# 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		106
225	Bobby	Smith		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

*Existing Admin UI contacts:*

TeacherID	Email
ABC
DEF

**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.