You can direct parents to a specific event based on their student's grade. For example, a parent of a student in grade 9 would only see the grade 9 event, a parent of a student in grade 10 would only see the grade 10 event, and so on. 


Each parent contact will be associated with a unique EventID. This connection is made by importing a parent file with a column labeled EventID. Each row should be filled with the unique event identifier for the event the parent should have access to. When that parent logs in they would ONLY see the event they had access to.


First, create the parent file.

This file lists all the parents. The parent file must contain the following fields:

  • ParentID identifies the parent
  • First contains the first name of the parent
  • Last contains the last name of the parent
  • Email contains the parent email address. Only one email address should be entered here.
  • EventID (special column) - contains event id. The EventID is the unique identifier for the event the parent should have access to. These unique ID #'s can be located on the Reports page. Select the Account Reports option and then select the report labeled Settings. 

In your parent file, fill the EventID column with the EventID # corresponding to the event the parent should have access to. For example, if you have the following events: Grade 9 Counseling Appointments and Grade 10 Counseling Appointments, you would use the unique EventID for each event and associate this EventID with the parent.


To include multiple EventID's simply separate the ID's by a semi-colon and include no spaces (e.g. 28972x;28973x). If you include multiple EventID's parents will then see a drop-down and can toggle between any of the events they have access to. 


ParentID

First

Last

Email

EventID

29786

Sally

Jones

sj@school.com

28972x

27856

Bob

Williamson

bw@school.com

28973x


  

Import this file using the pickAtime Importer:


On the left-hand side dashboard select the Importer option, here you would be able to see pickAtime Importer (Data Importer):

  • Data type - set the radio button to 'School'
  • Event - select your 'event name' from drop-down
  • File type - select 'parents (optional)'
  • File - select the parent file on your computer and click 'Open'
  • Then click 'Import' button

When a parent logs in they will be directed to the correct event. 


If you need any assistance with this option, please email support@pickatime.com