking the column headers.
Locate the teacher's appointments, select them, and click Delete Selected.

How do I edit a teacher's room number?

Go to the Appointments page — the room number is editable in the field to the right of the teacher's name.

How do I set different slot durations for different grade groups (e.g., 15-min for 3rd grade, 20-min for 4th–5th grade)?

Go to the Appointments page.
Select your first 3rd-grade teacher, then hold Ctrl and select the rest of the 3rd-grade teachers.
From the Slots drop-down, select Create Slots.
Enter the conference start/end times and set duration to 15 minutes.
Repeat the process for 4th–5th grade teachers, setting duration to 20 minutes.

How do I stop teachers from getting an email every time an appointment is booked?

Go to Settings → Notification → Resource Email Notification.
Uncheck "For resources assigned to a contact, send appointment notification via email."

I see a grey slot that says "An appointment has been booked with [teacher name] at this time."

This means either:

A different teacher contact is attached to this resource, or
Multiple teachers are attached to the same resource

The system blocks double-booking, so it greys out the conflicting slot.

To fix:

Go to Class Editor and select the affected teacher resource.
Click Assign Contact/Team → Assign Contact.
In the dialog, select the correct teacher contact, then click OK.

I see "Teacher not available" in the Admin UI.

This means the teacher already has a conflicting appointment — either:

Booked in their own role as a parent, or
Booked as part of a team they belong to

Can I email my teachers their schedule?

Yes:

Go to Report Selection.
Select Teachers' Schedule.
Click Email Report.

My teacher is at two events (e.g., High School and Middle School). Blocking their slots in one event blocked them in the other too — why?

This is expected. Blocking slots affects every event sharing that teacher's contact record (matched by email), so blocking time in one event blocks the corresponding time everywhere.

Deleting slots, however, does not carry across events — it only affects the event you're working in. If a teacher is unavailable at one school but available at another, delete (not block) the slots on the unavailable event.

How do I set my teachers' passwords?

You have two options:

Import a password via the teacher file, or
Let teachers create their own the first time they log in (if no password was imported)

How do I reset the password for one teacher?

Go to Contacts and search for the teacher.
Select their name, then click Reset PW.

This resets their password to your account's default (123456, unless customized).

To change the default password, go to Global Setup / Contacts / Show Advanced Options / Default Password.

How do I reset passwords for all teachers at once?

Go to Global Setup / Contacts / Show Advanced Options.
Click Reset Admin Passwords.
Select the access level to reset — choose Appointment Viewer to reset all teachers.

The Reset PW button isn't available for a teacher — why?

This typically happens when the teacher's email is also used as a parent account at another school. Since the email is shared across two separate accounts, neither account can reset the password independently.

Solution: Have the teacher use Forgot Password, or email support@pickatime.com for a manual reset.

A teacher can't view her schedule — how do I fix this?

Check the following in Contacts:

Confirm she's logging in with the email address on file.
Confirm her Admin Level is set to Appointment Viewer.
Confirm the box next to her name under Resource Access is checked.

Imported teachers are automatically configured correctly. If a teacher was added manually, you'll need to set both of these yourself.

Quick check across all teachers: Go to Account Reports → List of Teachers to review access levels at a glance.

How do teachers view their schedule and log in?

Teachers log in using your school's account URL, entering their email and password. Each teacher only sees their own schedule.

How do I block out time for a teacher?

You have two options:

Delete the slots: Appointments / Slots / Delete Time Slots
Mark them unavailable: Appointments / Slots / Update Time Slots, then select "Make Unavailable" for the desired time range

How do I correct the spelling of a teacher's name?

Go to Appointments, select the teacher's name.
From the Teachers drop-down, select Assign Contact.
In the Select Person dialog, correct the spelling, then click Select.