pickAtime

Events in pickAtime provide critical information to the following: 

• Customers: Appointment creation & confirmation; date/time/location/selected session

• Studios: Event schedules

• Accounting: AccPac & school codes to reconcile payments

• Customer Support: Assisting with appointment creation, information sharing

Events must be named as follows. Straying from this format will result in customers receiving confusing confirmation emails due to macros embedded in templates. 

• • Name: Account Name 

  • Date: A general description of event (Class of 2023, Fall 2022, etc). 

  • Category: A shortened version of the account name. This will be used to create the scheduling link. For example: https://pickatime.com/dorianstudio/RedwoodHS

  • Location: Address or description of location (YMCA Hub, Novato HS Auditorium, etc)

  • Time Zone: Use the appropriate time zone for the event location

• Keep the description simple and remember not to use Dorian terminology (VSR, ACT, etc)

Event Creation 

• • For existing events update the date field & location on the Events / Preview page. Within the event, update the following: 

    • Appointments Tab: 

      • Resources - Photographers

      • Time Slots - Choose start times, end times, and appointment duration

      • Date Location - Address or specific location for event, this can be unique by date

    • Settings Tab:

      • UI Setup

        • Scheduler Availability - set the date and time range customers can schedule their appointments

        • Services Setup (seniors only)

          • SEN event template includes approved session options. You MUST get approval before adding additional options OR changing prices. 

          • SEN event template includes the applicable AccPac code for each session option. You’ll need to add the appropriate School Code following the “/” for each option. (i.e. VZ04A/1606)

        • Appointment Limits for Customer – for SEN and leagues. may want to keep it at 0 so they can make multiple appointments if they have twins or multiple teams

      • Email and SMS Setup 

        • Confirmation & Reminder Email

          • Copy the ““Scheduling link for the category”” from the UI Setup tab into the body of the email after “If this appointment needs to be canceled please go to the following link:”

          • Read through the body of the email to verify all information pertains to the event and add additional information if needed. Be sure to match fonts and follow Dorian brand guidelines. 

      • CUI Messages - Confirm/change the welcome message on the login page

      • Appointment Fields

        • Confirm that the “included fields” are correct for the event.  Also mark if they are a required field or not.

          • This information is collected at the time the person selects an appointment slot

        • Can choose other available fields from the box on the right or add in a new field

      • Credit Card Setup

        • If we are charging the customer when the appointment is made click the box and enter in the default amount if not charging by “service”

      • Will need to copy the authorize.net info from another event in pickAtime that we collect money

  • When an event is created or changed, the following tasks must be completed immediately, when applicable. 

    • • • Create Job ID, and add dates in Salesforce

        • Copy/paste scheduling link into “Notes” field in the “Photography Details” section of the job

          • Make sure to use the “Scheduling link for the category” in the UI Setup tab for the event in pickAtime

        • Update job with additional dates

        • Add new calendar event

        • Update calendar event with new times

We utilize 3 levels of access to pickAtime

Appointment Maker - has the ability to make appointments but cannot change the setup or add or remove slots

Resource Administrator -  has the ability to add resources (photographers), make and cancel appointments, as well as run reports on select events

Administrator - has full-powered access to the entire account

Access is assigned as follows: 

Accounting/IT: Administrator

Office Manager: Administrator

Customer Support: Administrator

Branch Manager: Resource Administrator

Studio Staff: Resource Administrator or Appointment Maker

Changes to email templates, session options/prices, event creation, adding cameras or extending hours are requested through your office manager

Reports are event specific and can therefore be customized as needed

• Select your event

• Make sure “Resources” is set to “All”

• Select a date range

• If additional information is needed, use the “Additional Fields” button

• Use the “Export to” button to download the report in either CSV or PDF format

Tips: 

• Use the “Schedule Delivery” button to have the report automatically emailed to multiple recipients on a specific date. You can also have the report emailed in intervals (once every 3 days, etc)

• Make sure to “Save Report Settings” if you’ve made changes

• Use the “Send Email” button to email the report to others