Appointment Settings

On the UI Setup (Events Management, Settings/UI Setup) page you can adjust various settings specific to your event.

  1. From the Admin UI on the Events/Preview page select your event. Click on the  button to open the Event Management page.
  2. Select the Settings tab and then the UI Setup tab.


Scheduler Availability

  • Open scheduler to customers on Enter the date and time that you would like the scheduler to open to your parents.
  • Close scheduler to customers on Enter the date and time that you would like the scheduler to close to your parents.
  • check the box allow Admins access to the CUI at all times to allow Administrators access to the parent scheduling page when the scheduler is not open to your parents. When this box is checked, when you log into the Online Scheduler you will see a page that says that the event is closed to parents but not to admins. 


Appointment Number Limits

  • Maximum Appointments per Event This allows you to limit the number of allowed appointments per event. 
  • Maximum Appointments Per Resource per Day Allows you to set a limit of how many appointments per resource can be booked on any day. For example, you can create 15 slots on a day, but set this to 10. As soon as the 10th appointment is booked at any time on that day, no more appointments can be booked.
  • One appointment per teacher (regardless of the number of classes that have that teacher) If this box is checked then the parent will only be able to schedule one appointment with the same teacher, even if their student has more than one class with that teacher.
  • One appointment per class (regardless of the number of students enrolled in the class) If this box is checked then the parent will only be able to schedule one appointment for the same class, even if they have multiple students enrolled in the same class. 
  • Allow back-to-back If the "allow back-to-back" is not checked the system will not allow a parent to make an appointment immediately following their previous appointment unless the two appointments are with the same teacher. This setting is used to prevent parents from making appointments with two teachers one after the other, so that parents will have time to travel from one appointment to the next. The system allows back-to-back appointments when the two appointments are with the same teacher regardless of this setting. It will also allow back-to-back appointments when travel breaks have been added.


Appointment Cancellations

  • Customer cannot cancel their appointment closer than x hours/days/weeks If you want to prevent participants from canceling their appointment within some amount of time before the appointment, alter this setting. Set this to 0 if you don't care if participants cancel a minute before they show up. Set this to a large value if you don't want them to be able to cancel the appointment. NOTE: closing your scheduler does not prevent participants from canceling an appointment. 


Close Appointment Booking

  • Close Appointment Booking Allows you to make slots become unavailable some amount of time before the appointment. There are 3 options. Close appointment booking at XX time XX days before the appointment date. Close appointment booking XX hours before the appointment time. Close appointment booking XX hours before the first appointment time of the day. 


Scheduler Display Limits

  • Display X weeks of slots xxx slots on the scheduling page This setting determines how many days or weeks are shown on the Customer User Interface at one time.


Teacher Display

  • Display room will show the room on the CUI.
  • Separate legend for each child (Regular PTA only) Allows you to have the option of a separate legend per child. 
  • Display class names This will show the class names on the CUI. 


Teacher's Group Name

  • Sort by Group Name This section allows you to group for your teachers. For example, you might want to group all your Lower School teachers together, and then have a grouping for Middle or Upper School teachers. Enter your group names in this section, then go to the Appointments page on the right hand side you can see the list of teachers, there is the Group Name column you can select category from drop-down, so would assign each teacher to a Group.


Advanced Settings

Online Meeting Provider

  • Use 'X' for online meetings Select from the drop-down menu which Online Meeting Provider you want to use for this event. 

Multiple Appointment Booking

  • Allow a parent to make conflicting appointments for themselves If this box is checked the parent will be able to make more than one appointment at the same time. 

Appointment Changes

  • Allow customers to see and cancel past appointments Check this box to allow your customer to see and cancel past appointments 
  • Don't allow customers to change appointment time Check this if you do not want the participant to have the option to change the time of their appointment.


Notification Setup

The Notification Setup tab in the Settings section:

Send confirmation email - Check this box is you would like a confirmation email sent after the appointment is made. This is generally left unchecked for schools.

Reply To Email - Enter in an email address in this box and you will receive a reply when your customer selects "reply" in the confirmation, reminder, or cancellation emails. If you leave this blank, any replies will receive an automated email response directing them to contact the scheduling organization. 

Send Reminder Emails - Select Add and enter the time (in hours) prior to the appointment that you would like an email reminder to be sent. You can add multiple times. The duplicated values are not allowed and would be removed automatically.


There are two ways reminder emails are sent:

  • If the 'Replace the Email Body with the Printable Schedule of Appointments' option is turned on, all your appointments will be grouped into one reminder email, sent a set number of hours before your first scheduled appointment. If you have appointments on multiple days, you will get a reminder email each day, listing all your upcoming appointments. For example, if reminders are set for 24 hours and 12 hours before the appointment time, you'll get two reminder emails, 24 and 12 hours before your first scheduled appointment.
  • If the 'Replace the Email Body with the Printable Schedule of Appointments' option is turned off, you will get one reminder email for all appointments booked within the same hour. For example, if you have appointments at 9:00 AM, 9:15 AM, and 9:30 AM, they will be grouped into one reminder email. If you book more appointments at 10:15 AM and 10:30 AM, you will get two separate reminder emails: one for the 9:00 AM, 9:15 AM, and 9:30 AM appointments, and another for the 10:15 AM and 10:30 AM appointments.


 Confirmation Email / Cancellation Email / Reminder Email / Custom Email / Follow-up Email - Allows you to toggle between the email types: Confirmation Email, Cancellation Email, Reminder Email, Custom Email and Follow-up Email. 

Subject - Allows you to change the text in the subject line of the email.

Header - Allows you to change the text in the header line of the email.

Body - Allows you to change the text in the body of the email.

Replace the Email Body with the Printable Schedule or Appointments - Allows you to have the option to include the "printable schedule" as the body of the email on the Confirmation and Reminder emails. The printable schedule is a table that summarizes all the appointments a parent has booked. When you check this box, your email will contain the header text, the printable schedule, and the footer text. 

Footer - Allows you to change the text in the footer of the email. 

Subject for combined email - When a combination email will be sent, for example, when an appointment is cancelled and immediately rescheduled, the text here will be in the subject line of the combined email. 


Recommended Option.

On the Confirmation and Reminder emails you have the option to insert the printable schedule or appointments as the body of the email. The printable schedule or appointments is a table that summarizes all the appointments a parent has booked. To include this option, check the box "Replace the Email Body with the Printable Schedule or Appointments" box. When you check this box, your email will contain the Header text, the printable schedule, and the Footer text. See the CUI Messages / Print Schedule section for the formatting of the printable schedule. 

The format of the table of appointments that is included is referred to as the printable schedule, as this table will be the same as the table a parent would see if they clicked on the Printable Schedule link on the parent scheduling page. The information included in this table is set on the Settings /CUI Messages page under the Print Schedule section.

When the "printable schedule or appointments" option is selected, one email will be sent containing the schedule of appointments made by the parent. The parent will not receive one email per appointment booked.


Configure CUI

The pickAtime system allows you to customize many of the display settings that your parents will see when booking appointments.

 To modify the CUI Messages:

  • From the Admin UI select the Events > Preview option on the dashboard. Then select your event from the list and click on the  button. 
  • Select the Settings tab and then the CUI messages tab. 
  • On the left-hand side you see many different labels that you can optionally modify. When you select a label the right-hand side will display the text that will show up on the CUI. The text on any of these labels can be changed. 
  • To edit the title on the login page for your scheduler, select Login page / Login message at the top* and edit the text on the right-hand side. 
  • To add a logo to your scheduler, go to the Global Setup/Business page, Account Logo section. select Other / Account Logo*. Click on the Insert/Edit Image icon and then select Insert image. 

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