Pickatime pricing for parent-teacher conferences is straightforward and affordable. We use a simple pricing model that ensures that you won't be charged for substitute teachers.
What a conference event costs. The calculation is number of teachers × the rate for that band, charged per event. Most schools run one event in the fall and one in the winter or spring. Three examples:
The full rate table is below. The per-teacher rate steps down as the number of teachers goes up.
The invoice is only part of the cost. The other part is how many hours your office spends, and it is usually the larger number.
Scheduling software that cannot import your data means somebody types it. Every teacher, entered by hand and entered again when staffing changes. Parent accounts created or chased. And because nothing connects a student to their teachers, parents booking with the wrong teacher - each one a phone call to the office during the week it can least absorb it.
pickAtime imports student, teacher, class and enrollment data directly from your student information system, so parents see only the teachers their child actually has and nobody keys anything in. Confirmations and reminders go out automatically, administrators can book on behalf of families without internet access, and one event can run virtual, in-person, or let each family choose.
It is worth doing that arithmetic with your own figures before comparing prices. Count the hours setting up, correcting and supporting a conference event takes you today, and multiply by what an hour of your office's time is worth. For most schools that number is larger than the difference between any two scheduling tools.
There is no onboarding project to schedule. Most schools give themselves a few weeks to set up an event, which is the comfortable way to do it. It can be done a good deal faster when it has to be. That is not ideal and not something we would promise in advance, and it assumes your roster and event details are ready when we start. But a short runway is not by itself a reason to postpone a cycle: if your dates are close, ask us.
What other schools say. pickAtime is rated 4.5 out of 5 on Capterra across 8 reviews and 4.7 out of 5 on G2 across 4, with value for money scored at 4.5. Those reviews are verified by Capterra and G2 rather than collected by us - see Capterra, see G2.
Costs are based on the number of teachers per parent-teacher conference session. A session can span several evenings. Most schools have a fall and a winter or spring session.
Two rates are used to accommodate the different lower and upper grade classroom models. One rate (Upper) is for the grades where each student has more than four teachers. Typically middle schools and high schools fall into this rate category. A different rate (Lower) is for the grades where each student generally has just one teacher, but pickatime allows up to four. Elementary or lower schools typically fall into this rate category.
| Teachers | Cost per teacher | |
| Upper | Lower | |
| 1-19 | $12.00 | $5.00 |
| 20-49 | $10.00 | $5.00 |
| 50-74 | $9.00 | $5.00 |
| 75 and more | $8.00 | $5.00 |
| Call or email us for district discounts or to request an annual rate | ||
There is a minimum charge for Parent Teacher Conferences of $50 per event. In practice this only applies to very small schools - below roughly ten teachers at the Lower rate, or four at the Upper rate. Above that, you pay the per-teacher rate in the table and the minimum never comes into it.
What the per-teacher rate includes. There is no setup fee, no annual licence and no charge for additional administrators.
How to import your student roster explains what the data looks like and how much work it is, including when skipping the import is the right call.
Pickatime automatically sends an email invoice on the 3rd of the month following your parent-teacher conferences.
To calculate charges, Pickatime reviews each teacher’s schedule and determines the appropriate rate based on the number of classes per student:
As a general guideline:
We’re happy to match any competitor’s rate — just let us know!
Suitability and agreements. Pricing and service descriptions on this page are general and provided for information. Customers are responsible for determining whether pickAtime meets the requirements of their intended use. No representation, warranty, or claim of suitability is made except as expressly set out in the written agreement between pickAtime and the customer, which controls.
