When you first log on to your pickAtime account, you will be logged into the Administrative User Interface. The Event Reports will show up by default. 

On the top left corner you will see your name. Selecting the < arrow you will be able to Edit Profile / Change Password or Log Out from the account. Clicking on the x in the green ribbon line you will be able to minimize the sidebar.  


Continuing down the left-hand side you will see the following options:

The Reports allows you to view the Event Reports and the Account Reports.  If you have multiple accounts, you will see a Vendor pull-down where you can toggle between your accounts. You can view Account specific reports by selecting the Account Reports button, and you can view Event specific reports by selecting the Event Reports button. If you select the Event Reports button you will see an Event pull-down where you can toggle between different events on your account, and you will see a Report pull-down where you can toggle between various reports. Please see the Reports section for more details.

The Events Preview page is where you will create/view and manage your events. 


The Appointments List page displays all the booked appointments, or appointments by date or event. From here you can delete appointment(s) or send one-off emails.

The Contacts page allows you to view the Contacts (Administrators, Teachers, Parents and Students) that reside on your account. For any student, you can view the classes they are enrolled in. For any parent, you can see the list of appointments they have made. You can view the log of appointments booked, canceled, and emails sent to a parent. For any teacher, you can view and adjust their access level. On this page, you can add in new contacts and reset the password for existing contacts.


The Mail Center allows you to email your contacts between events. 


The Importer page allows to import from Blackbaud


The Global Setup area will allow to manage settings for the entire account. There are two sub-tabs the Business Setup page has the name and address of your school. On this page you can adjust various account settings. The Contacts Setup page allows you to create prompts and forms for collecting information from your parents when they first log into your scheduling site and register. 

The Calendar Sync option will allow you and other administrators to sync their Google and/or Outlook calendars. 

The Online Scheduler link will take you to the Online Scheduler page (also referred to as the Customer User Interface or CUI). Administrators will have an Admin Reports link at the top of the Online Scheduler which will return you to the Admin User Interface.

The Add New Account link will bring up a new window where you can create a new business account.

The User Manual link will bring up a new window where you can view the Online User Manual.

The Tour This Page link will cause helpful bubbles to appear on your page to assist you.


Events Preview page

There are 5 navigation buttons:

 

To add a new event select this button. 

 

To remove the event, select the event first, then click on the 'Delete' button. 

To navigate to the Event Management page, select an event first, then click on this button.

To edit Event Details (Description), select an event first, then click on 'Edit Details' button. 

To Duplicate PTA events. NOTE: this button available on accounts with PTA events only.  


On the far right hand side you can see the 'Event Settings' button. This will allow you to customize some of the features for your events and to add columns to the Event Listing (Events / Preview) page.


Events Management page

Appointments

This page allows you to view your appointments by date, book appointments for your parents, cancel appointments, or send one-off reminder emails. This page is also where you will create and delete your time slots.  The Appointments tab will have three menu drop-downs, Teachers, Slots, and Appointments. 


Teachers menu drop-down

Slots menu drop-down

Appointments menu drop-down

Sort Teachers

Assign Contact

Create Slots

Delete Time Slot

Update Slots

Copy Slots

Move Slots

Confirm Appointment

Cancel Appointment

Edit Appointment

Change Time

Send Reminder

Customer Info


Class Editor


This page displays your list of imported teachers, along with each class and the enrollment in each class. On this page, you will be able to make class changes, such as adding or deleting a class or moving a class from one teacher to another. You will also be able to make enrollment changes such as adding or removing students from a class.

Settings has seven sub-tabs:

UI Setup

This page allows you to adjust numerous settings related to your event. Some examples include: when the scheduler should open to parents and when it should close, how many appointments a parent can book, when and if a parent should receive an email reminder.

Vendor UI Setup

Controls the display of the Appointments page and the Slot Editor page, as well as the time markings displayed on the Online Scheduler page.

Services Setup

Allows you to create services for your appointments.

Notification Setup

This page allows you to edit the three email types - the Confirmation Email, the Cancellation Email, and the Reminder Email. You can also optionally edit a Custom Email.

CUI Messages

Allows you to edit the majority of the messages displayed on the Online Scheduler.

Appointment Fields

This page allows you to create prompts for collecting information from your parents when they book an appointment.

Credit Card Setup

This page allows you to set up payments for appointment booking.

Customer User Interface (CUI) or Online Scheduler

This is where your parents will go to schedule and manage their appointments. On the left-hand dashboard in the Admin UI select Online Scheduler. Note that when you access the Online Scheduler when you are logged into the Reporting Interface you will also then be logged into the Online Scheduler.