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STEP ONE: Setup Event

Create Your Event

When you first log in to pickAtime, you'll land in the Admin tool on the Event Reports page.

Steps to Create a New Event

  1. Select Events/Preview from the sidebar.
  2. Click the green Add button.
  3. Enter a name for your event — e.g., Fall 2026 Conferences.
  4. Select the event type: Simple PTA.
  5. (If you've used pickAtime before) Select a Template from the pull-down, based on a previous event. This carries over your starting settings from UI Setup, Notification Setup, and CUI Messages.
  6. Select your event's time zone.
  7. (Optional) Add a Date and Location.

Once saved, your event will appear as a new row in the Events list.

About the Date and Location Fields

These fields are optional and primarily used to distinguish between multiple events when more than one is listed.

  • The Date field is just a label — if your conference spans multiple dates, you can list them all here, or leave it blank.
  • You do not need to create a separate event for each date — a single event can include any number of dates.

Adding Event Details

Use the Event Details box to add event-specific information you'd like to display on the scheduler or include in emails.

Anything entered here becomes available as a macro: $(E_DESCRIPTION)

You can insert this macro into your CUI Messages or Notification Setup templates to automatically pull in this text.

Removing a Previous Event

If you've used pickAtime before and are importing new data, you can delete your previous event(s) once the new one is created.

  1. Create your new event first (see steps above).
  2. Click Delete on the old event.

Creating the new event before deleting the old one lets you use the previous event as a template. Be sure to confirm your new event is set to type Simple PTA.

Deleting Your Contacts

To remove all parents and teachers from your account:

  1. Go to Global Setup / Contacts.
  2. At the bottom of the page, click Remove All Customers.
  3. Select the access level to delete from the pull-down.

Use this option if you'd like to clear out previous parent login information before a new event.

What's preserved:

  • Contacts with full Administrator access are never removed.
  • Any parent who has logged in within the past month is also preserved.
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