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The Student File is used to add students to your school account. For multiple PTA events, you only need to import the Student File once. Use the Enrollment File to assign students to specific events. Required Columns StudentID – A unique identifier for each s...

The Teacher File is used to add teachers to your account. For multiple PTA events, you only need to import the Teacher File once. Use the Class File to link teachers to individual events. Required Columns TeacherID - A unique identifier for each teacher. Firs...

The Class file is essential for creating and associating classes with teachers in the pickAtime event. Below are the detailed instructions for creating a valid Class File. Required Columns ClassID A unique identifier for the class. Must be unique per teacher....

The enrollment file is used to assign students to their respective classes. Below are the requirements and formatting details for creating a valid enrollment file. Required Columns StudentID - Identifies the student; must match the StudentID in the student fi...

The Parent File adds parents to the system. This file is required only if you are using Single Sign-On (SSO) authentication. The Parent File Columns This file lists all the parents and must contain the following fields: ParentID - Identifies the parent. This ...

The Parent-Student Relationship File connects parents to their respective students. It is only required if your organization uses Single Sign-On (SSO). Required Fields The file must contain the following fields: ParentID - Identifies the parent (must match th...

The People File is used to import contact records for use in an event. This file can include different types of participants, such as teachers, students, parents, or staff — each row represents a person. Required Columns ID - A unique identifier for each cont...

Importing Appointments To add Appointments, you first need to import a People file (see "Importing People"). The People file must have a unique identifier for each person. After importing your People file, you can import an Appointment file. The Appointment fi...

The Slot File is used to define appointment availability (slots) for an event. Each row represents a time block for a resource (e.g., Nurse, Health Screening). Slots are assigned to a specific event and resource. If your event does not use time-based appointme...

The Events File allows you to import either Normal Events (with appointment slots) or Roster Events (registration-style events) into pickAtime. This document outlines the required format and instructions for both types. File Format File Type: Tab-delimited te...

"The file does not have a column labeled 'First' or 'First Name'" This error occurs when the system cannot locate the required First column in your Student file. The column title may be missing or incorrectly labeled. How to Fix: Open your Student file in a s...

The file does not have a column labeled "First" or "First Name." This error occurs when the Parent file is missing the required column for the parent's first name. The column must be labeled First or First Name, exactly as specified. How to Fix: Open your Par...

Could not find Parent with ID 'XX' or Student with ID 'YY', as this parent/student was not imported This error indicates that the ParentID or StudentID listed in the Parent-Student Relationship File does not match any record in the imported Parent File or Stud...

"Found contact with teacherID of ABC and a different contact with email of betsy@noemail.com" This error occurs when the Teacher file contains a row where the TeacherID and Email combination conflicts with existing records in the Admin UI. Specifically: The s...

"Could not find teacher with teacherID XX" This error occurs when the Class file references a teacherID that is not present in the Teacher file. The system matches each class to a teacher using the teacherID. If the teacher has not been imported from the Teach...

"Student ID not found." This error occurs when the Enrollment file contains a StudentID that does not exist in the Student file. The Enrollment file relies on the StudentID to match with a corresponding student already imported. How to Fix: Ensure that the St...

"Event not found. EventID: XX" This error occurs when the EventID in your Appointments file does not match any existing event on your account. This could mean the EventID is incorrect or the event has been deleted. How to Fix: Verify the correct EventID by go...

"Event not found. EventID: XX" This error occurs when the EventID in your Slots file does not match any existing event on your account. It may be due to an incorrect ID or a deleted event. How to Fix: Go to Event Management / Settings / UI Setup / Scheduling ...