Previous Users of pickAtime
Setting up a new event
If you've used pickAtime before, you don't need to create a new account — simply create a new event under your existing account (e.g., "Parent Teacher Conferences 2026").
Recommended order:
- Create the new event first.
- Delete the old event afterward, if you're not reusing its data.
Creating the new event before deleting the old one preserves your settings — UI Setup, Notification Setup, and CUI Messages — by carrying them over.
⚠️ Don't simply rename your old event. Importing new class/enrollment data into a renamed event will merge with the old data, rather than replacing it.
Contact Information
What happens to contact data between events
Contact information — including parent/teacher login credentials and student records — is retained across events and is not deleted when you delete an event. This means:
- Parents can log back in with their original email and password.
- Parents who've forgotten their password can use Forgot Password on the login page.
This is especially useful for schools running multiple conferences per year.
If you'd prefer parents create fresh accounts each time (e.g., for annual conferences), you can manually clear old contact data.
How to remove all previous contact information
- Go to Global Setup / Contacts.
- Click Show Advanced Options.
- Click Remove All Customers.
- Select the access level to delete from the pull-down.
Access levels (from broadest to narrowest):
| Level | Who it includes |
|---|---|
| Customer access | Parents and students |
| Appointment Viewer | Teachers |
| Appointment Maker | Admins with Appointment Maker access |
| Resource Administrator | Admins with access to a select group of teachers |
| Event Administrator | Admins with access to one or more events |
Important: Deleting a given level also deletes every level below it on this list. For example, deleting Resource Administrator also deletes Appointment Maker, Appointment Viewer, and Customer access (parents).
Exceptions — what won't be deleted
- Contacts who have logged in within the last 2 months
- Contacts who have booked an appointment within the last 2 months
⚠️ When you should remove old contact data
You'll want to clear previous contact/student data if either of the following applies:
- Teacher IDs are being reused — e.g., a new teacher will use a departing teacher's TeacherID
In either case, leaving old records in place can cause conflicts with the new data.