Q: Our counselors don't have specific classes with students. Can we mass-import a custom list of "counselors” (teachers), as well as class-teacher and class-student associations into pickAtime?


Yes, you can achieve this by using the pickAtime Importer. This allows you to manually define counselor-student relationships.

Step 1: Prepare Your Data Files

You will need to create and import three Tab-delimited text file (*.txt or *.tsv):

File Type

Requirement

Key Instruction

Teacher file

List of Counselors

Use your school’s existing staff IDs as the TeacherID. If your counselors do not have internal IDs, you may generate custom IDs for them. Please ensure each TeacherID is unique and consists only of alphanumeric characters.

Class file

"Counselor Classes"

Create a unique ClassID (e.g., smith_counselor) and ClassName (e.g. Counselor John Smith) for each counselor. 

Enrollment file

Student Rosters

Use the ClassID from Step 2 and the StudentID from the student file you imported earlier. to link them.


Step 3: Run the Import

  1. Go to the Importer page.
  2. Set Data Type to "School".
  3. Select your specific event from the Event dropdown.
  4. Upload the files one by one in this order: Teacher → Class → Enrollment.
  5. Click Select File and Import for each.


Step 4: Verification

Once the imports are complete, open your event in the Admin UI and navigate to the Class Editor. Here, you can verify that the counselors are correctly linked to their assigned students.