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STEP TWO: Add or Import Teachers

There are two ways to populate your teacher roster: add them manually, or import a Teacher file.

Option A: Manually Add Teachers

Go to Event Management / Appointments.

Copy teachers from a previous event

  1. Select the Teachers drop-down.
  2. Select Copy Teachers.

Once copied, you can safely delete the old event.

Add teachers one by one

To add an existing contact as a teacher:

  1. Select Add Teacher from the Teachers drop-down.
  2. In the Select Person dialog, search for the teacher's name.
  3. Select the correct name, confirm the details on the right, then click Select.

To add a brand-new teacher:

  1. In the Select Person dialog, enter the teacher's Last Name, First Name, and Email on the left.
  2. Click Add New, then click OK.

Repeat until all teachers are added — each will appear in your teacher list on the right.

Option B: Import a Teacher File

Step 1: Create the File

Field Description
TeacherID Unique identifier for the teacher (key field)
First Teacher's first name
Last Teacher's last name
Email Teacher's email (must be unique; one address only)
Room Where the teacher will be during conferences — useful for room-based reporting

Example:

TeacherID First Last Email Room
234 Angela Frank a@school.com 106
225 Bobby Smith b@school.com Library

File must be tab-delimited (.txt from Excel, .tsv from Google Sheets), with column headers matching exactly (no spaces) in the first row.

Optional columns:

Column Purpose
Password Sets an initial password (min. 6 characters). If omitted, the teacher creates their own at first login. (Once a teacher sets their own password, future imports won't override it — use the Reset Admin Password button under Global Setup / Contacts Setup to reset instead.)
Virtual Room Online meeting link, if manually generating your own (not needed if using pickAtime's built-in meeting integration)
AccessLevel Sets admin access. 3 = Resource Administrator (can block their own schedule). Default is Appointment Viewer.
GroupName Categorizes teachers (e.g., "Middle School," "Science") — useful for creating different slot durations per group, or displaying teachers grouped on the scheduler
Action Set to delete to remove a previously imported row. Defaults to update if omitted.

Step 2: Import Your File

  1. Log into pickAtime and click Importer.
  2. Set Data Type to School.
  3. Select your event from the Event pull-down.
  4. Set File Type to Teachers.
  5. Click Browse, select your file, and click Import.

If you left out some teachers, you can simply import a follow-up file containing just the missing rows.

Error Messages on Import

"Found contact with teacherid of ABC and a different contact with the email of [email]"

This means your import row has TeacherID ABC + a specific email, but the Admin UI already has two separate existing contacts — one matching the TeacherID, one matching the email — and the system can't tell which one to update.

Example:

Your import file:

TeacherID Email
ABC betsy@noemail.com

Existing Admin UI contacts:

TeacherID Email
ABC annie@noemail.com
DEF betsy@noemail.com

How matching works: The import looks for a matching TeacherID or a matching email. If it finds one match, it updates the rest of that contact's info. If it finds both a TeacherID match and a separate email match — pointing to two different contacts — it can't determine which one you intended to update, so it flags this error instead.

Fix: In the Admin UI, search for the contact with the flagged email. If that contact has a different (likely outdated) TeacherID than your file, delete it, then re-import your teacher file.

Viewing Your Imported Data

Go to the Appointments page and confirm your teacher list (right-hand side) is correct.

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