Once you add the event it will be opened automatically and you will see the Roster Editor tab. Here you could set the Max Roster Size value. This value determines the number of participants in your event.


Event Settings

On the UI Setup (Events Management, Settings/UI Setup) page you can adjust various settings specific to your event.


Scheduler Availability

  • Open scheduler to customers on. Enter the date and time that you would like the scheduler to open to your participants.
  • Close scheduler to customers on. Enter the date and time that you would like the scheduler to close to your participants.

Appointment Number Limits

  • Maximum Appointments per Event. This allows you to limit the number of allowed appointments per event. 

Appointment Cancellations

  • Customer cannot cancel their appointment (registration) from. Set the from what date participants can not cancel their appointment (registration). Optionally, you can activate the ‘If customer cannot cancel the appointment (registration) display’ message, you can adjust the text. 


  

Scheduler Settings

Scheduling Link

The Scheduling link for the selected event lists the site address for the selected event that you can either use on your school web page or provide to participants in an email to use when booking an appointment. If you click on this link a new browser window will open up that is the Customer User Interface (CUI) for your event. You can also enter a customized event name. This will then be appended onto your account URL. For example, if you have customized your accout URL to https://pickatime.com/SmartSchool, then your event scheduling link can look like this: https://pickatime.com/SmartSchool/SummerCamp or https://pickatime.com/SmartSchool/SwimmingLessons.  Note, that when using the custom event URL's the participant will still have the option to toggle to any other open event on the account. 


IMPORTANT NOTE: The event URL you see listed on this page will take the customer directly to the event. However, if you have any other open events on your account - the event table will be displayed to the customer and they will be able to toggle to the other events. You can use the Category Option if you want to direct a participant to a certain event without an option to toggle to the other opened event on the account.


The Scheduling link for the category would display a scheduler for the event(s) that fall in the category.

Miscellaneous

  • Require parents to select their student name from a drop-down when booking an appointment (requires that students have been imported to the account). This is used when you want a participant parent to attach a pre-imported student to their account.


Advanced Settings

Multiple Appointment Booking

  • Allow a customer to take multiple slots. This allows a participant to book more than one appointment at the same time. 

Notification Setup

The Notification Setup tab in the Settings section, allows you to toggle between the following options: 

Confirmation Email 

Cancellation Email 

Custom Email 

Reminder / Follow-up Email


Confirmation Email

Check the box ‘Send Confirmation and Cancellation Emails’ if you want participants to get such notifications.


Reminder  / Follow-up Email

Check the box ‘Send Follow-up Emails’ and add the date(s), when you want participants to receive a follow-up notification.


Customization options:


Reply To Email Address - Enter in an email address in this box and you will receive a reply when your customer selects "reply" in the confirmation, reminder, or cancellation emails. If you leave this blank, any replies will receive an automated email response directing them to contact the scheduling organization. 


Subject - Allows you to change the text in the subject line of the email.


Subject for combined email - When a combination email will be sent, for example, when an appointment is cancelled and immediately rescheduled, the text here will be in the subject line of the combined email. 


Header - Allows you to change the text in the header line of the email.


Body - Allows you to change the text in the body of the email.


You have an option to Replace the Email Body with the Printable Schedule of Appointments


Footer - Allows you to change the text in the footer of the email. 



Configure CUI

The pickAtime system allows you to customize many of the display settings that your participants will see when booking appointments.

To modify the CUI messages:

  • From the Admin UI select the Events / Preview option on the dashboard. Then select your event from the list and click on the Go To  button. 
  • Select the Settings tab and then the CUI messages tab. 
  • On the left-hand side you see many different labels that you can optionally modify. When you select a label the right-hand side will display the text that will show up on the CUI. The text on any of these labels can be changed. 
  • To edit the title on the login page for your scheduler, select Sign In page / Welcome message* and edit the text on the right-hand side. 
  • To edit (or view) the HTML, select the HTML icon (<>) on the toolbar.


To add a logo to your scheduler, select go to the Global Setup / Business page. Under the Account Level Settings / Account Logo, click on the Upload icon to upload your logo.