K-12 School Scheduling

Download or print our features summary for reference.

Front End

• Customizable login page, with ability to add custom text, custom logo, and links to consent forms, etc.
• Use scheduling site as stand-alone or as link from school website
• Available slots can be displayed in a table format or a textual format
• Provides parents with printable appointment schedule
• Allows parents to receive Outlook or Gmail calendar invitation they can add to online calendar
• Allows parents to cancel / reschedule appointment
• Allows parents to edit their contact information and change their password
• 24/7 access for online scheduling
• Will not display other scheduled appointments to parents
• Provides ability to collect parent and/or appointment specific information upon registration or appointment scheduling

Account Setup

• Printable Online Manager guide
• 24/5 M-F email support
• Ability to control when the scheduler is open and closed to parents
• Ability to control how far in advance parents can book tours, counseling, office hours, etc...
• Ability to control how much time prior to an appointment an appointment can be cancelled
• Total number of appointments per parent can be limited
• Total number of appointments by appointment type can be limited
• Frequency of appointment scheduling by parent can be limited
• Supports multiple time zones
• Supports 24 hour clock
• Supports European date format (i.e. dd/mm/yyyy)

Appointment Management

• Slot length can be variable
• Ability to have single or multiple appointments per time slot
• Supports both one time and periodic appointment scheduling
• Appointment schedule can be displayed before or after login
• Ability to search appointments by parent or by date
• Outlook or Gmail calendar appointment can be made for appointment provider
• Supports range of service / appointment types
• Ability to limit number of appointments per resource / per day. Display your entire day of availability but only allow a fixed number of appointments to be booked.
• Ability to display rolling number of appointment slots per day, to allow you to fill up early morning slots first

Email

• Confirmation emails
• Cancellation emails
• Reminder emails can be set by parent and/or set by the school
• Multiple reminder emails at specified length of times prior to appointment can be set
• Email template for all emails can be customized, links to supporting documents, images can be added
• Follow-up and Custom email options available

Reporting

• Provides access to real-time reports
• Excel export option available on reports
• Ability to set up scheduled report delivery by email
• Reports can be run for a specific date range
• Reports can be generated by provider, by location, by event
• Slot report available displaying all available time slots -- can be used to schedule walk-in appointments such as booth volunteering
• Summary report on % of slots filled per location
• Optional email notification when % of slots exceeds an administrator specified number

Customer Management

• Provides online searchable customer database
• User defined parent information can be collected
• Maintains parent appointment history, including appointments scheduled and cancelled
• Maintains parent log including record of all emails sent

Administrative Management

• Multiple user access levels available
• Limited access can be set for specific email addresses
• Report viewing access only is available
• Appointment making access only is available
• Full administrative power is available

Try pickAtime’s Setup Services. We handle the setup of your scheduler. We create the account, including the setup of your available time slots. Our Setup Services include the customization of the front-end of your scheduler, as well as your email confirmations, reminders and any additional messaging you would like on the site. Email us at info@pickatime.com for more details. Free for first time clients.