Simple PTA FAQs

Account

How do I change the name of my account

To change the account name, follow these steps in the Admin UI:

Navigate to Global Setup / Business Setup page
At the top of the page, select Business Settings / Business Address / Business Name.
Here, you can edit the account name.

Please note: The name change will not be visible immediately. You must log out completely and then log back in to see the updated name.

Administrators

Can I have multiple administrators on my account?

You can set up any number of users with Administrative access. To do so, you would go to the Contacts page, select the Add > Admin... button, and then fill in the user information on the Add New Contact form. For a full-powered administrator in the Admin Level pull-down select Administrator.

What Administrative Access levels are there?

Appointment Viewer - allows a contact to view the appointments made. Teachers are generally assigned only this access.

Appointment Maker - allows a contact to make appointments in the Admin tool, but not change any settings on the account.

Resource Administrator - allows a contact to have administrative access on specific resources (teachers). This would give the contact the ability to edit the schedule for the resource.

Event Administrator - allows a contact to have administrative access on entire events. Administrator - allows a contact to have full administrative access on the entire account.

I'm getting the message "email address already exists, can't create doubles" when I add a teacher email address. What does this mean?

This means that the teacher email address you added already exists with an account in pickAtime. In the Contacts page, search for the email address by entering it in the email box, and pressing search. You should see that the teacher email address already has an account in your Contacts.

Admin UI

Why is the Appointments List red?

This means that you have appointments that have some sort of problem that needs attention. When a problem appointment is created the tab will turn red and the appointment will be listed in red. There are several ways problem appointments are created. Please see the Problem Appointments page.

On the Appointments List page I noticed orange appointments with the status 'Customer is creating this appointment'. What do we need to fix these?

Appointments that are in the process of being booked are displayed in orange on the Appointment List page, and cannot be manually deleted or selected for email notification sending. These appointments will be automatically managed and, if necessary, canceled by the system if the user has been inactive for a long time and has not completed creating an appointment. Once the parent completes the appointment booking process and clicks on the Create Appointment button the status will disappear.
This will allow admins who are booking appointments for clients in the Admin UI tool to not select the time slots which are in the booking process.

How do I sort my teacher roster?

On the Appointments page, select the Teachers drop-down and then select the Sort Teachers option. This will sort your teachers by the sort order that is listed on the Global Setup / Business page, in the Account Level Display Options / Display Contact Name as section. The options are last name, first name or first name last name.

Every time I change the Open scheduler to customers on on one of my events, it changes this on my other events? Why are my events connected?

Go to the Events Preview page select the Events Settings option change the setting in the Propagator Mode section, under Propagate Changes to: from all events of this type to only current event. This setting allows you to make changes on one event apply to all your events.

Is there a way to allow my parents to only see a certain event on our account?

Yes, you can use the Category Sort option to control what is seen and how it is seen on your account.

Appointments

I would like to offer Virtual appointments for part of the day (e.g., morning/early afternoon) and In-Person appointments for another part of the day (e.g., evening). Can I set that up?

Yes, you can. Simply create separate time slots for each appointment type:

Use the "Virtual" slot type for the morning or early afternoon hours.
Use the "In-Person" slot type for the evening hours.

A participant accidentally booked an In-Person appointment but needs a Virtual one. How can we change the appointment type?

There are two options:

Participant: They can go to the My Appointments page, locate the appointment, click Edit, and change the Appointment Type.
Admin: In the Admin UI:

Open the event.
Locate the resource and the corresponding time slot.
Click on the Appointment, then click Edit Appointment.
Change the Appointment Type and save.

I want to change all booked appointments from In-Person to Virtual (or vice versa). How can I do this?

In the Admin UI:

Open the event.
Go to the Event Management page.
Click Slots / Update Slots.
In the Slot Updater pop-up:

Set the desired time range.
Choose the new appointment type from the Slot Type drop-down.
Click OK.

A confirmation message will appear, informing you how many existing appointments will be updated.
Click OK to proceed. All affected appointments will be updated to the new type.

Appointments List

Why is the Appointments List red?

Canceled Appointments

Can I see a list of Canceled Appointments for a teacher?

To view canceled appointments: In the Reporting section, check the Account Reports radio button. Then select the report labeled Canceled Appointments.

Contacts

Why are the contacts different colors?

Blue means that the contact (person) has never logged in and taken ownership of their account. Black means that person has logged in. Also, we have contacts which are marked in red. Red means a problem account - usually indicating that the email address is a duplicate.

Data Files

How do I create a tab delimited text file?

If you're using Microsoft Excel:

Open the File menu and select the Save as... command.
In the Save as type drop-down box, select the Text (tab delimited) (*.txt) option.
Select the Save button. If you see warning messages pop up, select the OK or Yes button.

My teacher (student) names were reversed when I imported them. I had the Last Name in the First Name column and vice versa.

Correct your student file and import the file again. The system will look for a matching student ID and then update the First Name and the Last Name field.

Date

I have a current event set on the site, but the date needs to be changed. Is there a way to update the date, but keep the existing appointments?

Yes, what you can do is move the slots and appointments. This is done in the Slot Editor. Click on the original date on the calendar on the left hand side and then click on the Move Slots button. This will allow you to move the slots and appointments to a new date. You will have the option to send out an email notifying participants.

Note, that you will want to correct the date you have listed on the Event Setup page as this does not change when you move the slots.

Emails

How can I view any emails that have been sent?

This can be viewed on the individual contact level. On the Contacts page, you can search for a contact by name. Then click on the contact and then click on the small Log tab. This will show a log of appointments booked, canceled, and any emails sent.

How do I turn off my E-Mail Reminders?

To turn off your reminder emails go into the Events Management/Settings / Notification Setup page, and under the Reminder email option, you will see a check box labeled " Send Reminder Emails". Uncheck this box.

E-Mail Reminders

We would recommend that you use the include a table of appointments within the body of the reminder emails. If you go into the Settings / Notification Setup page, and select the Reminder email option, you will see a check box (above the body) labeled " Replace the Email Body with the Printable Schedule of Appointments". This will take the schedule of appointments (in a table format) and use this as the body of the reminder email. Any text you add in the Header will show up above the table of appointments.

The format of the printable schedule is set in the CUI Messages / Print Schedule section. This table does include the room number.

On the Settings/UI Setup page under the Customer Reminder Email section, you have checked the box require reminder. You do also need to enter in a number of hours (prior to each appointment) that the reminder will go out. For the Automatic Reminder Email(s), select the green + under the Send Reminder Emails and then enter the number of hours prior to the appointment you would like the email sent (e.g. 24, 48 etc).

Can I change the time/verbiage of my reminder emails?

Yes, you can change the verbiage and add/remove the times of your Reminder Emails at any time. These updates will apply to all appointments.

I'm testing the confirmation email and I have not yet received it. Does it take a long time?

The confirmation email is sent approximately 20-25 minutes after the parent books their appointments. We do not send the email immediately as we wait to make sure the parent has completed booking all their appointments

I booked and canceled some test appointments, will I receive any emails?

If you book and then immediately cancel your appointments, pickAtime will send a cancellation email, but not the confirmation one.

Events

I have two events and some of the teachers are the same on both events.

When you have teachers who are on multiple events, if a parent books an appointment on one event, the corresponding slot on the other event will be blocked out. This is to prevent the teacher being double booked. If you block out slots on one event, the corresponding slots for the same teacher on the other event will also be blocked out.

If you would like to block out a time for one of these teachers on one event, but not on the other event, then you should delete the time slot rather than use the block feature.

Is there a way to allow my parents to see a certain event on our account?

Yes, you can use the Category Sort option to control what is seen and how it is seen on your account.

Invoices

How do I view my invoices?

Log into your pickAtime account from our home page, Login section.
Check the radio button for Account Reports.
Select the report labeled Account - Invoices and Payments from the Report pull-down.
You will see a list of your invoices and any payments made.
Click on an invoice # to see the invoice.

Can I pay my invoice by credit card?

Log into your pickAtime account from our home page, Login section.
Check the radio button for Account Reports.
Select the report labeled Account - Invoices and Payments from the Report pull-down.
You will see a list of your invoices and any payments made.
On this report you have to press on 'click here'.
You will see the 'Pay by Credit Card' option.

Can you call me so I can pay your invoice?

We are unable to take payment over the phone. To pay by credit card, please see the instructions above.

Links

Which link should I give to my parents? The scheduling link for the account or the scheduling link for the selected event?

If you only have one open event on your account, you can give your parents the scheduling link for your account. This URL is located on the Global Setup / Business page under the Account URL. This link will display any OPEN event on your account to your parents. This means if you have multiple open events, parents will see a pull-down where they can select an event.

You can customize the URL by checking the box "custom URL" and entering in what you would like the XXX part to be in the https://pickatime.com/XXX URL. For example, if you would like your URL to be https://pickatime.com/myschool you would check the box "set custom URL" and enter in myschool in the white box. Note that it will take approximately 5-10 minutes for the new URL to be available.

IMPORTANT NOTE: The event URL 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 parent and they will be able to toggle to the other events. You can use the Category Option if you want to direct parent to a certain event without an option to toggle to the other opened event on the account.

Parents

A parent has forgotten her password

In the Admin UI, select the Contacts tab
Search by name for the parent in the Search Control boxes.
When you locate the parent record, click on the record and you will see the parent email displayed in the middle section.
Click on the Reset PW button.

A parent has logged in via mobile phone, how to locate a list of booked appointments and manage them

For parents who have logged in via mobile phone, select the three bar menu option to the top of the page. Then select (under Main Navigation) the green "My Appointments" option to see your appointments. Next to each appointment are a three bar menu. Click on it and you will see up to 4 options to choose from.

How can I see the appointments my parents have made?

To view the appointments your parent has made, search for the parent name in the Contacts tab. When you have the correct parent name and email address listed on the right-hand side, select the Appointments tab. This will list the appointments that your parents have made. You will have the option to either print or email the schedule to the parent.

Is there a way to see when a conference was scheduled by a parent? Not the time of the conference,but the time/date it was actually scheduled.

On the Reports page, if you click on the Additional report fields link, select Appointment fields and check the box next to Created Date you can add the field to the report.
Also, on the Contacts page of the Admin UI, you can locate the contact and then select the small Log tab. This will show when the appointment was booked.

How can I login as if I was the parent?

Locate and select the parent name in the Contacts section of the Admin UI. This will allow you to log in as the parent from your administrative account, without needing to know your parent's account password.

If you do not know the email address your parent used, you can search for the parent name in the Contacts section of the Admin UI. In the Contact Info tab the email address the parent used will be displayed and you can copy and paste this to the Login As: box.

If the parent email address is NOT found, you will see a link labeled "Click on the link to add a new contact". Clicking on this will allow you to enter in an email address for your parent and then proceed to book appointments on the newly created parent record.

If the parent has booked appointments, you will then see a list of the appointments. You will also have the option of making, changing, or canceling appointments for the parent. The parent will receive the confirmation/reminder emails while our system will note in the log section of the parent's contact account that you booked on their behalf.

I have a parent who claims that they booked an appointment, but when they log in they can't see any appointments

First go to the Contacts section of the Admin UI and locate the parent by either first or last name. From there you can check to see if the parent booked with one email and logged into pickAtime with another. You can do this by clicking on the small Log tab and reviewing their activity. Doing this also tells you if the parent had booked and then cancelled and failed to rebook or if the parent never booked at all.

Passwords

A parent called and can not remember her password?

On the login page, the parent can click on the Forgot Password button. A link will be emailed to the parent with instructions on resetting the password. Alternatively, you can reset the password for the parent in the Admin UI. Go to the Contacts page, search for the parent. Click on the parent name and then click on the Reset PW button.

How do I change my password?

Log into your pickAtime account. Click on the menu icon on the upper right-hand side, and then select the Edit Profile / Change password option

A parent is having trouble with her password.

Parents can click on the Forgot Password option and they will get an email which will allow them to reset their password. They can also email support@pickatime.com to reset it as well.

Alternatively, in the Admin UI you can reset the parent password.

In the Admin UI, select the Contacts tab
Search by name for the parent in the Search Control boxes.
When you locate the parent record, click on the record and you will see the parent email displayed in the middle section.
Click on the Reset PW button.

I've imported my teacher file this year with a new password for my teachers. But it seems that only the password they set for last year works?

Once the teachers have taken ownership of their account and created a password (as they did last year) the import will not change the password. However, on the Global Setup / Contacts page if you click on the Show advanced options..., you would see the Default Password section, here you would be able to click on the Reset Admin Password button, select this button and you will have the option to reset the password by Administrative access level. To reset the password for all your teachers, select the level to reset of Appointment Viewer.

My teachers are receiving a message to "contact the Administrator" for a password

This message would come up if you import a password for your teachers. For these teachers let them know what password you imported.

Alternatively, you can reset the password for all your teachers. To do so, go to the Global Setup / Contacts Setup page. Click on the "show Advanced options" setting. Then select the Reset Admin Passwords button to reset all passwords for your teachers. You can also change the default setting for the password.

I'm trying to reset the password for a parent, but I'm getting a message that says I can not

On occasion, you may find that you are unable to reset the password for a parent on your account. If your parent has also logged into another account with pickatime, such as another school or organization you will not be able to reset their password. This is for privacy reasons, as parent appointments made on other accounts could be confidential. If you receive this error message, please have the parent contact support@pickatime.com for a new password.

Sometimes when my parents try to log in to book the site will tell them that they are a bot. Why is that?

This is a response from Google reCaptcha v3. This behavior can happen when a customer has a bad internet connection.

Refresh the page, and try again.

Reports

Our school conferences were last month, but we'd like to view the Reports from the conference. How do I view conference data in the past?

Log in to your pickAtime account and select your event from the Event: pull-down. You will see two empty boxes where you can enter in the from date and the to date for your conferences. If your conference date was in the past, enter in date values for the dates of your conferences.

Can I email each parent their schedule?

Yes, on the Report Selection section, select the Parent's schedule report from the report pull-down. On the right-hand side you will see the option to Email each parent an individual report. This will email each parent their schedule of appointments in a table format.

Can I email each teacher their schedule?

Yes, on the Report Selection page, select the report labeled Teachers' Schedule. You will then see a button labeled Email Report. This will email each teacher their own schedule.

Scheduler

Can my event span multiple days

Yes, your event can span multiple days. When you set up your event, click on the Appointments tab. On the calendar on the left, click on your first date of slots and then select the Create Slots option from the Slots drop-down menu. Then select the next date of your event on the calendar on the left, and continue to create slots on all the days of your event.

Can there be multiple sign ups for the same slot?

Yes, there can be multiple sign-ups for the same time. When you create your slots you will have the option of allowing more than one appointment to be made per time slot. When you create the slots, in the Slot Generator dialog box, there is an area Maximum allowed appointments per slot. This is where you would enter in the maximum number of parents who can select the same time slot. On the scheduling page, once that maximum number has been reached the slot will not be displayed as an available time slot.

If you would like to update this number after you have already created your slots, you would do this in the Appointments page by selecting the Update Slots option from the Slots drop-down menu. The dialog box will allow you to update the Maximum allowed appointments per slot for a specific time period or for all time slots.

I want to start with a new event for the Fall. I'd like all the old data to be removed.

Make sure you start with an empty event. On the Events page click on the to add in a new empty event.
Remove the stored contacts. Go to the Global Setup > Contacts page, click on the Show advanced options... at the top you can see the Remove all customers button. Then select the level to delete of Event Administrators. Parents / Teachers will then log in as a new contact and create a new password.

IMPORTANT NOTE: This step should NOT be done after you have imported your data, only before.

Every time I change the Open scheduler to customers on one of my events, it changes this on my other events. Why are my events connected?

Go to the Events Preview page, select the Events Settings option, change the setting in the Propagator Mode section, under Propagate Changes to: from all events of this type to only current event. This setting allows you to make changes on one event apply to all your events.

How do I add a logo to my scheduling site?

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.

Do you have a Spanish/French version of the scheduling page?

You can use your browser to translate your page. Review our instructions on how to do this.

What is the link for my parents? Can I customize the link?

The link for your parents is the link for your account. This URL is located on the Global Setup / Business page on the bottom left hand side. This link will display any OPEN event on your account to your parents. This means if you have multiple open events, parents will see a pull-down where they can select an event.

How do I test out the scheduler?

Go to the Online Scheduling link. This will take you into the Online Scheduler. You can add any student to your account and then view the schedule for the students' teachers.

When I try to test out the site, I see a message that says "there are no events available" or "the online scheduler is closed"

This means that you have not made the site available for appointment taking. In the Settings / UI Setup page check the start date and end date of Scheduler Availability. In order to view the scheduler the site must be open for appointment taking.

When I try to test out the site, I see a message that says "no slots available?"

This could mean a couple of different things. This may mean that you have not created any slots for your teachers. It could also mean that your slots have all been filled.

Help! My scheduler is not open

Make sure you have set the Open scheduler to customers on and the Close scheduler to customers on correctly. This is on the Settings / UI Setup page under Scheduler Availability section.
If your parents are seeing a message ‘there are no available times’ check to make sure you have created slots for your teachers.
Make sure you are not within the closed booking window, by checking the setting ‘Customer cannot book their appointment closer than xx hours/days’. If the appointment date and time is within this window (for example, if the appointment slot is tomorrow and you have this set to 1 day) then the parent will not be able to book an appointment.

Our conferences have been snowed out, we'd like to move all the slots and appointments to a new date

In the Admin UI, on the Appointments page for your event. Select the date of conferences from the calendar on the left hand side. Click on the Slots / Move Slots option. Here you will be able to move all slots and appointments to a new date in the future. You will be prompted to select a destination date. You will have the option to send an email to all parents with appointments.

We have conferences on two days, and we only need to cancel one day of conferences. We'd like to let parents continue to book on the day that is not cancelled.

How can I sort my teachers alphabetically on the Scheduler?

On the Appointments page, select the Teachers drop-down and then select the Sort Teachers option. This will sort your teachers by the sort order that is listed on the Global Setup / Business page, , Account Level Display Options section. Under the Display Contact Name as setting you could change from first last to last, first.

Our scheduler is closed but our parents could still cancel.

When the scheduler closes, if the link is still available (either on your website or bookmarked by the parent), parents can still log in and view their schedule. They are not able to book any appointments.

Depending on your cancellation settings, they can still cancel an appointment. This is determined by the setting customer cannot cancel their appointment closer than xx hours/days. This setting is on the Settings / UI Setup page, Appointment Cancellations section. If parents are not able to cancel, then a message displays that they should call the school to cancel.

Can I organize my teacher legend by specific categories? I saw in the demo that they were split by Lower School and Upper School.

Yes, you can organize by categories. In the Admin UI, you would do the following:

Go to the Settings / UI Setup page. Under the section Teacher's Category, you would Add in your Categories.
On the Settings / UI Setup page under the section Scheduler Display check the box "sort by categories."
Go to the Appointments page. To the right of each teacher name, under the Category column classify each teacher in one of your categories.

Snow Day

We have conferences that we need to cancel on account of a snow day. We would like to move all conferences to a new day.

In the Admin UI, go to the Appointments page for your event. Select the date of conferences from the calendar on the left hand side. Click on the Slots / Move Slots option. Here you will be able to move all slots and appointments to a new date in the future. You will be prompted to select a destination date. You will have the option to send an email to all parents with appointments.

We have conferences on two days, and we only need to cancel one day of conferences. We'd like to let parents continue to book on the day that is not cancelled.

In the Admin UI, on the Appointments page for your event, you can delete all slots and appointments. Select the date of conferences from the calendar on the left hand side. Click on the Slots / Delete Time Slots option. In the dialog box that comes up you will be able to specify times and dates for the slots you would like to delete. The system will also let you know how many appointments exist on your soon to be deleted slots. You will have the option to cancel all these appointments and you can choose to send a cancellation email or not.

Important Note: In order to let your parents who had an appointment on your first day of conferences to book on your second day of conferences you will either need to 1) delete all appointments on the first day of conferences or 2) change the Open scheduler to customers on (Settings / UI Setup page) to be a date AFTER your first day of conferences. If you do not do one of these options, any parent who booked on Day 1 will not be able to book on Day 2. Changing the Open scheduler to customers on "resets" our one appointment per student per teacher/class combination.

Teachers

How do I sort my teacher roster?

On the Appointments page, select the Teachers drop-down and then select the Sort Teachers option. This will sort your teachers by the sort order that is listed on the Global Setup / Business page, in the Account Level Display Options / Display Contact Name section. The options are last name, first name or first name last name.

I'm getting the message "email address already exists, can't create doubles" when I add a teacher email address. What does this mean?

A teacher will no longer be available for conferences, how do I cancel all her appointments?

Probably the easiest way is to go into the Appointments List page. Search for all appointments on your event. Then sort by parent Last Name (click on the column headed to sort) and then by Resource (teacher). If you locate your teacher you will see any parent appointments. You can click on an appointment and then select the Delete / Delete selected button.

I need to edit the Room Number for a teacher

Go to the Appointments page. To the right of the teacher name you can edit the room number.

My teachers are receiving email notifications every time an appointment is booked. How do I turn this off?

To turn off the email message that your teacher received, go to the Settings / Notification page, Resource Email Notification section and uncheck the box “For resources assigned to a contact, send appointment notification via email” - this sends an appointment notification email any time a parent books or cancels an appointment.

I have some time slots that are grey with the message “An appointment has been booked with ‘teacher name’ at this time

When you see a message like this, it means that either there is a different teacher contact attached to the resource or there are multiple teachers attached to the same resource. The system doesn’t allow for double booking and therefore blocks out the time slots. To correct this go to the Class Editor and click on the teacher resource that is experiencing this issue and then click on the “Assign Contact / Team” menu and select “Assign Contact.” From within the dialog box you will see the current teacher contact that is attached to the resource. Click on the name of the correct teacher and then click Ok and the boxes will go back to normal.

I’m seeing the message “teacher not available” in the Admin UI.

This means that the teacher has either an appointment booked in their role as a parent, or they are part of a team and they are booked in their role as a team member.

Can I email my teachers their schedule?

Yes, on the Report Selection page, select the report labeled Teachers’ Schedule. You will then see a button labeled Email Report. This will email each teacher their own schedule.

Some of my teachers are at two different events, both the High School event and the Middle School event. I blocked out slots on the High School event when they wouldn't be available but this also blocked out their times on the Middle School event as well.

Yes, blocking slots in one event will block out the corresponding time slots on the second event for any teacher sharing the same contact record (matching email address) across events.

Deleting slots for a teacher in one event will NOT delete slots for a teacher in another event. If you have a teacher who is not available at the High School during some times, but is available at the Middle School you will need to delete the slots on the High School event.

How do I set my teachers' passwords

You can either import a password on the teacher file or let your teachers create their own when they first log in. If you did not import a password for your teachers, the first time a teacher logs in, he/she will be prompted to create a password for their account.

How do I reset a password for a teacher

In the Admin UI, select the Contacts tab. In the Search control boxes, enter the teacher's first name or last name and select search. Click on the teacher name listed in the left hand side. Click on the Reset PW button. This will reset the password to the default password of 123456. You can change this default password by selecting the Global Setup / Contacts page. If you click on the Show advanced options..., you would see the Default Password section, here you would be able to change the default password that is used when you select the Reset PW button.

How do I reset the passwords for all my teachers

In the Admin UI, go to the Global Setup / Contacts page. If you click on the Show advanced options..., you would see the Default Password section, here you can find the Reset Admin Passwords button. Select this button and you will have the option to reset the password by Administrative access level. To reset the password for all your teachers, select the level to reset of Appointment Viewer.

The Reset PW button is not available when I select a teacher?

This is most likely the case when your teacher is a parent at another school. In this case the email address is associated with 2 different accounts, and can not be reset by either one of the two accounts. The teacher can select the Forgot Password button and have a new password emailed to him/her or he/she can email pickatime support (support@pickatime.com) and request that the password be reset.

One of my teachers can not view her schedule. How do I fix this?

There are a couple of things to check for a teacher.

In the Contacts section of the Admin UI, locate the teacher contact record.
1) make sure she is using the email address listed in the contacts.
2) make sure the Admin Level pull-down is set to Appointment Viewer.
3) make sure the box next to her name in the Resource Access section is checked.

In the Reporting section, if you select the Account Reports option, there is a report labeled List of Teachers. You can quickly scan this to see the access levels for your teachers.

When teachers are imported they are automatically set up with Appointment Viewer access, and with the box checked by their name in the Resource Access section. This allows them to view their own schedule in the Reporting section.

If you added a teacher in manually, then you would need to set both the Admin Level to Appointment Viewer and check the box by their name in the Resource Access section.

How do my teachers view who has signed up? How do my teachers log in?

Teachers can view their schedule by logging into the site as well. From your school's account URL, your teachers should enter their email address and password at the Login section. Each teacher will only have access to his/her own schedule. Click here (Directions for Teachers) for a printable template of instructions for your teachers.

How do I block out time for a teacher?

To block out a time for a teacher you can either:

1) Delete the time slots using the Delete Time Slots option in the Slots drop-down on the Appointments page or

2) Make the slots unavailable with the Update Time Slots option from the Slots drop-down on the Appointments page. If you select the Update Slots option, a dialog box will come up where you can enter in the times to make unavailable, and then select "make unavailable" from the drop-down option.

How do I correct the spelling of a teacher's name?

Go into the Admin UI.
Then select the Appointments page. Click on the teacher name and then select Assign Contact from the Teachers drop-down menu.
The Select Person dialog box will come up with the teacher contact record. Correct the spelling and then press select in the dialog box.

This will update the teacher name.

Time Slots

I created slots on the wrong date?

On the Appointments page, select the Slots drop-down and then select the Move Slots option. This will allow you to move all slots (and any appointments) to a new date. You will have the option to send an email to any appointment that is being moved.

My slots are 20 minutes in duration but I want a 30-minute break in the middle.

If your break will not have the same duration as your slots or is not a multiple of your slots (e.g. you have slots of 20 minutes, and you want a 30 minute break) you will need to create your slots in sections. First, create the slots BEFORE your break time, and then create your slots AFTER your break time.

Why are some of my time slots grey?

Grey time slots indicate that the teacher is booked elsewhere and is not available at that time. Either the teacher is having meetings as part of a team, or the teacher has booked her own appointments in her role as a parent. If you click on a grey time slot a message will display telling you where the teacher is booked.

Why are some of my time slots yellow?

Slots are displayed in yellow when the time has passed.

I created time slots with the wrong duration?

I created time slots with the wrong duration, but my customers have already booked appointments.

Time slots can not be changed from one duration to another. If you need a different duration than what you originally created you will need to delete your time slots with the incorrect duration and create new time slots with the correct duration. When you delete the time slots, the system will ask you what you want to do with the appointments. You can cancel them and send an email to each customer requesting that they rebook their appointment. Or you can put the appointment “on hold” and then cancel and manually rebook each appointment.

After selecting the Delete Time Slots option, you will see a new dialog box telling you the number of appointments on your soon to be deleted slots.

The default option is set to move the appointments to a holding area on the Appointments List page. If you choose this option you will have a list of the appointments that you need to either cancel or cancel and rebook.

Working in the Admin UI

Help! The time slot boxes in the Admin UI are really small?

How can I adjust this?

Put your cursor on the line indicating the time on the left-hand column. You can then stretch or shrink the size of the boxes. Alternatively, you can go to the Settings / Vendor View Setup page and adjust the Time Slot Display Scale.