Option 1: Enable MS Teams Integration (Auto-Generated Unique Links)

Online Meeting Issues Page Guide

Option 2: Use Static MS Teams Links in the Room Field

There are two ways to use MS Teams with pickAtime

Option 1: Enable MS Teams Integration (Auto-Generated Unique Links)

Each appointment receives a unique MS Teams link that is automatically generated and sent to both parent and teacher. Please ensure that Microsoft Teams is enabled for your organization's users; otherwise, virtual meetings won't be created.

Setup Steps

  1. Sync Calendar with Outlook. Teachers manually sync via the Calendar Sync page in the pickAtime Admin UI. To sync your MS Calendar, do the following:
    • Go to the Calendar Sync and click the ‘Sign in to Outlook.com’ button.

  • Accept the permissions for Outlook

  • Select your calendar and click

  1. Enable MS Teams
    • Go to Settings > UI Setup > Advanced Settings.
    • Under Online Meeting Provider, select MS Teams.
  2. Use Virtual Appointment Types
    • MS Teams links are only generated for appointments of type Virtual or Virtual/In-Person.
  3. Email Configuration
    • Go to Settings > Notification Setup.
    • Check the Send confirmation email option.
    • Enable “Insert Printable Schedule as Body” to include the $(ROOM) macro (MS Teams link).
    • Optionally, you may need to change the virtual event column header to say MS Teams.
  4. Customize Calendar Notifications
    • To edit the details of the notification that the parent/participant receives in their calendar, go to the Settings / Notification Setup page. Select Calendar Event Notification, and then you can edit the Title (this is the header), the Description (the message in the calendar), and the Location*. 
    • To edit the details of the notification that the teacher/provider receives in their calendar, go to the Settings / Notification Setup page. Select the Resource Notification Email, and then you can edit the Subject and the Confirmation Email Body. 

Notes

You need to have a Microsoft Business Account and an MS Teams License for Teachers

  • Teachers must have a Microsoft Business account and an active MS Teams license within their organization.
  • To verify and activate the MS Teams license:
    1. Sign in to https://admin.microsoft.com/.
    2. On the homepage, go to the Users section and select the teacher’s account.
    3. Click More actions and choose Manage product licenses. 
    4. In the Licenses and Apps window, ensure the MS Teams app is checked under Apps.
    5. If MS Teams is unchecked, activate it and click Save Changes.

Additional Notes

  • Parents must log in to MS Teams to join meetings.
  • For updating time zones, contact support@pickatime.com to request a 'Force Update Appointments'.
  • Until a real MS Teams link is generated, a placeholder 'pickAtime' link appears.

Online Meeting Issues Page Guide

This page helps Admins monitor the status of MS Teams link generation and teacher calendar syncs. It’s essential when using the MS Teams Integration to ensure every virtual appointment is properly linked.

Sections on the Online Meeting Issues Page

1. Appointments Without Online Meeting URLs

  • Shows appointments missing MS Teams links.
  • Note: Link generation may take up to 40 minutes.
  • Many missing links will auto-resolve once the link is created and detected.

2. Pending

  • Appointments marked Pending were booked less than 40 minutes ago.
  • The Pending icon will disappear once the link is created.

3. Only This

  • Indicates whether the appointment is the only one without a link.
  • Helps identify if it's an isolated case or part of a broader sync issue.

4. Resources Without Online Meeting URLs

  • List teachers/resources that do not have meeting URLs.
  • If a checkmark is present, that teacher is fully synced and configured.

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Sync & Setup Status Indicators

Export Setup

  • Checked when:
    • The teacher has synced the Outlook account on the Calendar Sync page in the Admin UI.
    • Selected a default calendar.
    • Clicked Save and Sync.
  • Missing check = Teacher has not completed calendar sync.

Import Setup

  • Checked if the teacher opted to block out Outlook Calendar events in pickAtime.
  • Not recommended for teachers.
  • Not required for MS Teams integration.

Important Admin Tips

  • Teachers must have a Resource assigned and time slots created to appear on this page.
  • After enabling MS Teams integration, always check the Online Meeting Links page (left-handed dashboard).
    • Use it to identify any missing URLs and verify teacher sync status.
  • If links don’t generate after 40 minutes, confirm:
    • The teacher has completed sync (Export Setup is checked).
    • The appointment was created as Virtual or Virtual/In-Person.

Still No Link?

It might be due to:

  • The time zone was recently changed
  • Appointments were bulk-created
  • There’s an error in the system

Contact: support@pickatime.com

Option 2: Use Static MS Teams Links in the Room Field

Each teacher reuses a single MS Teams link for all appointments.

Setup Steps

  1. Generate a MS Teams link manually.
  2. Add the link to the Room field:
    • On the Appointments page, next to the teacher’s name.
    • Or, import via spreadsheet (Room column).
  3. Confirm links start with https:// so they are clickable.

Email Configuration

  • On the Email and SMS Setup page:
    • Check “Replace the Email Body with the Printable Schedule of Appointments” to include the $(ROOM) macro (MS Teams link).

Important

  • DO NOT enable the MS Teams Integration (Online Meeting Provider = MS Teams). Doing so will override your manual Room links with auto-generated ones.