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Previous Users of pickAtime

Setting up a new event

If you've used pickAtime before, you have previously created an account with pickAtime, you will notdon't need to create a new account for— new conferences. Once you log in to your account, you shouldsimply create a new event onunder your account,existing foraccount example, a(e.g., "Parent Teacher Conferences 2026").

event.

Recommended Thenorder:

you
can delete the previous semester or the previous year's event. By creatingCreate the new event priorfirst. toDelete the old event afterward, if you're not reusing its data.

Creating the new event before deleting the old event,one youpreserves 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 retainmerge with the settingsold (UIdata, Setuprather /than Notificationreplacing Setupit.

/
 CUI
Messages)
Contact from your previous event.Information

ContactWhat Informationhappens to contact data between events

The contactContact information from— yourincluding previous parent‐parent/teacher conferencelogin credentials and student records — is retained inacross the pickAtime systemevents and is not removeddeleted when you delete an event. The contact information contains the login information from your parents and teachers. This meansmeans:

that
your parentsParents can log back in againwith usingtheir theoriginal email addressand andpassword. Parents who've forgotten their password that they set up the first time they used pickAtime. If your parents have forgotten the password, they can selectuse the Forgot Password button on the login page.

SchoolsThis thatis haveespecially useful for schools running multiple conferences aper year.

may

If findyou'd thisprefer simplifiesparents thecreate processfresh accounts each time (e.g., for parents.annual However, if your conferences are only once a year, or if you think that it would be easier for parents to create a new account for each conference,conferences), you can deletemanually theclear old contact information.data.

To

How to remove all previous contact information,information

select
theGo to Global Setup / Contacts. page,Click clickShow onAdvanced Options. Click Remove All Customers. Select the Showaccess advanced options... at the top of the page. You will see a button labeled Remove all customers. Selecting this button will bring up a pull‐down that will allow youlevel to delete yourfrom contactsthe basedpull-down. on their access level. The five access

Access levels are:(from broadest to narrowest):

only

Level Who it includes Customer access ‐ parentsParents and students
Admin Level ‐ Appointment Viewer ‐Teachers teachers
Admin Level ‐ Appointment Maker ‐ any administratorsAdmins with Appointment Maker access
Admin Level ‐ Resource Administrator ‐ any administratorsAdmins with access to only a select group of Resourcesteachers (teachers)
Admin Level ‐ Event Administrator ‐ any administratorsAdmins with access to an Eventone or Eventsmore events

Important: Deleting ana accessgiven level willalso deletedeletes theevery level that is listed abovebelow it on thethis list as well.list. For example, ifdeleting you select Admin Level ‐ Resource Administrator as your level to delete, it will also deletedeletes those with Admin Level ‐ Appointment Maker,Maker, Admin Level ‐ Appointment Viewer,Viewer, and those with only Customer access (parents).

NoteExceptions that— removingwhat thewon't contactsbe willdeleted

not
remove any contactsContacts who have logged in duringwithin the previouslast two2 months or any contactsContacts who have createdbooked an appointment inwithin the last two2 months.months

Note⚠️ thatWhen removingyou the contacts will notshould remove anyold contactscontact who have logged in during the previous two months or any contacts who have created an appointment in the last two months. The "remove all contacts" will not remove any students who have enrollment in any events on your account.data

IMPORTANT NOTE: If you have any changes to key fields (for example, if new teachers will be using departing teachers' teacherIDs), then you will alsoYou'll want to have yourclear previous conferencecontact/student contact information deleted. Ordata if youreither studentof ID'sthe havefollowing changedapplies:

for
eachTeacher student,IDs youare being reused — e.g., a new teacher will wantuse toa removedeparting teacher's TeacherID

In either case, leaving old records in place can cause conflicts with the storednew students.data.

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