When you first log in to your account from the pickAtime home page, you will be in the Admin tool and on the Event Reporting page. 

Event Specific Reports

Under the Event pull-down select your PTA event.  On the Event specific reports, you will see a Dates area where you can enter in a from date and a to date. It is only necessary to enter in values in these fields if the dates of your event have passed.

You will have the option of the following reports:


Teachers' Schedule

This shows the appointment schedule for each teacher. Under Additional report fields the links "Student's contact's field",  "Parent's contact's fields", and "Appointment fields" are available on this report. There will also be a pull-down where you can select the report for a specific teacher name.

You can also check the box "Show All Slots" to review the list of all slots for your teachers.

On the Teachers' schedule you have the option to email the report to all your teachers or to an individual teacher. In the Teacher pull-down you can select All or the name of an individual teacher and then select the Email Report button.


Teachers' appts

This report displays the number of appointments that have been scheduled for each teacher.


Teachers' slots

This report displays the number of available slots and the number of total slots for each teacher.


Teacher By Rooms

This will produce a sorted list of all appointments for each room. The report displays the room number, the teacher name, the time of the appointment, the student name, and the parent name. Under Additional report fields you will see three links: "Parent's contact's fields", "Student's contact's fields", and "Appointment fields". These links can be used to add additional information to the report, such as studentID, parent email address, etc.

On this report you can check the box "print one per page", to have a page break by room.


Parents’ Schedule

This will produce a sorted list of the appointments for each parent. Under Additional report fields the links "Student's contact's field" and "Appointment fields" are available to add additional student and/or appointment information to this report. There will also be a pull-down where you can select the report for a specific parent name.

On the Parents' schedule you have the option to email the report to all your parents or to an individual parent. In the Parent pull-down you can select All or the name of an individual parent and then select the Email Report button.


Students’ Schedule

This will produce a sorted list of the appointments for each student. Under Additional report fields the links "Parent's contact's field" and "Appointment fields" are available to add additional parent and/or appointment  information to this report. There will also be a pull-down where you can select the report for a specific student name.


Number of parents and students

This will display the number of parents and students that have appointments in the system. This will be sorted by date, if your event spans several days.  


Appointment Histogram

This report shows the number of appointments by date and time.


Appointment Count by parent

This will provide a list of all the parents that have booked appointments and the number of appointments they have made. Under Additional report fields the link “Parent’s contact’s fields” is available to add information (such as email address) to this report.


Appointment Count by student

This will provide a list of all the students where the parent has made an appointment. Under Additional report fields the link "Student's contact's fields" is available to add student information to this report.


Students whose parents have not booked ANY appointments

This will provide a list of all the students whose parents have not made any appointment.


Students whose parents have not booked appointments PER CLASS

This will provide a list of all the students whose parents have not made an appointment for a class. If a student is enrolled in 7 classes, and the parent has booked appointments with 5 of the 7 teachers, this report will list the 2 teachers where the parent has not booked an appointment.


All Teacher/Team Appointments

This report is similar to the Teachers' Schedule report. However, if you have created any teams of teachers, each teacher will have a master schedule showing all appointments booked with them individually and all appointments booked with them as a team. 


Class Rosters

This report will show the class roster for each teacher/class.


Appointments by Date/Time

This report will list each appointment by date and time. 


Display only empty (not blocked) slots

This report displays list of empty slots for each teacher. 


For each report, you will have the option to Email, Print or to Export to XML or to a Tab delimited file.

You can also set up an automated report delivery. First, select the report from the report pull-down, and then select the link Schedule Report Delivery. A dialog box will come up that will allow you to enter in a date range for when you would like the report to be emailed, the time of day you would like the report emailed, and how frequently you would you like the report sent. You will also need to enter in an email address or addresses.  The Schedule Report Delivery option is available to Full Administrators only. 

Save Report Settings

There is now an option on any report to save the settings for that report. For example, if you add additional fields to your report, such as the email address of the participant, you can now add these fields and then select the Save Report Settings button and your new selection will be saved. The next time you return to this report you will see the additional fields displayed.


Account Specific Reports

Select the Account Reports mode.

You will have the option of the following reports:


Settings

The Settings report will list the URL that was automatically created for your online scheduler. 


Account - Invoices and Payments

This report will display the balance on your account. It will also list your invoices and payments. You can click on an invoice # to see the invoice. On any invoice page, you will have the option to pay by credit card.


Problem Appointments

If there are any "problem appointments" on your account, this report will provide you with a list of these appointments. A "problem appointment" is an appointment that has been placed "on hold". For example, if you delete a slot that had an appointment on it, the appointment is not automatically deleted. The appointment is tagged as a "problem appointment", and you must decide what you will do with this appointment.


Appointments from all events

This report will display a list of all appointments from all your events.


Contacts without appointments

This report will display a list of all the contacts that have logged into your account and have not booked an appointment. The "Contact's fields" link is available on this report to add contact information (ex. email address) to your report.


List of Teachers

This report will display a list of your teachers. It will show you the email address that was imported for the teacher, as well as the Access Level provided to each teacher. When teachers are imported they are automatically given Appointment Viewer access, and this report will also show you the resources (teacher names) that each teacher has access to.


% Full

If you have multiple events this will show you the percentage of booked slots out of the total available slots.


Cancelled Appointments

This report lists all cancelled appointments, the date and time the appointment was cancelled, and the email address of the Contact Person who cancelled the appointment.


Appointment Counts for all Events

This will provide you with the total appointment counts for all your events.


Resource Mapping

This report ​shows all the Resources on your events and the contacts (if any) associated with each Resource.​ For Parent Teacher Conference scheduling this will allow you to check the connection between assigned contacts(teachers) and Teams.


Parents without Students

This report ​displays a list of parents ​who are not associated with any students.


Students without Parents

This report ​displays a list of students ​who are not associated with any parents. 


Parent-Student Relationship

This report ​displays a table ​showing the association between parents and students. ​


Scheduled Report Delivery

This report ​displays the details of ​your Scheduled report delivery settings​. This shows the reports you have scheduled for delivery, what the time period is for those reports, who the report is going to, the interval frequency of the report, and when the report was last sent. You can also cancel the Scheduled report delivery from here by selecting the delete option next to the report.


Appointments Summary by Contacts

This report allows admins to see appointments booked by contact(s) on all events across the Vendor account.