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Is there a way to allow my parents to only see a certain event on our account?
Yes, you can use the Category Sort option to control what is seen and how it is seen on your account.
Appointments
I would like to offer Virtual appointments for part of the day (e.g., morning/early afternoon) and In-Person appointments for another part of the day (e.g., evening). Can I set that up?
Yes, you can absolutely achieve this. Create separate time slots for each appointment type: Use the "Virtual" slot appointment type for the morning or early afternoon hours. Use the "In-Person" slot appointment type for the evening hours.
A participant accidentally booked an In-Person appointment but needs a Virtual one. How can we change the appointment type?
You can easily swap the appointment format without having to cancel and rebook the entire slot. This ensures the participant keeps their original time while updating the meeting instructions. Option 1: The Participant (Self-Service) If the scheduling window i...
I want to change all booked appointments from In-Person to Virtual (or vice versa). How can I do this?
If your meeting format changes for the entire day or a specific time block, the most efficient way to perform a "bulk transition" is by using the Slot Updater; you don't have to edit individual registrations one by one. In the Admin UI: Open the event. On the...
Appointments List
Why is the Appointments List red?
When the Appointments List tab in the sidebar includes a red exclamation mark (!), the system is flagging specific registrations that require administrative intervention. These appointments are effectively in "limbo" and will not be managed correctly by the sy...
Macros
Macros allow you to reference information from your customer and the appointment in your text messages and emails.They allow you to create a single template that feels personally written for every individual customer by pulling specific data points from your d...
Canceled Appointments
Can I see a list of Canceled Appointments for a teacher?
Yes, you can generate a detailed log of all cancellations to track changes for a specific teacher or your entire account. How to Access the Cancelled Appointments Report To see which appointments were removed and who cancelled them, follow these steps: Navi...
Notification Setup Page
This page handles all of the notifications for your event. There are slight differences in the page setup depending on the type of event you use. The Email Fields for the Confirmation, Cancelation, and Reminder Emails Reply To Email Address This fea...
Contacts
Why are the contacts different colors?
The color coding in your contact list is a visual shorthand to help you quickly identify the status and health of your user database. When viewing your Contacts tab, names will appear in one of three colors: Black: Active Users Meaning: This person has succ...
Data Files
How do I create a tab delimited text file?
Depending on which spreadsheet software you are using, follow the steps below to save your file in the correct format. Using Microsoft Excel Open the File menu and select Save As... In the file destination window, look for the Save as type dropdown box. ...
Propagate Settings
Go into the Events Preview page and select Event Settings, and you will see the propagated changes to all event options. This means that any change you make to a setting will automatically be applied to all events of the same type. Note that it will not change...
My teacher (student) names were reversed when I imported them. I had the Last Name in the First Name column and vice versa.
This is a common issue during the initial setup, but fortunately, it is very easy to fix without creating duplicate records. Since the system uses the Student ID (or unique identifier) to recognize users, it will simply overwrite the existing names with the co...
Setting up a Consent Form
Adding Consent Forms in pickAtime If you need participants or parents to acknowledge and agree to specific terms (e.g., loan agreements, waivers, policies), pickAtime provides flexible options using the Appointment Fields page. Recommended Method: Using a Tex...