pickAtime User Guide

Manually Add in Teachers

On the Event Management page of the Admin UI, select the Appointments tab.

To copy your teacher roster from last time:

• Select the Teachers drop-down
• Then select Copy Teachers

Once you have copied your teacher data from the old event, you can delete the old event.

To start with a new roster, you will add each teacher one by one. 

To add a teacher:

• Select the Add Teacher option from the Teachers drop-down.
• A Select Person dialog box will come up. Here you can search for an existing teacher name, by entering in the teacher name in the Search control area. If you locate the teacher, select the teacher name. When you see the correct information on the right-hand side, press Select.

To add a new teacher:

• Enter the teacher Last Name, First Name, and email address on the left-hand side and press the Add New button in the Select Person dialog box. Then press Ok. You should now see the teacher name listed on your teacher list on the right-hand side. Continue this process until you have added all your teachers.

OR

Import a Teacher File

Create the File

This file lists all the teachers. The teacher file must contain the following fields: TeacherID identifies the teacher
First contains the first name of the teacher
Last contains the last name of the teacher

Email contains the teacher email address. Only one email address should be entered here.

Room is where the teacher will be at the parent‐teacher conferences. This does not have to be the same room that the class is held in. This field can be helpful for reporting purposes. If you use this field, you can then produce a report by room number.

This table must be provided in a tab‐delimited text file (MS Excel ‐> *.txt (Tab delimited); Google Sheets ‐ > *.tsv (Tab delimited). 

The first row should contain the column titles. The column titles must be labeled exactly as listed above. Notice that none of the column titles have spaces in them.

Key
TeacherID is the key field on this file and must be unique.

Email must also be unique.

Password is an optional field  

Other Optional Columns

Password creates an initial password for your teachers. If you do not import a password when the teacher logs in they will be prompted to create a password. The password must be at least 6 characters in length.

Once the teachers have taken ownership of their account and created a password the import will not change the password. However, on the Global Setup / Contacts Setup page, you can reset the password for all your teachers. This is the reset administrative password button.

Virtual Room is used to import an online meeting link for the teacher if you are having Virtual Conferences or allowing a choice of In‐Person or Virtual conferences. It is only used when you are creating your own meeting links for your teachers. If you are using the pickAtime integration for online meetings, the link will be generated automatically.

AccessLevel allows you to set the Admin level for your teachers. An AccessLevel of 3 will provide your teachers with Resource Administrator access and they will then be able to block their own schedule. The default access level for a teacher is Appointment Viewer.

GroupName allows you to classify a teacher with a GroupName (e.g. Middle School Teacher, Science Teacher). This is useful if you want to create different slots for different groups of teachers. For example, if all your Middle School Teachers needed 15 minute slots and all your High School Teachers needed 20 minute slots you might set a group name for your teachers, and then create slots for the entire group. The Group Name can also be used on the parent scheduling page to display teachers under the Group Name.

A column called Action can be created in order to delete an existing entry. If you need to delete previously uploaded data, you could resubmit the data file with this column title and the word delete entered in each row. This column defaults to "update" if the column is not present. The Action column is only needed if you will be deleting data.

Import your File

Once you have created your teacher file, you are ready to import this file to your pickAtime account. The file must be a tab‐delimited text files. Locate the Importer under Main Navigation on the left side.

1. After logging into pickAtime, click Importer.
2. Select Data Type of School.
3. Select your event from the Event pull‐down.
4. Set the File Type to teachers
5. Click Browse and locate your teacher file on your computer
6. Click on Import
   
   

If you leave out some data you can simply import the missing data.

Error Messages on Import

Found contact with teacherid of ABC and a different contact with email of betsy@noemail.com

This message indicates that you have a row on your teacher file with teacherID ABC and email address betsy@noemail.com.

However, in the Admin UI, you already have a contact with a teacherID of ABC and a different email address than betsy@noemail.com AND a contact with the email address of betsy@noemail.com and a different teacherID than ABC.

For example, on your import file you have this:

TeacherID Email
ABC betsy@noemail.com

But in the Admin UI you have two different contacts.

TeacherID Email
ABC annie@noemail.com 

DEF betsy@noemail.com

You need to correct your data in the Admin UI and then re‐import your teacher file. In the Admin UI, search for the contact with that email address which was flagged. If the contact you locate has a different teacherID than on your teacher file, and is an old contact then delete that contact and re‐import your teacher file.

During the teacher file import, we look for a matching teacherID record or matching email address record. If we find a match on either we update the rest of the information. For example, if we find a matching teacherID we update the email address and name of the teacher. If we find a matching email address we update the teacherID and the name of the teacher. However, if we find two different contact records, one with a matching teacherID and one with a matching email address we do not know which one should be updated and we flag this error.

View Your Data

Once you have imported your data you should go to the Appointments page to confirm that your teacher list on the right-hand side is correct.