Teachers

Teachers

How do I sort my teacher roster?

On the Appointments page, clickopen the Teachers dropdowndrop-down. and selectSelect Sort Teachers. The roster

This willsorts sortteachers based onusing the preferenceorder set inunder Global Setup /  Business under/ the Account Level Display Options / Display Contact Name section(Last (eitherName, First LastName, or Last,First First)Name Last Name).

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I'm getting the message "emailEmail address already exists, can't create doubles"duplicates" when— I add a teacher email address. Whatwhat does this mean?

This indicatesmeans the teacher's email address is already associated with an accountexisting inpickAtime yourcontact.

system.

To findcheck: it, goGo to the Contacts page,, enter the email address in the search box, and click search.Search. You canshould thenfind edit thatan existing record ratherusing thanthat creating a new one.address.

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A teacher willis no longer be available for conferences,— how do I cancel all her appointments?

The

most efficient way is to goGo to the Appointments List page. Run a searchSearch for all appointments inon your event,event. Sort by Parent Last Name, then clickby Resource (teacher), by clicking the Resource (Teacher) column headerheaders. to groupLocate the appointmentsteacher's byappointments, teacher.select Select the appointments for that specific teacherthem, and click Delete Selected.

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How do I edit a teacher's room number?

Go to the Delete / Delete selectedAppointments button.

page

I— needthe room number is editable in the field to editthe right of the Roomteacher's Numbername.

How do I set different slot durations for adifferent teacher

grade groups (e.g., 15-min for 3rd grade, 20-min for 4th–5th grade)?

Navigate

Go to the Appointments page. YouSelect canyour editfirst 3rd-grade teacher, then hold Ctrl and select the roomrest number directly inof the text3rd-grade fieldteachers. locatedFrom the Slots drop-down, select Create Slots. Enter the conference start/end times and set duration to 15 minutes. Repeat the rightprocess offor each4th–5th teacher'sgrade name.teachers, setting duration to 20 minutes.

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MyHow do I stop teachers arefrom receivinggetting an email notifications every time an appointment is booked. How do I turn this off?booked?

To

disable these alerts, goGo to the Settings /→ Notification page.→ In the Resource Email Notification. section,Uncheck uncheck the box labeled: “"For resources assigned to a contact, send appointment notification via email.”" This stops automated emails for every new booking or cancellation.

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I havesee somea timegrey slotsslot that aresays grey with the message “"An appointment has been booked with ‘[teacher name’name] at this time."

This occursmeans wheneither:

a

A different teacher contact is duplicatedattached to this resource, or multipleMultiple teachers are assignedattached to the same resource,resource causing a

The "doublesystem booking"blocks block.double-booking, so it greys out the conflicting slot.

To fixfix:

this,

goGo to the Class Editor, and select the affected teacher resource,resource. and click theClick Assign ContactContact/Team /→ Team menu. Choose Assign Contact,. In the dialog, select the correct teacher namecontact, from the dialog box, andthen click OK. to restore the slots.

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I’mI seeingsee the message “teacher"Teacher not available”available" in the Admin UI.

This means the teacher is unavailable because they are already bookedhas duringa thatconflicting timeappointment — either:

Booked in anothertheir role—eitherown role as a parent (using the same email), or Booked as a memberpart of a differentteam teamthey withinbelong theto system.

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Can I email my teachers their schedule?

Yes.Yes:

On

theGo to ReportingReport Selection. page, select theSelect Teachers’Teachers' Schedule. report. Click the Email Report. button to

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automatically send each

My teacher their individual list of appointments.

Some of my teachers areis at two differentevents events, both the(e.g., High School and Middle School). Blocking their slots in one event andblocked them in the Middleother Schooltoo event.— Iwhy?

blocked

This outis 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 High School event when they wouldn't be available but this also blocked out their times on the Middle School event as well.

Because teachers are linked by their email address, blocking a slot in one event will sync that unavailability across all events. To prevent this, you should Delete the slots in the High School event instead of blocking them. Deleting slots is event-specific and will not affect the teacher’s availability in the Middle Schoolunavailable event.

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How do I set my teachers' passwords?

You canhave includetwo options:

Import a password columnvia in yourthe teacher file importfile, or allowLet teachers to setcreate their own. If no password is imported, the system will automatically prompt them to create oneown the first time they log in.in

How(if do I reset ano password forwas aimported)

teacher?

In the Contacts tab, search for the teacher and select their name. Click the Reset PW button. This reverts their password to the system default (usually 123456). You can customize this default value under Global Setup / Contacts by clicking Show advanced options... and updating the Default Password field.

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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.

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How do I reset passwords for all myteachers teachers?at once?

Go to Global Setup / Contacts and/ click Show advancedAdvanced options...Options. In the Default Password section, clickClick Reset Admin Passwords. Select Appointment Viewer as the access level to reset passwords— forchoose Appointment Viewer to reset all teachersteachers. simultaneously.

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The Reset PW button is notisn't available when I selectfor a teacher?teacher — why?

This typically happens ifwhen the teacher’teacher's email is aalso "global"used account (e.g., they are alsoas a parent account at another school using pickAtime). ForSince privacythe reasons,email youis cannotshared manuallyacross two separate accounts, neither account can reset globalthe passwords.password Theindependently.

Solution: Have the teacher should use the Forgot Password link on the login page, or contactemail support@pickatime.com for assistance.a manual reset.

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OneA ofteacher my teachers can notcan't view her schedule.schedule How— how do I fix this?

Check the following in the Contacts section::

1. Confirm

   Verify she isshe's logging in with the exact email listedaddress inon her record.

   file.

2. EnsureConfirm her Admin Level is set to Appointment Viewer.

3. Confirm the box next to her name in theunder Resource Access section is checked.

Note: You

can

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

Quick check across all teachersteachers: atGo once by running theto Account Reports → List of Teachers reportto inreview theaccess Accountlevels Reportsat section.a glance.

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How do my teachers view whotheir hasschedule signed up? How do my teachersand log in?

Teachers log in viausing your school’school's uniqueaccount pickAtimeURL, URL usingentering their email and password. OnceEach logged in, they willteacher only seesees their own schedule. You can also provide them with our Directions for Teachers printable template for guidance.

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How do I block out time for a teacher?

You have two optionsoptions:

on

Delete the slots: Appointments page:/

Slots /

Delete: Select Delete Time Slots from the Slots dropdown to remove the time entirely.

Mark Makethem Unavailable:unavailable Select: Appointments / Slots / Update Time Slots, enterthen select "Make Unavailable" for the desired time range, and choose "make unavailable" from the dropdown. This keeps the slot visible to you but hides it from parents. range

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

Go to the Appointments, page and click onselect the teacher's name. Select Assign Contact fromFrom the Teachers dropdown.drop-down, select Assign Contact. In the Select Person dialog box,dialog, correct the spellingspelling, andthen click Select. to save

the

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changes across the system.