STEP FOUR: Adjust Settings

UI Setup

Event Settings (UI Setup)

On theThe UI Setup (Eventspage Management, Settings/UI Setup) page,lets you can adjust various settings specific to youra single event.

To get there:

1. From the Admin UIUI, go to Events / Preview on the Events/Preview page,and select your event.event.

Click on the Go To Event button to open the Event Management page.Management. Select theSettings Settings/ tab and then the UI Setup tab..

FromWork through the sections from top ofto thebottom, page,as workoutlined your way downbelow.

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Scheduler Availability

Appointment Number Limits

Appointment Cancellations

Customer cannot cancel their appointment closer than xXX hours/days/weeks -

Restricts Ifhow you wantclose to prevent participants from cancelling theirthe appointment within some amount of time beforea parent can cancel.

Set to 0 to allow cancellation up to the appointment,last alterminute. this setting. Set this to 0 if you don't care if participants cancel a minute before they show up. Set this to a large value if you don't want them to beeffectively ableprevent tocancellations. cancel the

appointment.

NOTENote:: Closing yourthe scheduler does not automatically prevent participantscancellations from— cancellingthis ansetting appointment.is

separate.

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Close Appointment Booking

Controls

Close Appointment Booking - Allows you to makewhen slots become unavailable somefor amountnew bookings, ahead of time before the appointment.appointment Theretime. areChoose 3one options.of three methods:

Close appointment booking at XXa specific time of day, XX days before the appointment date. Close appointment booking XX hours/days/weeks/months before the appointment time. Close appointment booking XX hours before the first appointment time of the day. day.

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Scheduler Settings

Scheduling Link

TheYour event's Scheduling link for the selected event lists the site address for the selected event that you can either use on your school web page or provide to participants in an email to use when booking an appointment. If you click on this link, a new browser window will open up thatLink is the CustomerURL Useryou Interfaceshare with parents (on your website or via email) to access the booking page (CUI) for your event.. You can alsocustomize enterit awith customisedan eventevent-specific name.suffix This— willfor thenexample: be appended to your account URL. For example, if you have customised your event URL to https://pickatime.com/HowardSchool, your custom event URL might look something like this: https://pickatime.com/HowardSchool/LS or https://pickatime.com/HowardSchool/US.

Note

that

Important: whenEven usingwith thea custom event URLs,link, the participantparents will stillsee havea the optiontoggle to toggleswitch to any other open event on the account. 

IMPORTANT NOTE: The event URL you see listed on this page will take the customer directly to the event. However, if you have any other open events on your account,account. theTo restrict parents to a single event tablewith will be displayed to the customer, and they will be able tono toggle to the other events. You canoption, use the Category Optionlink ifinstead, youwhich wantscopes the scheduler to direct a parent to a certain event without an option to toggle to the other opened event on the account. The Scheduling link for the category would display a scheduler foronly the event(s) in that fall in the category.

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Scheduler Display

View Displaymode:

in between appointments. This view closely matches the classic scheduler experience and

Parents can be preferred by long-time users familiar with the original CUI.

Users can switchtoggle between views at any timeanytime using the toggle button located in the top-left corner of the scheduler.

Date display

Displaymode:

multiple

Scheduler Display Limits

Display X weeks of slots xxx slots on the scheduling pageslots: - This setting determinesSets how many daysdays/weeks orof weeksslots are shown at once in the CUI. (Only applies when Paginator is selected.)

Teacher Display

This only applies if Paginator was selected under the Scheduler Display.

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Teacher Display

Display resource description - If you have added a description to the Resource Name, then it will be displayed on the parent scheduling page. This displays when the small info icon above the teacher's name is clicked.  Display class names - If you have added Class Names to the Appointments page, then checking this box will show the class names on the parent scheduling page. This displays when the small info icon above the teacher's name is clicked. 

Teacher's Group Name

Sort by Group Name - This section allows

Lets you toorganize groupteachers into groups (e.g., "Lower School," "Upper School").

Enter your teachers. For example, you might want to group all your Lower School teachers together, and then have a grouping for Middle or Upper School teachers. Enter yourdesired group names in this section,section. then goGo to the Appointments page on— theeach right-handteacher side,row has a Group Name column where you can see the list of teachers. There is the Group Name column, from which you can select a category from a drop-down, so you can assign each teacherthem to a Group.group from the drop-down.

Miscellaneous

• Require parents to select their student name from a drop-down when booking an appointment (requires that students have been imported to the account)- This is used when you want a parent to attach a pre-imported student to their account. 

Advanced Settings

Online Meeting Provider

Use 'X' for online meetingsmeetings: - Select your preferred online meeting provider for this event from the drop-down menu which Online Meeting Provider you want to use for this event. 

down.

Multiple Appointment Booking

Allow a parent to make conflicting appointments for themselvesthemselves: - If this box is checked, thea parent willcan bebook ableoverlapping to make more than one appointmentappointments at the same time. 

Appointment Changes

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Notification Setup

The Notifications -tab Check this iflets you do not want the participant to have the option to change the time of their appointment. 

Notification Setup

The Notification tab in the Settings section allows you to toggle between the following options:configure: Confirmation Email, / Cancellation Email, / Reminder Email, /Custom Email, / Follow-up Email, / Resource Notification Email, /and Calendar Event Notification.

Confirmation Email

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Reminder Emails

Send Reminder EmailsEmails: 

SelectClick Add and enter the timenumber (inof hours)hours priorbefore to thean appointment forthat which you would like an emaila reminder toshould bego sent.out. You can add multiple times.reminder Thetimes duplicated— valuesduplicates are notautomatically allowedremoved.

How reminders are grouped depends on your Printable Schedule setting:

If "Replace the Email Body with the Printable Schedule" is ON: All appointments are grouped into a single reminder email per day, sent the configured number of hours before that day's first appointment. With reminders set at both 24 and 12 hours, you'll receive two emails — one at each interval before your first appointment of the day. If it's OFF: Appointments booked within the same hour are grouped into one reminder email. For example, 9:00, 9:15, and 9:30 AM appointments would be removedcombined automatically.into one email, while a separate 10:15/10:30 AM email would be sent independently.

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Recommended: Use the Printable Schedule as the Email Body

For both Confirmation and Reminder emails, you can replace the email body with a Printable Schedule — a table summarizing all of a parent's booked appointments (identical to what they'd see clicking "Printable Schedule" on the scheduler page).

ThereTo areenable twothis: waysCheck reminder emails are sent:

If the '"Replace the Email Body with the Printable Schedule of AppointmentsAppointments."' option

When is turned on, all your appointments will be grouped into one reminder email, sent a set number of hours before your first scheduled appointment. If you have appointments on multiple days, you will get a reminder email each day, listing all your upcoming appointments. For example, if reminders are set for 24 hours and 12 hours beforeenabled, the appointment time, you'll get two reminder emails, 24 and 12 hours before your first scheduled appointment.

If the 'Replace the Email Body with the Printable Schedule of Appointments' option is turned off, you will get one reminder email for all appointments booked within the same hour. For example, if you have appointments at 9:00 AM, 9:15 AM, and 9:30 AM, they will be grouped into one reminder email. If you book more appointments at 10:15 AM and 10:30 AM, you will get two separate reminder emails: one for the 9:00 AM, 9:15 AM, and 9:30 AM appointments, and another for the 10:15 AM and 10:30 AM appointments.

Subject for combined email - When a combination email will becontain:

sent,

forYour example, when an appointment is cancelled and immediately rescheduled, theHeader text here will be in the subject line of the combined email. 

Recommended Option

On the Confirmation and Reminder emails, you have the option to insert the printable schedule or appointments as the body of the email. The printable schedule ortable appointmentsYour Footer text

The table's content/format is acontrolled tableseparately thatunder summarisesSettings all the appointments a parent has booked. To include this option, check the "Replace the Email Body with the Printable Schedule or Appointments" box. When you check this box, your email will contain the Header text, the printable schedule, and the Footer text. See the→ CUI Messages /→ Print Schedule section for the formatting of the printable schedule. .

The format of the table of appointments that is included is referred to as the printable schedule, asWith this tableoption willon, beparents thereceive sameone asemail thecontaining tabletheir a parent would see if they clicked on the Printable Schedule link on the parent scheduling page. The information included in this table is set on the Settings /CUI Messages page under the Print Schedule section.

When the "printablefull schedule or appointments" option is selected, one email will be sent containing the schedule of appointments made by the parent. The parent will— not receive one email per appointment booked.appointment.

Configure CUI

 (Customer User Interface)

TheYou pickAtimecan systemcustomize allows you to customise manymost of the displaytext settingsand that yourlabels parents will see when booking appointments.

 To modify theedit CUI messages:

From the Admin UI, go to Events / Preview, select your event, and click Go To Event. Select Settings / CUI Messages. On the left, choose a label to edit — the corresponding text appears on the right for editing.

Common customizations:

• From the Admin UI, select the Events / Preview option on the dashboard. Then select your event from the list and click on the button. 

Select the Settings tab and then the CUI messages tab.  On the left-hand side, you see many different labels that you can optionally modify. When you select a label, the right-hand side will display the text that will show up on the CUI. The text on any of these labels can be changed.  To edit the title on the loginLogin page fortitle: yourEdit scheduler, selectunder Sign In pagePage / Welcome message*Message and edit the text on the right-hand side. . ToLogo: add a logoGo to your scheduler, go to the Global Setup / Business, page. Under theunder Account Level Settings / Account Logo, and click onthe Upload icon. HTML editing: Click the Upload icon to upload your logo.

To edit (or view) the HTML, select the HTML icon (<>) onin the toolbar.

toolbar to view/edit raw HTML for a given message.