# Teachers #### How do I sort my teacher roster? 1. On the **Appointments** page, open the **Teachers** drop-down. 2. 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? 1. Go to the **Appointments List** page. 2. Search for all appointments on your event. 3. Sort by **Parent Last Name**, then by **Resource** (teacher), by clicking the column headers. 4. 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)? 1. Go to the **Appointments** page. 2. Select your first 3rd-grade teacher, then hold **Ctrl** and select the rest of the 3rd-grade teachers. 3. From the **Slots** drop-down, select **Create Slots**. 4. Enter the conference start/end times and set duration to **15 minutes**. 5. 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? 1. Go to **Settings → Notification → Resource Email Notification**. 2. 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:** 1. Go to **Class Editor** and select the affected teacher resource. 2. Click **Assign Contact/Team → Assign Contact**. 3. 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: 1. Go to **Report Selection**. 2. Select **Teachers' Schedule**. 3. 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? 1. Go to **Contacts** and search for the teacher. 2. 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? 1. Go to **Global Setup / Contacts / Show Advanced Options**. 2. Click **Reset Admin Passwords**. 3. 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 for a manual reset. --- #### A teacher can't view her schedule — how do I fix this? Check the following in **Contacts**: 1. Confirm she's logging in with the **email address on file**. 2. Confirm her **Admin Level** is set to **Appointment Viewer**. 3. 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? 1. Go to **Appointments**, select the teacher's name. 2. From the **Teachers** drop-down, select **Assign Contact**. 3. In the **Select Person** dialog, correct the spelling, then click **Select**. ---