The Events File allows you to import either Normal Events (with appointment slots) or Roster Events (registration-style events) into pickAtime. This document outlines the required format and instructions for both types.

File Format

  • File Type: Tab-delimited text file (*.txt or *.tsv).
  • First Row: Must contain column headers.
  • Example Tools: Export from Excel or Google Sheets as Tab-delimited Text.

Importing Normal Events

1 – Create Your Event File

Each row represents one set of time slots for an event.

Required Columns:

  • EventName - The name of your event (e.g., “Vision Screening”).
  • EventDate - The label shown in the Event Setup page (e.g., “March 2025”).
  • Location - The physical or virtual location where the event is held.
  • TimeZone - Time zone in which the event occurs (e.g., “America/New_York”).
  • Resource - The name of the resource involved in the event (e.g., “Nurse”).
  • Date - The calendar date for the appointment slots (format: MM/DD/YYYY).
  • StartTime - Start time for the first appointment slot (format: HH:MM AM/PM).
  • EndTime - End time for the last appointment slot (format: HH:MM AM/PM).
  • Duration - Duration of each appointment slot in minutes (e.g., 10).
  • Max - Maximum number of appointments allowed per slot.
  • basedEvent - (Optional) ID of an existing event to use as a template.
  • Category - (Optional) Category label for the event.
  • Description - (Optional) General description or details about the event.
  • ResourceDescription - (Optional) Description of the resource, such as qualifications or instructions.

2 – Import Your File

  1. Go to pickatime.com and log in.
  2. From the left-hand menu, select Importer.
  3. Choose Data Type: Events.
  4. Choose Event Type: Normal.
  5. Locate your file and import it.

Important Notes

  • If multiple rows in your import file share the same EventName, pickAtime will append the slot data to the existing event. It will not create duplicate events.
  • To create two distinct events with the same name, each must be given a unique EventName (e.g., “Bellevue Screening 1”, “Bellevue Screening 2”).

Importing Roster Events

1 – Create the Roster Event File

Each row defines one registration-type event (not based on appointment slots).

Required Columns:

  • EventName - The name of your event.
  • EventDate - The label shown in the Event Setup page.
  • Location - The location of the event.
  • TimeZone - The time zone of the event (e.g., “America/Denver”).
  • Max - Maximum number of participants allowed in the event.
  • basedEvent - (Optional) ID of an event to use as a template.
  • Category - (Optional) Category label for your event.
  • Description - (Optional) Description or event details.

2 – Import Your File

  1. Log in at pickatime.com
  2. From the left-hand menu, select Importer.
  3. Choose Data Type: Events.
  4. Choose Event Type: Roster.
  5. Locate your file and import it.

Important Notes

  • If multiple rows in your import file share the same EventName, pickAtime will append the slot data to the existing event. It will not create duplicate events.
  • To create two distinct events with the same name, each must be given a unique EventName (e.g., “Bellevue Screening 1”, “Bellevue Screening 2”).