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:

1. Create the new event first.
2. Delete the old event afterward, if you're not reusing its data.

Creating the new event before deleting the old one preserves your settings — Online Scheduler Settings, 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.

⚠️ Deleting an event deletes its class and enrollment data. Don't delete an old event if you plan to reuse that data.

To reuse previous class/enrollment data: Use the Duplicate PTA option on the Events page. This is intended specifically for a second set of conferences using the exact same class/enrollment data as the first.

If this option isn't available on your account, email support@pickatime.com to have it enabled.

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Administrator Information

At the beginning of each year you should plan to remove any old admins and add new admins.

To add an Admin

Note: If you see a red message stating "Vendor already has a contact with this email," do not panic. Click the blue Go back button and use the Search tool to find the existing contact by name.

Assigning Specific Access

Once the contact is created or located:

First-Time Login Instructions

You can provide these steps to the new admin to help them get started:

To remove an old Admin

Navigate to Contacts: In the Admin UI, go to the Contacts page. Locate the Contact: do a search for the contact by first or last name or by email. Delete the Contact: Click on the Contact's name and click the DELETE button.

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.

Any students previously linked to a parent's account remain linked. 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.

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How to remove all previous contact information

1. Go to Global Setup / Contacts.
2. Click Show Advanced Options.
3. Click Remove All Customers.
4. Select the access level to delete from the pull-down.

Access levels (from broadest to narrowest):

Important: Deleting a given level also deletes every level below it on this list. For example, deleting Resource Administrator also deletes Appointment Maker,Maker, Appointment Viewer,Viewer, and Customer access (parents).

To remove stored student data specifically: Click Remove All Students.

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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
  

Students currently enrolled in any event on your account

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⚠️ 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.